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User Management

Add, manage, and organize your organization's Expensed users.

Accessing User Management

  1. Click Admin in the sidebar
  2. Click User Management
  3. See all organization members

Admin Role Required

Only organization Admins can access User Management.

User Management Desktop

User Management Mobile

User List

The user table shows:

Column Description
Name User's full name
Email Login email
Role Employee, Manager, Finance, Admin
Manager Who they report to
Department Team/department
Status Active, Pending, Inactive
Last Active Last login date

User Roles

Role Permissions
Employee Submit expenses, create reports, track mileage
Manager Employee + approve team expenses
Finance Manager + process payouts, view all expenses
Admin Finance + manage users, settings, policies

Inviting Users

Individual Invite

  1. Click Invite User
  2. Enter their email address
  3. Select their role
  4. (Optional) Assign a manager
  5. (Optional) Set department
  6. (Optional) Add a personal message
  7. Click Send Invitation

The user receives an email invitation to join.

Personal Invitation Messages

When inviting someone, you can add a personal note to make the invitation more welcoming and provide context:

  1. After filling in the user details, click Add Personal Message
  2. Write your custom message (up to 500 characters)
  3. The message appears in the invitation email alongside the standard invitation text

Personal Message Examples

For a new hire:

"Welcome to the team! This will help you submit expenses for your onboarding travel next week."

For an existing employee:

"We're rolling out Expensed for our team. Please accept this invite and I'll walk you through it at our next standup."

For a contractor:

"Please use this to submit your monthly expenses. Remember to include project codes in the notes."

The invitee sees your personal message when they:

  • Open the invitation email
  • Click through to the accept invitation page (your message appears at the top)

Bulk Import

Import multiple users at once:

  1. Click Bulk Import
  2. Download the CSV template
  3. Fill in user details: 
    email,role,department,manager_email
john@company.com,Employee,Sales,sarah@company.com
jane@company.com,Manager,Marketing,
  4. Upload the completed CSV
  5. Review the preview
  6. Click Import Users
  7. All users receive invitations

Managing Existing Users

Change Role

  1. Click the user's row
  2. Click Edit
  3. Change the Role dropdown
  4. Click Save

Role Change Impact

Changing someone's role affects their permissions immediately. Demoting from Finance/Admin removes access to sensitive data.

Assign Manager

  1. Click the user's row
  2. Click Edit
  3. Select their Manager
  4. Click Save

Manager assignment determines approval routing.

Change Department

  1. Click the user's row
  2. Click Edit
  3. Select or type Department
  4. Click Save

Deactivating Users

When someone leaves the organization:

  1. Click the user's row
  2. Click Deactivate
  3. Confirm deactivation

Deactivated users:

  • Cannot log in
  • Keep their expense history
  • Don't count toward user limits
  • Can be reactivated later

Don't Delete, Deactivate

Deactivating preserves audit history. Only delete if required by privacy laws.

Reactivating Users

To bring back a deactivated user:

  1. Filter by status: Inactive
  2. Find the user
  3. Click Reactivate
  4. They can log in again

Pending Invitations

Viewing Pending

Users who haven't accepted show "Pending" status:

  1. Filter by status: Pending
  2. See all outstanding invitations
  3. Note invitation date

Resending Invitations

If someone didn't receive or lost their invite:

  1. Find the pending user
  2. Click Resend Invitation
  3. A new email is sent
  4. Old invitation link still works

Canceling Invitations

To revoke an invitation:

  1. Find the pending user
  2. Click Cancel Invitation
  3. The invitation link no longer works
  4. User is removed from list

User Counts

See your organization's user summary:

  • Total Users: All active users
  • Pending: Awaiting invitation acceptance
  • By Role: Count per role type

Searching Users

Use the search box to find users:

  • Search by name
  • Search by email
  • Search by department

Filtering Users

Filter the user list:

  • Role: Employee, Manager, Finance, Admin
  • Status: Active, Pending, Inactive
  • Department: Your organization's departments

Best Practices

Role Assignment

  • Start everyone as Employee
  • Promote to Manager when they have direct reports
  • Limit Finance to accounting team
  • Limit Admin to IT/operations leads

Manager Hierarchy

  • Ensure every employee has a manager
  • Managers can approve their direct reports
  • Self-approval is not allowed

Department Organization

  • Use consistent department names
  • Match your HR/payroll departments
  • Helps with reporting and exports

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