Starter Guide to Financial Workflows

Access Level: Leader, Manager, Student Org Admin, or Org Admin.

This article is intended for users with Leader, Manager, Student Org Admin, or Org Admin. access in Suitable. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Ineligible Roles: Member

Welcome to the Financial Workflows feature! This guides serves as a resource for Administrators setting up specific grant or funding processes and for Students who need to submit requests against those funds.

Keep in mind...

• Workflow Construction: There is a setup portion to workflows that is handled by the Suitable team. The steps below apply after the workflow has been built and loaded into your system.
• Permissions: Managing funds and workflows is an administrative function and is only available for users with Org Admin or Student Org Admin permissions.
• Eligibility: Students must be members of an eligible organization to access specific financial workflows.

Adding a Budget to a Fund

Adding Eligible Organizations to the Fund

Manage Admins Groups and Approvers

Enabling Requests for a Fund

For Students: To Start a Workflow

For Administrators: Setting Up Your Workflow

Once a workflow is live, there are specific items to set up so that it can be fully utilized.

1. Add a Budget to the Fund
   • You must ensure the parent fund has a balance. You can add any amount you would like, but you need "available" funds so students can request against them. If the fund does not have a balance, students will receive a message that they cannot make a request due to insufficient balance. Note that students do not see your balance.
   • To add a budget/deposit to the fund, refer to this support article.
2. Add Eligible Organizations to the Fund
   • By default, organizations may not have access to the workflow. You must add all eligible organizations to the fund so they can access the workflow.
   • To add organizations to a fund, refer to this support article.

   3. Manage Admin Groups and Approvers

• To ensure requests are reviewed by the correct people, you must add approvers to the relevant Admin Group. This ensures that when a student submits a request, the correct administrators are notified to review the pending expenses.
• To add administrators to an approving Admin Group:
  1. Navigate to Organizations on the left.
  2. Search for 'Admin' or another key term that would filter the search for all Admin Group organizations.
  3. Select the Organization that the administrator needs to be added to.
  4. Click on 'Manage' under the logo, then Members.
  5. Add the user to the Admin Group.

   4. Enable Requests for the Fund

• After completing the steps above, you are ready to associate a workflow with a fund and enable requests!
  1. Locate the fund that you want to enable workflows for, and click on the three dots.
  2. Choose 'Account Settings'. 
  3. Select the workflow you'd like to associate with that fund account.
  4. Check 'Enable Requests' to allow student leaders to begin making requests against that account.
  5. Click Save. You're done!

For Students: How to Submit a Request

As a student leader, the Financials tab on your organization's profile page is your central hub for money-related activities.

To start a workflow:

1. Log in to your account.
2. Navigate to your student organization.
3. Click on the Financials tab.
4. Click Create Request.
   • If your organization has been added to the fund by an administrator, you will see the relevant request form. You can then list out the specific items or services you need to buy as "line items".
   • Once submitted, the funds are temporarily "on hold" as Pending Expenses until an administrator approves or denies the request.

If you have additional questions, chat with us below or send us an email at support@suitable.co.