Roles in ApprovalMax (Cin7 Core)

Roles in ApprovalMax (Cin7 Core)

There are three types of roles in ApprovalMax: Account-based, Organisation-based and workflow-based roles.

Within the same Organisation, an ApprovalMax user can have one Account-based or Organisation-based role and at the same time be assigned to several workflow-based roles. In this case, the authorities of the roles will be extended.

For example: an Auditor who is also assigned as an Approver will be able to make decisions according to the rules set in the matrix; so the combination of roles extends their authorities.
Please see the detailed description of each role below.

Account-based role

Account Owner: manages the subscription, adds/deletes Organisations, manages connections, invites users and assigns roles, sets up workflows. The Account Owner can see all requests within their Organisation and can override decisions by forcing a rejection or forcing a final approval. This role is automatically assigned to the Account Owner and cannot be changed, or given to a different user. (*)

* An Account Owner can only be changed through an ownership transfer.

Organisation-based roles

The Account Owner or an Administrator directly sets Organisation-based roles in the ApprovalMax user section. A user can only have one Organisation-based role:



  • Administrator: sets up workflows, assigns roles, manages connections, and invites users. An Administrator can be a Requester and/or an Approver. Administrators can see all requests within their Organisation and can override decisions by forcing a rejection or forcing a final approval.
  • Workflow manager: is responsible for managing workflows and users within the Organisation.
  • Auditor: a read-only role which allows to better understand the approval workflow in operation, without the risk of accidentally changing, approving, or rejecting something.
  • User: the default role which is assigned to any user except Auditors and Administrators. Users can be a Requester and/or an Approver.
* An Account Owner can only be changed through an ownership transfer.

Workflow-based roles

Workflow-based roles are created from the configuration of the various workflows. Users can be Requesters or Approvers, and they can hold both roles at the same time. For a user, their request-based roles can even change between different workflows, depending on the respective setups.


  • Approver: this role allows to make approval decisions (approve or reject), set up a Substitute, add other Approvers from their Organisation to the request as well as remove those that have previously been added. Approvers can only see those requests where they have to make a decision.
  • Default Approver: this role has the same authorities as an Approver and can be added to a step if there are no Approvers with the rule Always Approves.
  • Requester: this role is for users who create Purchase Orders in ApprovalMax. It allows them to add Approvers from their Organisation in any step of their request as well as remove those that have previously been added. Requesters can only see their own requests.
  • Watcher: this role informs about specific approval requests within the system so that they can closely monitor them. When a user is assigned as a Watcher to a request, they will receive notifications and updates regarding the progress and status of its approvals, even if they are not directly involved in the authorisation process.
For more information on who can access what in ApprovalMax, please refer to our article Who has access to approval requests.

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