Approval teams

Where to find it

Settings → Teams or Approval rules → Teams

✅ Common tasks

Create a team

1. Open Teams in settings or the Teams area on Approval rules.

2. Select Add team.

3. Enter a unique team name up to 255 characters.

4. Add one or more member approvers if needed.

5. Save the team.

Team member badges in the UI come from approved users in your organisation.

Update team members

1. Open the team and select Edit.

2. Change the team name only if you need a different reusable label.

3. Replace the member list by selecting the users you want in the team.

4. Save your changes.

5. If you remove all members, the team still exists but shows no avatars.

Updating members replaces the whole list, so check the full set before saving.

Use a team in approval rules

1. Open Approval rules and choose the team-assignment section.

2. Edit an existing team row or create a new team assignment rule.

3. Pick the team to assign, then set any matching conditions such as supplier, ledger account, analytic account, or amount threshold.

4. Choose the assignment mode if your rule needs one.

5. Save the rule so approvals route to the whole team.

A team-assignment rule must have at least one condition.

Delete a team safely

1. Open the team and choose Delete.

2. If no approval rules reference it, delete it normally.

3. If the team is still used by rules, delete those rules first.

4. Or delete the team with cascade removal if you want the team and every referencing rule removed together.

Cascade deletion removes the team and every rule that assigned it.

🛠️ Troubleshooting

Team name already exists

• Choose a different team name.

• Keep names unique within the organisation.

• Try a shorter, clearer label for the same group.

Member cannot be added

• Check that the user has access to this organisation.

• Remove duplicate member selections and save again.

• Ask your Cashfeed admin to confirm the user is a valid approver.

Team delete is blocked

• Open the approval rules that reference the team and remove the team assignment.

• Delete the referencing rules first, then delete the team.

• Use cascade delete if you want the team and all referencing rules removed together.

Rule cannot save with team

• Make sure the rule has at least one condition.

• Use either specific suppliers or match all suppliers, not both on the same rule.

• Check that the team belongs to the same organisation as the rule.

Team shows no members

• Open the team and add members in Edit.

• Save the team after selecting the full member list.

• If avatars still look wrong, refresh the Approval rules page.

🔗 See also

• Approval rules

• Roles and permissions

• Inviting and managing team members

• Requesting and giving approval on an incoming invoice

• Purchase order approvals

• Settings and user preferences