Admin Guide: Setting up employee fields

Table of Contents

• Overview
• How do I assign employee fields?
• What can I use fields for?
• What are department or location heads? How do I use them in approval flows?

Overview

Airwallex now enables customers to add Department and Location data to employee profiles in user management. This is in addition to the previously-existing manager and – for global entity management customers – entity fields. These fields can be used in the Airwallex Spend product to customise Approvals and automate expenses.

How do I assign employee fields?

Employee fields can be created and assigned in two ways

• Automatically via HRIS: use this HRIS guide to view supported providers and setup steps.
• Manually in user management: 
  1. Step 1: Navigate to Settings > User management and find the “Fields” tab along the top of the page. Create your desired departments and locations.
  2. Step 2: In the main user management table, edit individual users to assign them to departments and locations.

What can I use fields for?

Current use cases include:

• Conditions in approval workflows (e.g., relax Executive department thresholds for approval relative to other departments)
• Department or location heads in approval flows (e.g., route expenses to the user’s department owner(s) for approval)
• Conditions in expense automation rules

What are department or location heads? How do I use them in approval flows?

See our Spend approvals guide