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How to: Manage Domain Members

Stephanie ElliotStephanie Elliot Expensify Team Posts: 68 Expensify Team
edited September 2020 in How-to Docs

A Domain Admin will have advanced permissions when it comes to managing users. As a Domain Admin, you can create new user accounts, close accounts and set rules/permissions for groups of employees. 

Adding users to the domain

Adding a user to your domain will create a new user account in Expensify and send the employee an invitation to set up their account. 

  1. On your web account, navigate to Settings > Domains [Domain Name] > Domain Members 
  2. In the email address field, enter the user you wish to invite. This will create a new user account in Expensify and send the employee an invitation to set up their account.

Removing users from the domain

Removing a user will remove their account from your domain and will close the user account entirely if the employee does not have a secondary login on the account. Closing an account is not reversible and will delete any Open and Processing reports, so be very careful when closing user accounts! 

  1. On your web account, navigate to Settings > Domains [Domain Name] > Domain Members 
  2. Tick the box next to the name of the employee/s you wish to remove and then click Close Account.

Domain Groups

Some users like to separate domain members into Domain Groups. The most popular Groups are simply Employees and Managers. However, you can have many more groups with any title. The different groups allow you to designate different domain rules for each group type.

  • Employee Group is the group you want to assign your employees to. This group by default has no access to edit domain settings. This group can be restricted to very specific policy access so they cannot accidentally submit reports on the incorrect policy.
  • Manager Group is the group you can put report approvers into if they need to be governed by different domain rules than the Employee Group. This group can be restricted or not be restricted to specific policy access.

Moving users between groups

  1. On your web account, navigate to Settings > Domains [Domain Name] > Domain Members 
  2. Select the user(s) you'd like to move from the Domain Members list and choose Move to Group
  3. In the dropdown menu that appears, choose the Group you would like to move the selected users to

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