When an employee resigns, takes a leave of absence, or is on parental leave, you can deactivate that user to manage access in Expense.
Deactivating a User
Follow these steps to deactivate a user:
- Go to Admin > Users.
- Select the user's name.
- Change the status to "Inactive."
- Click "Save."
All history related to the user's previous submissions will remain in your Expense environment, giving you access to all receipts and supporting documents.
Accessing Inactive Profiles
As an administrator, you can easily review previously active users and their profiles:
- Go to Admin > Users.
- Change the view from "Active" to "Inactive."
- Review the inactive users and their profiles.
If a previously inactive user needs access to Expense again, you can change their status back to "Active."
License Management
For each user you deactivate, a license (for card linking, expenses/mileage reimbursement, or travel expenses) is freed up and can be assigned to another employee in need of it.
By following these steps, you can effectively manage user access and licenses in your Expense environment.