For Administrators
If you are logging into Cardlay Expense as a system administrator, follow this guide to ensure a smooth setup before granting access to others.
1. Find or update employee ID in Eurocard e-admin
To display transactions in Cardlay Expense, each cardholder must have a unique Employee ID in Eurocard e-admin.
Steps:
- Log in to your Eurocard e-admin portal.
- Click on the relevant account from the account list.
- Open the 'List of cards' tab.
- Select a cardholder from the list.
- Locate the 'Employee ID' field, enter/update the ID, and save.
Important: Ensure the same Employee ID is added in Cardlay Expense under 'Eurocard Employee ID' for transaction visibility.
2. Manage categories and subcategories
Cardlay Expense includes 21 predefined main categories. You can create subcategories, add accounting information, and deactivate subcategories as needed.
Steps:
- In the menu, go to Settings > Categories.
- Click on a main category to view details.
- Add or update accounting information as needed.
- To create a subcategory, click 'Add Subcategory' in the top right corner.
- Select a main category.
- Enter a subcategory name and accounting details.
- Click 'Save Subcategory'.
Click any subcategory to edit/update details.
3. Invite users to Cardlay Expense
Assign users roles (Administrator, Expense Manager, or Employee) based on their responsibilities.
Roles Overview:
- Administrator: Full access to the system, including managing users, categories, approvals, and system settings.
- Expense Manager: Can approve or reject expenses, manage category setups, and view employee spend data.
- Employee: Can submit expenses, upload receipts, and view personal transaction history via the app.
Steps:
- In the menu, go to People.
- Click 'Invite Person' in the top right corner.
- Fill in first name, last name, and email.
- If they have a Eurocard corporate card, enter their Employee ID from e-admin.
- Add accounting information if applicable.
- Assign one or multiple roles and send the invite.
- The person invited will get an email to complete their account setup.
Great job! Your initial setup is now complete. Enjoy using Cardlay Expense!