---
title: "Overview of employees for Payhawk Administrators"
slug: "overview-of-employees-for-administrators"
description: "Find out what you can do in the Employees app, how to define global team settings, and which Payhawk roles and access rights you can give your employees."
updated: 2026-10-19T12:19:10Z
published: 2026-10-19T12:19:10Z
canonical: "payhawk.com/overview-of-employees-for-administrators"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Overview of employees for Payhawk Administrators

As a Payhawk Administrator, you can easily invite your company employees to the system and set a flexible team structure that corresponds to the needs of your organization.

> [!TIP]
> Teams in Payhawk do not have to correspond to the formal internal structure of your company. Rather, they can reflect relations between employees based on a cost center or other type of project or location.

## The **Employees** app

In Payhawk, actions related to employees and teams are done in the **Employees** app, for example, inviting or deleting employees, or creating, editing, and deleting teams.

The **Employees** app contains the following tabs:

- The **Active** tab contains all employees who have successfully signed up (registered) in Payhawk.
- The **Invited** tab contains all employees who have been invited to Payhawk but have not signed up yet.
- The **Not invited** tab contains all employees who have not been invited to Payhawk.
- The **All** tab contains both active users and users with pending invitations.

![The Employees > All tab with active users and employees with pending invitations.](https://cdn.payhawk.com/Help%20desk%20images%20moved/Overview_of_employees_for_Payhawk_Administrators_20241005_manual.jpg)
- The **Employees** > **Teams** view contains the teams Payhawk Administrators create in Payhawk. From there, you can also edit teams, assign Team Managers, add employees to teams, or delete a team if needed.

![The Teams page in the Payhawk Employees app, listing "Not in a team" and a Marketing team, with a New button.](https://cdn.payhawk.com/virtual-qa/2026-10-08-37836148693-1/overview-of-employees-for-administrators-02.png)

## Defining the global team settings for your company

Before creating teams in Payhawk, you need to define their settings and, if necessary, enable the categorization of expenses based on employee teams.

The definition of team settings for your company is located in **Settings** > **Teams**.

![Team settings in Settings > Teams.](https://cdn.payhawk.com/Help%20desk%20images%20moved/Overview_of_employees_for_Payhawk_Administrators_20240216_manual.png)

The following table shows the global team settings and their effect on your company's team structure.

| **Setting** | **Details** |
| --- | --- |
| **Team organization and management** | This option enables you to create teams and sub-teams and define your custom company structure. When **Team organization and management** is enabled, the **Team** built-in expense field will be visible under **Settings** > **Fields library**. By default, **Team organization and management** is enabled. |
| **Use custom organization structure name** | This option allows you to use a different term for the employee organization at your company - for example, **Cost center**, **Project**, or **Department**. Once you change the name, it will be reflected in **Spend** as well as in your export. By default, the **Use custom organization structure name** option is set to **Team**. |
| **Allow employees to be members of multiple teams** | This option enables the employees of your company to be part of two or more teams. Notes: - Switching on this option automatically [displays the **Team** expense field under **Settings** > **Fields library**](/help/overview-of-expense-fields). - If an employee is part of two or more teams, they need to also specify the team for each fund request. - Switching off this option requires you to change your company structure so that each employee is part of a single team only. By default, the **Allow employees to be members of multiple teams** is enabled. |
| **Team managers cards control** | This option allows Team Managers to view and freeze their team member cards. By default, the **Team managers cards control** is enabled. |

## Defining employees' roles

When you invite employees to your company and teams in Payhawk, you'll need to define their roles within the system, which in turn determines their access and visibility to your company's expense and spend data.

- [Payhawk roles](/help/payhawk-roles)
- [Payhawk role extensions](/help/payhawk-role-extensions)

## Setting employees' access and visibility

Payhawk’s system is designed to manage expenses, purchases, and expense report visibility based on the defined user roles, team assignments, approval workflows, and specific system settings.

- [Visibility rules](/help/visibility-of-payhawk-roles-and-role-extensions)

## Useful resources

- [Inviting and deleting employees](/help/inviting-and-deleting-employees)
- [Creating, editing, and deleting teams](/help/creating-editing-and-deleting-teams)
- [Assigning team members and team managers](/help/assigning-team-managers-and-team-members)