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      Step 4 - Adding Users

      Granting employees access is crucial to streamlining the receipt process and ensuring that they can use the Expense system effectively.

      As an administrator, you can add users individually or in bulk to save time. Follow the steps below to ensure a smooth setup process for all users.

      How to Add Users Individually

      1. Navigate to:

      Administer > People > New Person and fill out the following details:

      • First Name
      • Last Name
      • Email Address (This will automatically activate email notifications, allowing users to receive alerts from Expense.)
      • Check the box for User
      • Username 
      • Password
      • Permissions: Select Card User if applicable. 
      • Click Save

      Tip: Use the user's email address as their username for simplicity. Set a simple initial password (e.g., "1234" or your company name). Users will be prompted to change their password upon first login for security reasons.

      Setting Up Approvers

      1. Grant Approval Rights:

      • Go to Administer > People, select the relevant person, and enable the Can Approve setting for users who need approval authority.

      2. Assign Approvers:

      • Go to People > Select Person > My Approvers, and assign the appropriate approvers.
      • If you need multiple approval levels, contact support to activate a multi-step approval workflow.

      Internal Accounts

      You can store these codes for each person if you're using internal accounts such as cost centers or projects. This ensures that the correct account information is applied automatically when they submit their transactions.

      • Locking Users to Specific Accounts: 
        You can restrict users' access to certain internal accounts. To do this, check the Lock option, which ensures the user can only post transactions to the specific internal account they are assigned to.

      Assigning Permissions

      1. Activate Card User:

      • If the user will have a company card linked to Expense, activate the **Card User** permission. This will allow them to begin photographing and submitting receipts immediately.

      2. Set Posting Permissions:

      It's recommended that all employees have the opportunity to try posting their expenses. You can control this process using MCC codes in your chart of accounts. This setup allows users to categorize their expenses, attach receipts, and assign them to the appropriate account or internal project.

      Bulk Uploading Users

      1. Navigate to:
      Administer > People > Click on the three dots (⋮) and follow the instructions to upload multiple users at once.

      2. Import File Format:   

      The import file must be a tab-separated **.txt** file with the following columns in this order:

      • First Name
      • Last Name
      • Email
      • Language (Use ISO 639-1 format. Swedish is the default language.)

      The email column will determine whether the user already exists in the system.

      3. Creating the Import File:

      • Use Excel or a similar tool to organize user data, then save it as a **.txt** file (tab-separated format).


      4. After Import:

      • Click Create Users
      • Set default credentials such as the email address as the username and a temporary password.
      • Select all users who require login details and click Create Users.

      Important: After importing users in bulk, you still need to configure their internal accounts, set approval permissions (if applicable), and assign who will approve their expenses. You’ll also need to activate the Card User permission if they use company cards.

      Informing Users

      1. Send Mass Communication:

      • Go to Administer > Messages to send a bulk email notifying users about how to get started with Expense.

      2. Suggested Email Template:

      Hi Team,

      As part of our ongoing digital transformation, we are introducing Expense, a user-friendly system for managing digital receipts and expenses.

      Soon, you will receive an email from Expense with your login credentials. Here’s how to get started:

      • Use your email address as your username.
      • Enter "1234" as your temporary password.
      • On your first login, you will be prompted to change your password.
      • Log in using the following link: (https://companyname.dicomkontera.se)
      • Verify your email address.
      • Connect the mobile app by going to My > Settings, either with your username and password or with a registration code.

      Final Tips

      • Ensure users have all the necessary permissions based on their roles (e.g., card user, approver).
      • Use simple initial passwords and usernames to make the onboarding process smooth.
      • You can contact Expense support for multi-step approval workflows or complex setups for help.
      By following these steps, you can efficiently onboard new users, assign permissions, and ensure that everyone has the tools and access they need to start using Expense without hassle.