Overview
The Assistant role is for an individual (e.g. an Executive Assistant) to perform certain tasks on behalf of another user (e.g. an Executive). The Assistant role is not a distinct user role on Ramp, it is a permission that can be appended to an account.
Jump to:
- What can the Assistant user do?
- What notifications will the Assistant receive?
- What can the Assistant user see?
- Who can assign themselves an Assistant?
- Who can be an Assistant?
- How do I assign my Assistant?
- As an Admin user, how do I assign Assistants to others?
- I'm an Assistant, how do I view my manager's transactions?
- Audit trail of Assistant edits
What can the Assistant user do?
Assistants can do the following on behalf of their assigned user(s):
- View transactions
- Submit receipts
- Fill out the transaction memo
- Code accounting fields that are required by their Expense Policy
- Submit/edit reimbursements
- Request policy exceptions or add attendees
-
Book travel (only if Ramp Travel is enabled for all employees)
-
Edit traveler profile (only if Ramp Travel is enabled for all employees)
Notable limitations at this time:
- Assistants can create reimbursements on behalf of their assigned user(s), but they cannot add personal bank accounts on their behalf. Each user must link their own bank account. See our How do I add/change my personal bank account details? article for more.
- Assistants will not be able to create trips on behalf of their assigned user(s)
- If an Assistant forwards a receipt on behalf of their assigned user to receipts@ramp.com, Ramp first searches for matching transactions among the Assistant's own transactions. If no match is found, Ramp will then search the transactions of the user(s) the Assistant is assigned to.
What notifications will the Assistant receive?
Assistants will receive their assigned user's action items (such as missing business items) along with their action items in the weekly digest.
The assigned user/executive may set filters to automatically forward emails (receipts/memos/coding) to their Assistant. For example, setting the Gmail filters:
from: communications@ramp.com
subject contains "missing"
auto-forward: assistant email
What can the Assistant user see?
The Assistant can see the transactions and related information for the user(s) who have assigned them as Assistant.
Assistants are not able to see activity beyond their designated scope, such as card numbers and the transactions of other users that the user(s) they're assisting can see, even if they are assigned to an Admin user.
Assistants will also be notified of their manager's missing items in their weekly "Missing Items" email.
Who can assign themselves an Assistant?
Any user can assign one or more Assistant users to their Ramp account. One user can have multiple Assistants. Admins can assign any user as an Assistant to any other user on Ramp.
Who can be an Assistant?
Any user can be granted Assistant permissions. Additionally, a user can be assigned as an Assistant to multiple other users.
How do I assign my Assistant?
If you are a Ramp user, you can assign your own Assistant by following these steps:
- Visit Profile (top right) > My Settings > Delegation tab
- Click on the Assistant Role, begin typing the name of your assistant
- Click on the user you want to assign, and you're done
As an Admin user, how do I assign Assistants to others?
If you are an Admin, you can assign Assistants to other users by following these steps:
- Visit the People tab on the left side, your Ramp dashboard
- Select the user who needs an Assistant assigned to them, then click Edit Profile
- Click on the Company tab of Edit Profile drawer and begin typing the Assistant's name in the "Assistants" field
- Click on the Assistant you want to assign, and you're done!
I'm an Assistant, how do I view my manager's transactions?
Click Profile on the top right. You'll now have a section titled "View in assistant mode" with names of colleagues who you are an Assistant for in Ramp. Click on your Manager's name to view your Manager's Ramp account.