This article covers the Visibility Settings and Receipt/Invoice OCR Analysis sections in the Modules & Display group of the Company Settings screen. Users with the View Company Settings permission see the rules; changing them (edit and bulk edit) requires the company admin role or the Company Permission Settings permission. Turning OCR on or off needs the same permission.
By default, every employee sees only their own upcoming leaves and their own overtime records. A visibility rule lets an employee also see other people's records.
Before you start
You need the View Company Settings permission (Manage Permissions).
Rules are easier to set up when your branches, departments and positions are defined (First steps in Teamso).
Step by step
Defining a visibility rule
In the left menu, go to Configuration > Company settings.
Click Visibility Settings in the settings menu on the left. The Upcoming Leaves Visibility, Leave Balance Visibility and Overtime Visibility rows appear (the leave rows when the Leave module is on).
On the card you want, click Detail. The employee list opens; each row shows Employee, Branch, Department, Position and Visibility Rule.
For one employee, click Edit on the row. For several employees, select the rows and click Bulk Edit.
In the window that opens, choose the Visibility Mode:
Self: Only their own records
Branch: Records of employees in the selected branches
Department: Records of employees in the selected departments
Position: Records of employees in the selected positions
All: Everyone's records in the company
Manager: Upcoming leaves or overtime of only the employees they directly manage
In branch, department or position mode, pick the targets from the list. Optionally tick Include own branch (there is a similar option for department and position). You must pick at least one target or tick this option.
Save.
Leave balance visibility
By default, the Leave Balance section in the profile window is visible to company admins and the employee's direct manager. You can let selected employees see everyone's leave balance, like a company admin.
In Visibility Settings, click Detail on the Leave Balance Visibility row. The list shows each employee's Visibility Rule.
For one employee, click the pencil icon (Edit) on the row; for several employees, select the rows and click Bulk Edit.
Choose the Visibility Mode and save:
Employees they manage: Default. Their direct reports only
All employees: Everyone's in the company, like a company admin
With All employees, the employee sees everyone's data on screens that show leave balances and entitlements. This setting grants view access only; it does not allow entering or approving leave.
Turning on receipt/invoice OCR analysis
Click Receipt/Invoice OCR Analysis in the settings menu on the left.
Turn the switch at the top right of the Expense Module Receipt/Invoice OCR Analysis card on or off. Click Save in the bar that opens at the bottom of the card; Discard cancels the change. The Active / Inactive label in the header updates after you save.
Expense AI consumes 2 Digital Credits per request each time it runs (Digital Credits).
Result
The upcoming leave rule decides whose leaves the employee sees on the Team today card on their home page.
The overtime rule decides whose records the employee sees in overtime.
The leave balance rule decides for whom the employee sees the Leave Balance section in the profile window.
The Visibility Rule column in the list summarises the rule (e.g. Only themselves, 2 branch(es), Entire company).
Common problems
Symptom: Saving shows "Select at least one target or enable 'include own'."
Cause: No target was selected in branch, department or position mode.
Solution: Select at least one target or tick the own branch/department/position option.
Symptom: A manager cannot see their team's upcoming leaves or overtime.
Cause: The manager's matching visibility rule is Self.
Solution: Change the rule to Manager.