Once you’ve set up your organisation in Expend, you can start inviting others to use it. They need to accept the invite and become members in order to use Expend. Once someone has joined, you can order them an Expend card.
Inviting users
To invite someone, you need the following:
their email address
the role(s) that should be assigned to them in Expend
To invite users to your organisation, do the following:
In the Expend web app menu, click Users and select Members.
Click Invite Members in the upper-right corner.
Enter one or more email addresses. Type a comma or space, or press Enter after each email address to add it to the list. You can enter up to 50 email addresses.
Select one or more roles for the invitees.
Click the Invite members button. The prospective members will get an email with instructions on what to do next.
Invites are valid for two weeks, after which they expire and are cleared from the list on the invites list on the web app after a week.
Once someone has accepted the invite, they appear in the list of members.
Adding an individual user
You can also create an individual member by entering their details.
In the Expend web app menu, click Users and select Members.
Click Create Member in the upper-right corner.
In the form that opens, enter the following information:
First name
Last name
Email address
Phone number
Role
Team
Optional: To order a card for them right away, select the Order a card for this member checkbox, and then enter the following details:
Date of birth
Card type (Classic or Flex)
Monthly spend allowance – only needed if you select a Flex card. If necessary, you can change the spending policy as soon as the user has been created.
Click Create.
Adding multiple users
You can create multiple users in one go by uploading a CSV file with the necessary details. The details required are the same as for creating an individual member. Full details of the CSV file format can be found below. You can also download a sample file from the Add Multiple Users page on the Expend web app.
In the Expend web app, open the sidebar menu, go to MANAGE, click Users, and select Members.
Click Bulk upload members in the upper-right corner.
Carefully read the guidance on the page.
Click the upload area and select the file (or simply drag and drop the file here).
On the preview page, review the details that are shown, including any errors.
If there are errors, you can click Cancel in the upper-right corner and correct the errors in the file, and then start over, or you can proceed with using the valid records.
Click Add Users in the upper-right corner.
Review the results and click Done.
CSV file specification
CSV file specification
⚠️ Please note:
The header row is required.
Do not add spaces between fields (i.e. after the comma).
Example file contents
The following has the header row & one record. The team name is empty.
First Name,Last Name,Email Address,Mobile Telephone,Role,Team,Expend Card,Monthly Spend Allowance,Date of Birth (YYYY-MM-DD)
John,Doe,email1@expend.com,+447589012084,Member,,Flex,200,2000-01-01
Fields
Fields marked * are always required. If you want to order an Expend card at the same time, then all the fields are required.
First Name*
Last Name*
Email Address*
Unique and in a valid format.
Mobile Telephone*
International prefix included, with no spaces. For example: +4477234567890
Role*
One of the following values:
Member
Admin
Financial Reviewer
Team*
The team name of an existing team. If no team is specified, the Default team (“Not in a team”) will be assigned.
Expend Card
If specified, a card will be ordered at the same time.
One of the following values:Classic
Flex
Monthly Spend Allowance
A valid number (e.g. 120 or 200.01).
Required if the
Expend Cardfield’s value isFlex. If necessary, you can change the spending policy as soon as the user has been created.Date of Birth (YYYY-MM-DD)
Optional. Strictly in the format YYYY-MM-DD.
Required if you have a value in the
Expend Cardfield.