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Adding users with subdomain email adresses or who have an outside email address

RKNYCRKNYC Expensify Customer Posts: 2 Expensify Newcomer
edited January 9 in Advanced Admin Controls

For various reasons, such as onboarding an associate (vendor worker, consultant, etc.), there are certain users who may need a corporate card but are not entitled to an email account under a company's top-level domain. In these cases, they either operate from their own company's domain or - as an alternative - could instead (or also) be setup with an email account like [email protected]

What is the procedure for setting up this user in expensify? The Domains section doesn't appear to allow for users to have emails with a subdomain (it seems to only support mycompany.com not consultant.mycomany.com), and the system also doesn't appear to allow Company Cards to be granted to users in a Policy who are not also a Domain Member.

This is a problem insofar as Expensify appears to be driving business process around the reported relationship between a worker and the company, rather than ensuring legal and business requirements are driving how Expensify's clients use the Expensify platform.

Is there an alternate solution to ensure such associates (non-employees) can be connected to their Company Card so they can submit expenses for accounting and approval like all others with a Company Card?


  • RKNYCRKNYC Expensify Customer Posts: 2 Expensify Newcomer

    Update - After some work with Concierge, I was able to add a subdomain as a "New Domain", so that's halfway to a workable solution...ideally we wouldn't have to give the worker an email address on our system, but this solution is workable if need be.

  • Christina DobryzynskiChristina Dobryzynski Expensify Success Coach - Admin, Expensify Team Posts: 226 Expensify Team

    Hi there @RKNYC! Happy to help with this situation.

    I recommend adding the associate as a Domain Admin of your domain. A Domain Admin does not need to have an email address associated with the domain. This will allow you to assign a company card to them through the domain.

    The one thing to keep in mind is a Domain Admin will have administrative permissions to the domain. This means they can assign company cards to cardholders and make changes to domain groups.

    Please feel free to reach out with any questions about this option!

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