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 ".

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.

List of contacts on the Admin tab	List of contacts in the employee's personal settings

Contact management by the employee:

Every employee is able 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.

• Deactivate one or more contacts

To deactivate contacts, simply :

1. Go to the list of contacts from the personal account settings,
2. Select the contact(s) in question and click on the "Deactivate" button

Contact management by the account administrator

It is not possible to add contacts from the Administrator 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 Administration 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 Administration 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". 

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

How did we do?

Related Articles

• Managing Contacts on Expensya
• Managing the Recoverable VAT on Expensya
• Managing Mileage in Expensya