Click on the "Create New" button as shown below.
The fields in bold are required.
The following table describes the fields:
|User Code||Required||Enter employee HR code - this field is applicable only if exporting expense data to a payroll system or importing data from Travel Booking Back Office System. If not applicable, you can enter any unique value|
|Vendor Number||Required||Enter employee vendor number associated with the user as specified in the ERP/Accounting system|
|First Name||Required||Employee First Name|
|Last Name||Required||Employee Last Name|
|Password||Required||Password must contain at least 1 lowercase letter, 1 uppercase letter, 1 special character, 1 numeric character and should be of minimum 8 characters and maximum 20 characters|
|Required||Employee email address. This should be a valid email, as this will become the user's login username and be used for all future communications by the system|
|Hire Date||Optional||Enter the Hire Date of the employee, if applicable Else leave empty. This field is applicable for timesheet user only. It will prevent the user from entering time before his/her hire date.|
|Termination Date||Optional||Enter the Termination Date of the employee, if applicable Else leave empty.|
|Phone Number||Optional||The contact number of the user in case you need to call the user (or in future text messages can be sent via our application)|
|Mileage Type||Required||Select between Mileage Rate or Mileage Range (For UK, Ireland and Canada customers). If the Mileage rate is selected then add the respective rate. If Mileage Range is selected then it will give the selection of Engine Capacity, based on the engine capacity, the rate will be derived as setup in the application under Mileage Range setup.|
|License Type||Required||Select between 1. Both, 2. Expense or 3. Timesheet. If using the application only for expense reports, then select expense.|
|Unit Of Travel||Required||Select between Miles or KMS. This is used while calculating the mileage distance between the start and end address using Google Maps. The calculated distance will either be in KMS or Miles depending on this setting.|
|User Type||Required||Categorize users as 'Manager' or 'Employee'. Managers can create as well as approve expense reports. Employee type of user can only create and submit expense reports. Admin users are system admin who do not need access to create or submit or approve reports.|
|Role||Required||Enter different Roles as needed. (Roles are used to segment users. Users assigned to a specific Role will only see Expense Types and/or Project and/or Report Types allocated to that Role).|
|Expense Manager||Required||Select the Email address on the manager. This is the 1st manager in the approval process (in case of multiple levels of approval) or last level in case of a single level of approval.|
|Expense Status Before Approval||Required||Select the required value or select the 'Submitted to Manager'. This is the status for 1st level of approval (in case of multiple levels of approval) or last level in case of a single level of approval. When the expense report has this status, the manager indicated in the "Expense Manager" field will get the expense report for approval.|
|Company||Required||Select the company name. If you have multiple companies, assign users to the respective companies. This field could be used to derive accounting segment/dimension information while integrating with your ERP|
|Business Unit||Required||List a business unit that the user belongs to. This field could be used to derive accounting segment/dimension information while integrating with your ERP|
|Default Currency||Required||Select the required currency from the list|
|Cost Center||Optional||List the cost center that the user belongs to. This field could be used to derive accounting segment/dimension information while integrating with your ERP|
|AP GL Code||Optional||Enter user-specific Reimbursable AP GL code for a user if applicable|
|User Group||Optional||Enter the user group that the user belongs to, if applicable. This field could be used to derive accounting segment/dimension information while integrating with your ERP|
|Team||Optional||Select the Team from the list if created any|
|Windows Or Network Id||Optional||Enter Windows or NetworkId of the employee, if applicable Else leave empty|
|Escalation Contact||Optional||This contact will be emailed reminders if the user is setup as a manager and has not approved expense reports for a duration longer than as defined on the reminders|
|Language||Optional||Select from the list if required|
Fill-up the required fields and click on the "Create" button to save the user details.
The newly created user will get displayed on the user list.
2. Edit User Profile:
If you want to edit the user then click on a small pencil icon as shown below.