For persons with administrator role
If you log into the Cardlay Expense web application and it looks empty when you click around, then you will probably be one of the first persons within your company who has access to the system. If that is true, we recommend you to follow this guide so everything runs smoothly once others will have access to Cardlay Expense. The setup is pretty simple and consist of only three overall things:
- Update Employee ID for all cardholders in Eurocard e-admin
- Manage your categories and subcategories
- Invite people to Cardlay Expense
1. Update Employee ID for all cardholders in Eurocard e-admin
Important: We need you to log into the Eurocard e-admin* and make sure that all your cardholders have an Employee ID assigned. This is important because if that ID is missing, you will not be able to see the cardholders’ transactions in Cardlay Expense. The employee ID must be unique for the individual cardholder.
*If you aren't familiar with Eurocard e-admin, please contact Eurocard customer support to get free access.
a. Log in to your E-admin portal
Use your credentials to log in
b. On accounts
On list of accounts click on the relevant account
c. On the 'Account' page
Click on first tab 'List of cards'
d. On the list of cards
Click to select a cardholder
e. On the cardholder details page
Find the 'Employee ID' field and edit/add an updated Employee ID and press save
Now you have set the Employee ID in Eurocard's E-admin portal. This Employee ID is unique for the cardholder and must be the same entered in Cardlay Expense in the field called ”Eurocard Employee ID”. This ID must be present in both products in order to show the employee's transactions in Cardlay Expense.
2. Manage your categories and subcategories
You will quickly notice that Cardlay Expense comes with a selection of predefined main categories. This selection works well for most companies**, but for others it might not be sufficient. If that is the case, you will be able to create your own sub categories. Accounting information can be added to both main categories and subcategories, this information will be passed to the accounting export files. Last but not least, you will even be able to disable subcategories, and thereby prevent employees from selecting them.
**In case you are not familiar with your company's category setup needs, you will be able to invite a colleague, who can then set it up. Jump to 3. Invite people to Cardlay Expense.
a. Find the Categories page
In the menu, click settings and then categories. Now you will land on the categories page where you can see a list of all 21 main categories in the system.
b. Select a main category
Click on a category to open the category details.
c: View, add and edit main category details
On the details for the main category, you can add accounting information. All accounting information will be included when you download and export expenses.
d. Creating subcategories
On the top right corner, click add subcategory.
Now you will see the add subcategory form.
First select a main category, then write a name for your subcategory. Now add accounting information and click the “save subcategory” button.
Now you can see the subcategory you just created, under the related main category on the categories page.
Click on a subcategory from the list to open the subcategory details, if you want to edit/update information.
3. Invite people to Cardlay Expense
In Cardlay Expense we think of users as people, who can have one or more roles assigned. The roles are called Administrator, Expense Manager and Employee, and they control what a person has access to, and what they can do. Everyone with an employee role will have access and be able to upload receipts and submit expenses from the mobile app. People with administrator and/or Expense manager roles will have real-time insights into employee spend and the ability to approve or reject expenses in the web application. This is how you invite a person
a. Find the Peoples page
In the menu, click people. Now you will land on the people page where you can see all people who currently have access to Cardlay Expense.
b. Invite a person
On the top right corner, click invite person
Now you will see an invite person form.
First add first name, last name and email. Important: If the person you are inviting has a Eurocard corporate card, then please ensure that you put the Employee ID from e-admin into Cardlay Expense in the field called “Eurocard employee ID”. This is the only way to ensure that their transactions are transferred from Eurocard to Cardlay Expense instantly.
Then add accounting information if you want to utilize that functionality. Lastly select the roles you would like to give the person and press send invite.
Now you can see that the person has been successfully invited and find them on the list
The invited person will now receive an invitation email where they will be asked to:
- Setup their account by confirming/editing their personal information
- Set a password
- Download the Cardlay Expense app
- Log in
c. Viewing and editing a person's details
On the people's page you can click on a person to view details
Use the tabs to see more information about the person.
Under the accounting tab you will find the place where you can update and edit the Eurocard Employee ID.
Great job - You completed the initial setup!
We hope the information was helpful and that you and your colleagues will enjoy using Cardlay Expense.