You can add new users to your account from the User Management section of the Admin area. Users can be added individually, or you have the option to import your users.
Note: If the user you're adding will be part of an approval flow, see the add an approval flow Help Article for more information.
To add your users, follow the steps below:
1. Click the Account Name > Admin.
2. By default, you'll be taken to the Users page in the User Management section.
3. Click the Add button and select New User from the drop-down.
4. On the pop-up window, complete and select the relevant information in each tab accordingly (see below for information).
5. Click Create.
Details
On the Details tab, fill out the user information and select the Permissions they should have.
Note:
Departments, Policies, Approval Flows and User Groups must already exist to be applied at this stage, although they can also be set later.
If an Expense Policy has already been created and set as the default, this field will be automatically pre-populated.
The Reference field typically should contain the reference used for the user in your accountancy package. This helps to identify the user and their expenses when exporting.
If the 'User references must be unique' Additional Setting is enabled, the user reference entered for each user must be unique and always populated.
The Statement Identifier is used to match expenses to the correct user when importing multi-user company card statements or when using a data feed.
If you'd like to invite the user immediately, ensure that the Send Invite checkbox is ticked. To invite them later, leave this unticked.
Settings
On the Settings tab, select the types of expenses the user can create and configure additional user options by ticking the relevant checkboxes.
Out of Office
The Out of Office tab is only applicable to approvers. The user must be created before they can be added to an approval flow.
Once the user has been added to an approval flow, you can enable Out of Office for their expense approvals by editing the user.
Two-Step Authentication
On the Two-Step Authentication tab, you can enable Two-Step Authentication for the user. When enabled, the user will be required to enter a verification code each time they sign in.
Employment
No information is required on the Employment tab when creating a new user. This tab is only used to:
Schedule a leaving date, or
Reinstate a leaver who has returned to the business.
Note: Irish accounts will also see additional PPSN and Employment ID fields to meet Enhanced Revenue Reporting (ERR) requirements set by Ireland Revenue. For guidance on configuring your ExpenseIn account for ERR, please refer to this Help Article.
Bank Details
On the Bank Details tab, enter the user's bank details if these need to be stored in ExpenseIn.
Note: Users can also add their own bank details in My Profile if the related Additional Setting is enabled.
Additional Information
In Additional Settings under the Advanced heading of the Admin area:
In the Account tab, you can amend the bank details format.
In the Account tab, you can enable or disable the the 'Allow users to edit personal bank details' option.
In the New Users tab, you can update default user settings. These will apply to future users only and will not affect existing users.