Instructional Video: People and Users in Expense
Under People in Expense, you manage your organization's users, permissions, and settings. This is where you create new users, update existing user information, connect corporate cards, and maintain approval workflows. Keeping user information up to date ensures a smooth process for expense reporting, approvals, and administration throughout the organization.
What Can You Do Under People?
Navigate to Administrate > People to:
- 👥 Create new users
- ✏️ Edit user information
- 🔑 Manage permissions
- ✅ Assign approvers and reviewers
- 💳 Connect corporate cards
- 🚫 Deactivate users
- 📧 Verify email addresses and contact information
👉 All user administration is managed from this section.
Create a New User
Step-by-Step
- Navigate to Administrate > People
- Click New Person
- Enter the user's information:
- First Name
- Last Name
- Email Address
- Employee Number (if applicable)
- Click Save
✅ The user has now been created.
Edit a User
Update User Information
If you need to modify a user's information:
- Navigate to Administrate > People
- Open the relevant user
- Update the required information
- Click Save
✅ The changes take effect immediately.
Manage Permissions
Assign User Access Rights
You can control which functions each user can access.
Examples of permissions include:
- ✅ Can Approve Reports
- ✅ Can Review Reports
- ✅ Administrator
- ✅ Card User
👉 Assign permissions based on the user's role and responsibilities.
Assign an Approver
Configure Approval Settings
To ensure reports are sent to the correct approver:
- Open the user's profile
- Navigate to the approval settings
- Select an approver
- Click Save
✅ Reports will now be automatically routed to the selected approver.
Connect a Corporate Card
Link a Card to a User
If the user has a corporate card:
- Open the user's profile
- Navigate to the Corporate Cards tab
- Select the appropriate card
- Click Save
✅ Corporate card transactions will now be assigned to the user.
Deactivate a User
Remove a User from the Active User List
When an employee leaves the company:
- Ensure all reports have been processed
- Open the user's profile
- Select Deactivate
- Click Save
✅ The user is removed from the active user list.
When Should User Information Be Updated?
User information should be reviewed and updated when:
- 👤 An employee changes their name
- 📧 An email address changes
- 👥 A new approver is assigned
- 💳 A corporate card is added or removed
- 🚀 The user receives new permissions
👉 Regular updates ensure accurate workflows and reporting.
💡 Best Practice Tips
Maintain Accurate User Data
- ✅ Keep the user directory up to date
- 📧 Review email addresses regularly
- 👥 Review permissions on an ongoing basis
- 💳 Connect corporate cards when users are created
- 🔄 Deactivate users who have left the company
👉 This improves security and simplifies administration.
Frequently Asked Questions (FAQ)
Can I change a user's permissions?
Yes. User permissions can be updated at any time.
Does every user need an approver?
Yes. If you use approval workflows, it is recommended that every user has an assigned approver.
Can I reactivate a user?
Yes. As long as the user has not been permanently deleted, they can be reactivated.
Where do I connect corporate cards?
Corporate cards are connected through the user's profile under People.
Summary
- 👥 Manage users via Administration > People
- ✏️ Create, update, and deactivate users
- 🔑 Manage permissions and approval workflows
- 💳 Connect corporate cards to users
- 📧 Keep user information accurate and up to date
- ✅ Simplify administration and improve workflow management in Expense