Managing Contacts on Expensya

As an admin or employee, you can manage your contact list directly through the web application.   

Types of contacts

On Expensya there are two types of contacts:

Internal contacts: these are the " coworker " type contacts with the status " public ".

Any user added to the company account is automatically included in the contact list, which is shared by default and visible to all other collaborators.
The list of internal contacts is accessible from both the Administrator tab and the personal settings of each employee.

External contacts: these are the "External" contacts with a status of either "public" or "private".

The choice of status is to be defined when creating the external contact.

External contacts (public and private) are visible from the admin tab. Only public external contacts are visible from the personal settings of the collaborators.

List of contacts on the admin tab

List of contacts in the employee's personal settings

Contact management by the employee:

It is possible for all the employees to:

  • Add external contacts to the company.

To add an external contact, simply:

  1. Click on the initials of your name at the top right of the Expensya interface! 
  2. Go to "Settings", then, in the "Contacts" menu.
  3. Click on the "+ Contact" button.
  4. Fill in the fields specific to the contact.
  5. Finalize the addition via the "Add" button.

  • Editing contacts outside the company

To modify an external contact, simply:

  1. Click on the icon at the top right of the Expensya interface.
  2. Go to "Settings", then, in the "Contacts" menu.
  3. Click on the edit button.
  4. Modify the data you want to change, then click on the "Save" button. 

The employee is not allowed to modify internal company contacts.

The addition and modification of a contact is also possible from the form of the expense. You will find more details in the following article: Add a guest on an expense

  • Deactivate one or more contacts:

To deactivate contacts, simply:

  1. Go to the list of contacts from the personal account settings,
  2. Choose the relevant contact(s) and proceed to click the "Deactivate" button.

Contact management by the account administrator.

It is not possible to add contacts from the admin tab of the account.

The administrator can only make changes to contacts that are already available.

  • Editing a contact as the administrator

To do this, simply:

  1. Go to the "Admin" tab, "Users and access" sub-menu and then to "Contacts".
  2. Click on the contact to be modified. 
  3. Make the necessary changes from the contact form!
  4. Save

The account administrator can modify any type of contact: external or internal.
The modification can only be made to the contact's function if it is an internal contact.
The administrator can make changes to the various fields of an external contact's form.

  • Deactivating a contact as the administrator

To deactivate contacts, simply:

  1. Go to the list of contacts from the admin tab, under "Users" then "Contacts".
  2. Select the contact(s) in question and click on the "Deactivate" button.

Add and configure custom fields on internal and external contact forms.

As an administrator, you have the ability to add additional fields to the internal and external contact forms.  

To do this, simply:

  1. Go to the Admin tab under the "Advanced settings" menu then "Custom fields",
  2. Click on the "Add a custom field" button,
  3. Select "Internal Contact" and/or "External Contact" in the Interface field,
  4. Choose the type of the custom field,
  5. Click on "Next" to proceed to the second step of the addition,
  6. Fill in the fields, then click on "Save". 

You can find more details about custom fields in the following articles:
Custom fields - the basics
Custom field of type choice among list

The added custom field can be filled in by the administrator and/or the employee.

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