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 set up 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 tick the Permissions that the user should have.
Note:
You'll need to have already set up your Departments, Policies, Approval Flows and User Groups to apply them at this stage, but this may be done at a later date too.
The Reference field is where you can input the reference your user is set up within your accountancy package. This usually helps to identify the user (and their transactions) when exporting the expenses.
If the Additional Setting 'User references must be unique' is enabled in the account settings, then 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 into ExpenseIn or when using the data feed.
If you'd like to send the user their invitation to access their account, ensure that the Send Invite checkbox is ticked. If you'd like to invite the user at a later date, leave this unticked.
Settings
On the Settings tab, select the types of expenses the user can create as well as other configurations for that user by ticking the checkboxes.
Out of Office
On the Out of Office tab, you'll see a message to advise that Out of Office is only applicable to approvers. This is because you must add a user before they can be added to an approval flow.
Once the user has been added to an approval flow, if you need to turn on Out of Office for their expense approvals, you can edit the user.
Two-Step Authentication
On the Two-Step Authentication tab, you can enable Two-Step Authentication on your users' profile. Enabling this will mean that your users have to enter a verification code each time they sign into their account.
Employment
On the Employment tab, you don't need to enter any information when adding a new user. This tab is only used either when scheduling a leaving date for the user, or when reinstating a leaver who has returned to the business.
Note: Irish accounts will also have the ability to complete additional PPSN and Employment ID fields as per their Enhanced Revenue Reporting (ERR) requirements set by Ireland Revenue. For more guidance in configuring your ExpenseIn account for ERR, please refer to this dedicated Help Article.
Bank Details
On the Bank Details tab, enter your users' bank details if these need to be held in ExpenseIn.
Note: Your users can also add their bank details within their My Profile section if you have enabled this Additional Setting on the account.
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 untick the 'Allow users to edit personal bank details' checkbox.
In the New Users tab, you can change your default user settings. This will not affect current users but will apply user settings to future users.