What you'll learn: This article explains what Matrices are in Aptly, introduces the two primary matrix types — Authority Matrix and Role Matrix — and helps you understand when to use each one. You'll also learn how the Role Matrix's tiered display works and how both matrix types support governance, audits, and day-to-day authority verification.

Who this is for: All users who need to view or interpret authority information. Managers and authority holders will use matrices to confirm who can approve what; administrators will use this article to understand which matrix type to create. No special permissions are required to read this article, but access to the Matrices module depends on your role.

What is a Matrix?

A Matrix is a reporting view that brings Decisions and Delegations together in a single, table-based format. Instead of opening individual Delegations one at a time, a matrix lets you see — at a glance — who holds what authority, organized by Section, Category, and Decision.

Matrices are always current: the moment a Delegation changes (new limits, a new recipient, a revocation), every matrix that includes it reflects the change automatically. There is no manual refresh or version mismatch — what you see is always live.

Common use cases for matrices include confirming who is authorized to approve a specific type of transaction, preparing for internal or external audits, onboarding new managers so they can see their team's authority at a glance, and sharing authority information externally with auditors or partners (when external sharing is enabled).

Matrix types at a glance

Aptly supports two primary matrix types. Each one presents the same underlying authority data in a different layout, depending on what the viewer needs to see.

Authority Matrix

The Authority Matrix is the most commonly used matrix type. It presents decision authority in a table organized by Section → Category → Decision on the left side, with columns representing the positions or users who hold authority for each Decision.

What you see in an Authority Matrix

Each cell in the Authority Matrix displays the authority limit for that position/user and that Decision. The limit reflects the Delegation that connects them — including the value, the authority type (e.g., Approval), and whether a primary and/or secondary limit applies.

For example, a cell might show $3,000,000 / 1 year, meaning that person's approval authority for that Decision is limited to $3,000,000 with a 1-year secondary limit. A cell showing a dash (—) means that person does not hold authority for that Decision.

Drill-through to Delegation details

Clicking any value in the Authority Matrix opens a snapshot view of the underlying Delegation. From there you can see the full Delegation details, including conditions, roles, documents, and approval history — without leaving the matrix.

Display options

The Authority Matrix provides several display controls along the top of the matrix view:

• Currency selector: If your organization uses multiple currencies, toggle between them to see limits converted at the configured exchange rate.
• Actual Values / Tiered Values: Switch between showing exact limit values and simplified tier groupings.
• Filters: Narrow the matrix by authority type, group, or other criteria.
• Customize: Choose which columns (positions/users) are visible in the current view.
• Search: Search by section, category, decision name, or description to quickly locate a specific row.

Role Matrix

The Role Matrix adds a layer of governance context beyond what the Authority Matrix shows. In addition to displaying who holds authority (and at what limit), the Role Matrix shows the roleholders assigned to each Decision — such as Reviewers, Co-Signers, Informed parties, Concurrent Approvers, or any custom role your organization has configured.

When to use a Role Matrix

Use a Role Matrix when the question is not just "who can approve?" but "who else must be involved?" This is especially relevant for organizations where governance processes require multiple participants — for example, where a purchase over a certain threshold requires review by one person, co-signature by another, and notification to a third.

The Role Matrix makes these multi-party requirements visible in a single view, so that decision-makers, compliance teams, and auditors can verify that the right people are in place.

Authority tiers (bands)

One of the Role Matrix's distinguishing features is its ability to display authority limits in tiers (also called bands). Instead of showing every individual limit value, the Role Matrix can group similar values into tiered ranges — for example, ≤ $50,000, ≤ $200,000, ≤ $1,000,000 — making it easier to see the overall authority structure at a glance.

How tiering works

Tiers are calculated automatically by Aptly based on the currency-based (Value) limits present in the matrix. The system groups delegation recipients with identical or similar limits into the same tier, using rounded breakpoints that improve readability. Key rules include:

• Tiering applies only to Value (Currency) authority limits and uses the Primary Limit for grouping.
• A maximum of 6 tiers is displayed (up to 7 if "Unlimited" is present, since Unlimited always occupies its own top tier).
• If a Decision has only a single delegation value, no tiers are generated — the actual value is displayed as-is.
• Fewer tiers may appear when delegation values do not warrant further segmentation.
• Each tier label is based on the maximum authority value it contains, rounded for visual clarity (e.g., a raw value of $187,500 might display as part of a "≤ $190,000" tier).
• Tiers use comparison operators (≤, <, ≥, >, =) to clearly communicate the boundary.

Rounding increments

To keep tier labels clean and readable, Aptly rounds breakpoint values according to the magnitude of the limit:

This rounding means that instead of seeing a tier labeled "≤ $187,500," you would see "≤ $190,000" — which is easier to scan and compare across columns.

Tiering example

Suppose a matrix contains the following currency-based delegation limits for a given Decision: $20,000, $50,000, $125,000, $146,625, and $187,500. Rather than listing all five values individually, the Role Matrix might display three tiers:

• ≤ $20,000 — includes the $20,000 delegation
• ≤ $50,000 — includes the $50,000 delegation
• < $190,000 — includes the $125,000, $146,625, and $187,500 delegations

If an "Unlimited" delegation is also present, it would appear as its own top tier (e.g., ≥ $190,000), ensuring it is clearly distinguished from capped limits.

Features common to both matrix types

Regardless of whether you are viewing an Authority Matrix or a Role Matrix, the following capabilities apply:

• Always current: Matrices reflect live delegation data. When a Delegation is created, modified, or revoked, the matrix updates automatically.
• Drill-through: Click any cell to open a snapshot of the underlying Delegation, including its full details, conditions, roles, and documents.
• Search and filter: Use the search bar to find specific Decisions, or apply filters to narrow the view by authority type, group, or other criteria.
• Multi-currency support: Toggle between currencies using the currency dropdown to view limits in different denominations at your organization's configured exchange rates.
• Customizable columns: Use the Customize control to show or hide specific positions/users in the current view.
• Version History: View historical snapshots of the matrix at any point in time, supporting audit and compliance needs.
• External sharing (if enabled): Matrix owners can generate shareable links for external viewers. Password protection and expiration dates can be applied at the matrix level, subject to account-level sharing settings.

How to access a matrix

1. Click Matrices in the left navigation.
2. Select a matrix from the list (Active, Favorites, All, or Inactive tabs).
3. Use the tabs at the top of the matrix to switch between Authority Matrix, and Role Matrix views (depending on which types are enabled).

Note: If Matrices does not appear in your left navigation, confirm with your administrator that the Matrices module is enabled in Settings → Account Settings → Matrices and that your role includes access to the module.

Choosing the right matrix type

The best matrix type depends on what you need to see:

Many organizations create both matrix types for the same set of Decisions and Delegations. A single matrix in Aptly can include Authority Matrix and Role Matrix tabs, so you do not need to create separate records — switch between views using the tabs.

Frequently asked questions

Do I need separate matrices for Authority Matrix and Role Matrix?

No. A single matrix record can include both an Authority Matrix tab and a Role Matrix tab. The matrix type tabs are controlled by which types are enabled in Settings → Account Settings → Matrices.

Why don't I see a Role Matrix tab?

The Role Matrix type must be enabled by an administrator in Settings → Account Settings → Matrices → Matrix Types. Additionally, Roles must be enabled in Settings → Account Settings → Decisions. If either setting is off, the Role Matrix tab will not appear.

How are tiers calculated — can I set them manually?

Tiers are calculated automatically by Aptly based on the currency-based delegation limits in the matrix. You cannot manually define tier breakpoints. The system applies rounding logic to produce clean, readable bands. If your matrix has only one delegation value for a given Decision, no tiers are generated — the actual value is displayed directly.

Can I click a cell in the matrix to see the full Delegation?

Yes. In both the Authority Matrix and the Role Matrix, clicking a cell opens a snapshot of the underlying Delegation, including its limits, conditions, roles, documents, and history.

Does the matrix update in real time?

Yes. Matrices reflect live data from Delegations. Any change to a Delegation (new limits, revocation, new recipient) is immediately reflected in every matrix that includes it.

Can I see what the matrix looked like at a past date?

Yes. Matrices support Version History, allowing you to view the state of the matrix at any point in time. This is especially useful for audit and compliance purposes.

Next steps

• Navigate a matrix: See Navigating Authority Matrices for a step-by-step walkthrough of searching, filtering, and drilling into matrix data.
• Understand Decisions and Delegations: Matrices display authority defined in Decisions and assigned through Delegations. If you are new to these concepts, start with Platform Overview: What Is Aptly?
• Manage Matrices settings (Administrators): To enable/disable matrix types, configure external sharing, or manage password requirements, see Matrices Settings.