Add a person
Everyone who claims, approves or administers needs a person record in your company. You create it once, choose their roles, and they receive an email to verify their address.
Before you begin
Section titled “Before you begin”- You hold the Administrator role. Managers can see the People list but cannot add people.
- You have their name, email address, start date and, if they claim mileage, their vehicle.
- Your plan has room. Every person who can sign in counts towards your plan’s band. See Billing and the free trial.
Add the person
Section titled “Add the person”-
Open People in the left menu and choose New.
-
Under Who they are, enter Name, Email, and a Password. The password is temporary, at least 8 characters, for their first sign-in. Ask them to change it.
-
Under Employment and scheme, check Employment start (it defaults to today, change it if they started earlier) and choose the Scheme. The scheme decides which mileage rules apply.
-
Under Vehicle, choose the Vehicle type, enter the Vehicle registration, choose the Fuel type and enter the Vehicle engine (cc). Hover over the help icon beside the engine for what to enter. The engine is needed for a petrol, diesel or hybrid vehicle in Ireland. The vehicle is recorded as private and starts on 1 January of this year, so every day on their first sheet is covered.
-
Under Roles, leave Employee ticked so they can claim. Tick Administrator, Approver or Manager only when they should administer, approve or process.
-
Choose Save.
You return to the People list with the person added, and they are sent a welcome email titled
has added you to . It tells them who added them, lists their first steps and has a Confirm my email button. It does not include the temporary password, so give it to them yourself.on MileageSheet
What happens next
Section titled “What happens next”- Until they open the verification link, they cannot use the application.
- They start with the company’s default approver and manager, so their first sheet can be submitted. You can change their approvers at any time. See Choose approvers and managers.
- Their monthly sheet is created for the current month.
- Adding someone raises the number of people your company is billed for. If the company then has more people than its plan covers, you are warned, and after 7 days adding people is paused until you move to a larger plan.
Common issues
Section titled “Common issues”“Adding people is paused because your company has more people than its plan covers.”
Section titled ““Adding people is paused because your company has more people than its plan covers.””Open Manage Billing from your account menu and choose a larger plan, or record a leaving date for people who have left. See Manage billing.
The email address is already in use
Section titled “The email address is already in use”Each email address belongs to one person. Use a different address, or ask the existing person’s company to remove it.
Their welcome email has not arrived
Section titled “Their welcome email has not arrived”Open their page and choose Resend next to Email. If the address was wrong, correct it on the Profile tab and resend.