What are user accounts?

Modified on Tue, 10 Dec at 3:06 PM

Once you have register your company within Capture Expense, you can begin creating additional admin users who will have access to setting up the system. You can also create employee accounts so that they can submit and/or process claims, depending on the settings you choose.

Once a user has signed in after being set up, anywhere in the system, they will be able to view their dashboard, change preferences, change their password, and delegate their approval if they are unavailable.

Types of Users

Name	Description
Administrator	Can see access Settings.
Finance	Can see expense history for all users from the Archive tab within Expenses. Can view, approve or reject expenses at any stage of the claim within Expenses. Has access to Banking to manage and view credit card transactions across all users Has access to Accounting to view and manage all expenses to be exported to third party system.
Employee	Add Expenses. View and manage Receipts. View and manage Expenses.

Name

Description

Administrator

Can see access Settings.

Finance

Can see expense history for all users from the Archive tab within Expenses.
Can view, approve or reject expenses at any stage of the claim within Expenses.
Has access to Banking to manage and view credit card transactions across all users
Has access to Accounting to view and manage all expenses to be exported to third party system.

Employee

Add Expenses.
View and manage Receipts.
View and manage Expenses.

People View

Within People, you can perform the following:

Edit User Accounts or create new ones.
Export User Account data for reporting purposes or import User Account data by bulk, depending on your needs.

User Account view

Name	Description
Active	Determines if the account is active. If an employee leaves, you can turn the account off so they can't access the system anymore, but allows you to keep the record.
Microsoft sign-in only	Single Sign-On (Azure Active Directory) - Users don't need to enter a password to gain access to the system.
Switch off all notifications	Allows you to turn of one or more types of notifications for approved claims, rejected claims etc. Note: Individual notifications can be turned off in People My User Preferences.
Administrator	Allows you access to all the set up tasks an admin person can perform.
Finance	Allows you to view and approve all employee expense claims.
Email address	Enter the user's contact email address so that they can be invited to register to use the application.
First Name	User's first name
Last Name	User's last name
Line Manager	The names in the drop-down list are the Approvers that were selected when the Workflows were created in Approvals.
Approval Workflow	The items in the drop-down list are the Workflows that were created in Approvals.
Default Vehicle	The items in this drop-down list are the Vehicles that were created in Vehicles and Rates.
Default journey location	Optional
Place of work	Optional
Commute Distance	Optional
Supplier Code	(Optional) For reimbursements, add the corresponding Supplier record code or ID from your accounting software.
Supplier Code Card	(Optional) For credit card transactions, add the corresponding Supplier record code or ID. Note: This may be a bucket account across all users.
Payroll Code	(Optional) Add the Employee record code or ID.
Department	Optional
Location	Optional

Person's Record view

Name	Description
Edit	Select this button to update the user's account.
Card	Select this button to assign a credit card to the user.
Vehicle	Select this button to assign a vehicle to the user.
Send Invitations	Select this option to send/resend an invitation to the user.
Export	Select this option to export all of the user records' data
Import	Select this option to import user record data in bulk.
Vehicle Log	Select this option to keep track of the Vehicle's mileage the user incurs.
Remove	Select this option to remove the User Account record.
Display Invite Link	Select this option to copy the Invitation URL to manually send to the user.

My User view

Name	Description
Dashboard	Click this option to view your dashboard
Out of Office	Click this option to enable your Out of Office. This is useful if you are away and need another Approver to take your place.
Preferences	Use this option to turn off notifications, enter a default journey location, a default place of work, a standard commuting distance, and email addresses.
Password	Use this option to change your password when needed.