Xpenditure Tutorials - Company settings, branches, groups, & users

Rydoo

Business travel booking & expenses management platform

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Xpenditure Tutorials - Company settings, branches, groups, & users

Video Transcript

Speakers in this video: Jimmy (GetApp) and Bram (Rydoo)

Bram: In the company settings, you can easily actually set up everything from your own business which is like that. So you can create a company profile. I still have all the designated data on each and you can even upload your own logo so that your logo and colors of your company appear in the reports, so that for example in the PDF reports, we can run layouts and your own personal logo. We can create all kinds of company settings if you need them. For example, the easiest way is to start by creating the branch. You can have as much branches if you want to. If you're just having one branch, then you can just use a default branch given an enterprise number designated currency. Once you've created a branch, you have the possibility to create departments or groups. For single users, this is completely optional as we won't be having in groups or departments but you can create them if you want to but it's necessary actually. It's completely optional. For team users or corporates, this is where you can create different groups, departments you have in the company. So you can create a different kind of departments given a group ID if you're using one and actually once you have created groups, you can even add groups manually or upload groups by the standard CSV template we have to have it all uploaded in one go. Once you've created the groups, you can start by adding users or activate users. So again here as well, more for team and corporates, you can add users manually or upload users via or CSV template we provide have them all in one go in the system. So it's not a manual process anymore.

So you can ask users. For example, let's add a user, here we go. Select if it's a mister or a miss, you can give a first name, here we go, last name, you can give it an email address, phone number, a user ID might be handy if you're using a user ID for accounting purposes or payroll purposes, then select the designated language of that user, the country, and you can link that user to a specific branch, so let's it belongs to the New York branch, and then you'll have immediately all the groups link to that branch, let's say it's in accountancy, here we go, and then you can choose to immediately activate the user or do it in a later phase. And you can just click on create and that user is added to your user list. In the user profiles, so for example if we open up a user, there we go. So any user profile, if you're working with the approval flow, you'll be able to designate all kinds of different roles to a specific user. For example, it's just a matter of ticking boxes. For example, this particular user is an administrator of Xpenditure accounts. Administrators are the people that will have access to the company settings in companies and they will be the only ones that will be able to change something in the company settings. So if you want a specific user to be the administrator, you just tick the box of administrator. Same with our hierarchical approval flow. This person needs to be an approver. He can approve several departments except for one or just... it just also a matter of ticking the boxes and selecting which departments approvers need to approve or can approve. Also if an approver as of tomorrow cannot be approving the product design team anymore, you can just untick the box. And the same goes for all other roles available in the system - the controller, the CFO, and the treasure for example. Also in a user profile, there you can add groups or change people from groups if needed and you can also add different kind of payment methods for users. So again, mostly used by teams and corporates where they can add the corporate cards of a certain user so when they bail for something that in the bail with fields, the corporate card appears and they just need to select it.