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Administrator Guide
Last Updated: 2025-04-04
Configure Management Levels

Configure Management Levels

To configure management levels, users need these permissions:
  • settings.admin
  • user.management_level.update
Management levels enable you to map your organizations unique hierarchical structure, whether you use a strict top-down hierarchy or a more decentralized hierarchy. They also enable you to set approval limits and configure delegation restrictions in your tenant.
You can create as many management levels as needed. Once you create them, you'll need to associate each one to a user profile.
  1. From the header, select
    More
    Company Settings
    .
  2. Under
    Organization
    , select
    Management Levels
    .
  3. Select
    Add Management Level
    .
  4. As you complete the task, consider:
    Option Description
    Name
    Name for the specific management level. The name is used to identify the management level when its used for approvals.
    Code
    Code for the specific management level.
    Parent Management Level
    Assign an existing management level as the parent level.
    Job Approval Limit
    Maximum spend authority amount for jobs and work orders associated with managers within this hierarchy.
    Expense Approval Limit
    Maximum spend authority amount for expense reports and misc. adjustments associated with managers within this hierarchy.
    SOW Approval Limit
    Maximum spent authority amount for SOWs associated with managers within this hierarchy.
    SOW Payments Approval Limit
    Maximum spend authority amount for SOW payments associated with managers within this hierarchy.
  5. Click
    Add
    .
  6. From the header, select
    More
    Users
    .
  7. Locate the appropriate user and click
    Edit
    .
  8. Select the
    Management Level
    .
  9. Click
    Save
    .
Once you add management levels, they will display on the
Management Levels
 page. You can click an individual management level to view its details, and you can click the three dots next to it to use these options:
  • Add Management Level
    : Add a child level to the selected level.
  • Edit Management Level
    : Edit the details for the selected level.
  • Deactivate Management Level
    : Deactivate the selected level. If you deactivate it, you’ll need to manually update all items assigned to it.
The
Management Levels
 page displays each management level using a tree structure. You can view the tree branches to understand how management levels relate to each other, and you can click the arrow icon on a parent level to display or hide any of its child levels beneath it.
Example
This first example illustrates how you can utilize approval rules with management level hierarchies to ensure the correct approver reviews the item.
Scenario: A Work Order Modification has been submitted to which it greatly increases the work order budget by $15,000 USD. Due to the fact that it’s a large budget modification, the Work Order Modification needs to be approved by a Manager User who has the right spend authority amount before it becomes effective. Budget Approver works off of a Delegation of Authority (DoA) concept and uses a hierarchical system to determine the correct approver who needs to approve or reject the item.
The management levels:
Management Level
Job Approval Limit
Manager A
$1,000 USD
Manager B
$10,000 USD
Manager C
$20,000 USD
Result: Because the modification results in a $15,000 USD budget change, the approval routes to Manager A, B, and C. Even though the approval limit for Managers A and B is less than $15,000, it must route through these two before moving to Manager C.
This second example illustrates how you can use management level hierarchies to ensure that users can only delegate tenant access to specific users.
Scenario: You want to restrict User A from delegating tenant access to users with higher management levels. User B has a higher management level than User A and therefore has more approval authority. If User A grants tenant access to User B, they could approve transactions that exceed User A’s approval authority. When you set up delegation on the
Delegation Settings
 page in
Company Settings
, select a:
  • Delegation Restriction
     of
    Restrict by Management Level
    .
  • Management Level
     of
    Same Level
     and
    Lower Level
    .
Result: User A:
  • Can’t delegate tenant access to users with higher management levels, such as User B, which helps prevent unwanted approvals.
  • Can delegate access to users with the same or lower management level.