Create a new Compleat Expenses user

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1. Log in to Compleat Expenses as an Administrator
2. In the main menu, click Administration.
3. Click user.
4. Click Add.
   Any fields that are marked with a red asterisk are mandatory.
5. Enter the new user's email address.
   This will also be their login ID, so it needs to be unique. 
6. Enter the new user's first name and last name.
7. From the drop-down menu, select the cost centre that the new user belongs to.

8. Select who the new user’s approver is and their accounts approver.

   These need to be different people. Users can’t be approvers for their own expense claims.

   

9. (Optional) If required, enter the new user's Payroll ID, roll number, and bank details.
   These are required if you have the Direct Payment feature.
10. (Optional) If the new user will be an approver, you can set an Approval Limit. 
    This sets a limit for the value of expense claims they can approve
    If a claimant submits a claim to them that is over the approval limit, the claimant will be redirected to the claim header to select an approver who is authorised to approve the amount of the claim. The list of approvers available to select will be only those that have the authority.
    
11. Max Login Attempts defaults to 4 but you can amend it if you wish.
    This is the number of times a user can attempt to log in if they are using an incorrect password. Once they have tried four times unsuccessfully, their account is locked for 30 minutes. 
    You can reset this for them by resetting the fail count below to 0.
12. The locked button is there so that you can lock a user’s account when they leave the organisation.
13. If required, you can enter the new user's mobile number for info.
14. If you have activated the Offset mileage feature in Company Profile > Mileage versions, then you can enter their usual home-to-work mileage total, and select No Offset, Single trip or return trip.
15. The Read Only button works in conjunction with the Division Admin user role. 
    This gives the user the ability to view, but not make any changes, which is useful if you ever need to give Auditors access.
16. Tick the box beside the User role they will have.
    Users can have one role, a combination, or all roles.
17. Click Save to apply your changes.

Additional Tabs

Once you've saved the new user profile, additional tabs will appear that may also need to be completed. 

These are:

• Vehicle (depending on mileage version)
• Proxy
• Credit Card

Vehicle

This will need to be completed to ensure that the claimant can create a mileage claim.

1. Go to the Vehicle tab.
2. Tick the Add Vehicle Details checkbox.
3. Select the Type of vehicle from the menu.
4. Enter the Vehicle Registration Number.
5. Enter the Make and the Model of the vehicle.
6. Select the Owner of the vehicle.
7. Ensure that you select the correct Engine Type and Engine Capacity.
8. The correct Mileage Rate has now been assigned to the account.
   Click Save to keep the changes.

Proxy Access

Proxy Access gives you the ability to set up a user to be able to access another user's account from their own.

They do this by going to their User details at the top right of the screen, selecting Switch Account and then selecting the Username of the account the need to view.

1. In the main menu, click Administration.
2. Click User.
3. Click the name of the user account that you want to have proxy access to.
   For our example above, this is Charlie.
4. Go to the Proxy tab.
5. Click the Add (+) button.
6. From the Company drop-down list, select the company of the user who requires access to the account.
   For our example, this is Peter.
7. From the user drop-down list, select the users name who would requires access to the account.
8. Select the level of access you would like the proxy user to have by switching the roles from No to Yes.
   Peter doesn’t need to see or do anything with Charlis's claims, so we’ll just give him access to the Approver role.
   
9. Click Save.
   Now when Peter logs into his account, he can go to his Username, select Switch account and select Charlie to access his accounts and approve any claims on his behalf.

Credit Card

1. Go to the Credit Card tab to add a user’s corporate card number.
   Only the last 4 digits of the number will be seen once saved.

   

2. The Allow to Delete Credit Card items button, will allow the users to delete any credit card transactions uploaded to their account. 
   We recommend you leave this as No.
3. Click Save to apply your changes.