How do I set up a new user?

This article explains how to set up a new user in ExpensePlus

In ExpensePlus you can add any team member as a user.

This includes:

• staff
• volunteers
• trustees
• your Independent Examiner

Financial management in a charity or church context is a team effort. It works best with delegated permissions, access, and accountability. There is no limit to the number of users you can have within ExpensePlus.

Add new user

To create a new user, go to Settings > Users.

Then click the 'Add New' button.

The system will then guide you through a simple process to create the user. Please note the following:

• You can choose a user role from one of the default user role profiles. User roles determine the permissions and visibility options for the user. If there isn't an appropriate existing user role profile, you can create and customise your own.
• 'Spouse/Relation' notifies the system of a connected party to the user, which means they can't approve purchase requests on behalf of that user. 

• All users need at least one purchase option ticked in order to be created. The 'standard' purchase option allows them to perform this function for themselves only. The 'privileged' function allows them to enter purchases on behalf of another Payee/Recipient. 

  

• Similarly, you will need to give a user access to at least one fund, then subsequently click the 'View Edit' button to choose which categories within the fund the user can submit to, or view.

  

• By leaving the 'Send Welcome Email' tickbox selected at the bottom of the page, the user will receive an email welcoming them to ExpensePlus.

Frequently asked questions

Why can't I set up a new user?

Assuming that the system won't allow you to click 'Confirm' to set up a new user, the issue is likely to be one of the following from the user's role:

• The user has 'purchases' access, but you haven't given the user any expenditure categories to submit purchases against.
• The user has reporting access, but you haven't given this user any categories to view.

• The user doesn't have a valid email address.

  

To help you better understand how to customise ExpensePlus, please watch the module overview video here.