If you want to add new users or manage users, you can do so under Admin »Users. Here you can find an overview of all users registered in your administration. At the bottom of the screen, you can specify how many users should be displayed on the page.
You can add a new user by clicking on the "Add user" button, if you press this button, a new window will appear where you can enter the data. At the moment a new user is entered, he won’t be automatically notified by e-mail immediately so you can add multiple new users and invite all at the same time.
When entering new users of an organization, it is recommended to start at a hierarchical level. You first enter the administrators, then the managers (Role: Employees), and then the employees themselves. You can specify the responsible manager in the “Manager” field when entering employees..
Next to the e-mail address with which the user logs in, you can enter his or her first and last name. The password is chosen by the user. The account number and the code are no required fields. If you want this information to be included when exporting expenses (for example, for bookkeeping software links), you can enter this information here.
If you want an employee to send reports to a specific person by default, enter that person's email address under Workflow.
If you use multiple reviews of expense reports in your organization, you can also set up an email address to which a manager will forward the report once it has approved it.
You can also specify whether an user wants to receive notifications via email. If you check this box, the user will receive an email notification for expense reports that are available for approval in his workflow, based on his notification settings.
It is also possible to assign a user directly to a group. If it is an administrator or manager, you can select "Administrators" or "Employees" here. You can manage these groups yourself.
If you have entered new users and want to invite them, select the employees using the check boxes. Then press the "Invite" button at the top of the screen, and the selected employees will receive an invitation by email. The employee can start Declaree directly by clicking on the link in the email and selecting a password. He or She can use Declaree in the web application or in the mobile app. The mobile app can be downloaded from the app store by searching for "Declaree".
If you want to edit a user's data, you can click the button behind a user. Now a menu opens in which you can select the editing action.
The button actions also provide the option to block a user. For example, if an employee leaves the company, you must block him from the time when he is no longer allowed to submit expense reports with Declaree. Deleting the user is not possible as it would also delete the user's historical data.
If a user has forgotten his password, he can request it again. If you want to do this for a user, this is also possible by selecting "Reset password" in the action menu behind the user. The user then receives an e-mail requesting a new password.
You may want to add a specific field to a user. For example, whether he or she belongs to a specific department or cost center. For this purpose, you can add so-called "custom fields" within Declaree. If you are in Admin »Users, you will see a “Custom Fields” button next to the 'Add' button. If you click on it, you will be directed to the screen where you can manage the fields. Add a new field and choose a name (e.g., “Department”). You can then choose whether the field should be a free text or a dropdown menu. In the dropdown menu you can add the options yourself. The default value is true.