Invite Members to a Workspace
Invite Members to a Workspace
You can invite members to your workspace by name, email, or phone number. To invite members in bulk and configure their roles or approval workflows at the same time, import them from a spreadsheet.
Who can invite workspace members
Workspace admins can invite members with any available workspace role.
People admins can invite members only with the following roles:
- Member
- Guest
- Auditor
- Approve-only
People admins cannot invite someone as a Workspace admin, Card admin, People admin, or Payments admin. Learn what each workspace role can do.
How to invite members directly
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces > [workspace name].
- Select Members.
- Select Invite member.
- Search for and select the people you want to invite by name, email, or phone number.
- Select Role to set their permissions on the workspace.
- (Optional) Add a message to the invitation.
- Select Invite.
You can select multiple people before sending the invitation.
If you are inviting an agent, search results include only agents you can manage, such as your personal agents and company agents owned by a workspace or domain you administer. To create an agent that belongs to the workspace, see Create and Manage Company Agents.
How to import members from a spreadsheet
- In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces > [workspace name].
- Select Members.
- Select More.
- Choose Import via Spreadsheet.
- Drag and drop your file or select Choose file to browse.
- Map the columns in your file to the corresponding member fields.
- Select Import.
Use the member import template to prepare your file.
What member fields can I import?
| Field | Purpose | Control plan required |
|---|---|---|
| Identifies the member to invite. Required. | No | |
| Role | Assigns the member’s workspace role. | Depends on the role |
| Submit to | Sets who receives the member’s reports for approval. | Yes |
| Forward to | Sets the next approver in the approval workflow. | Yes |
| Over limit forward to | Sets who receives reports that exceed the approval limit. | Yes |
| Approval limit | Sets the approval limit as an amount in the workspace currency. | Yes |
| Custom field 1 | Sets the member’s first custom field value. | Yes |
| Custom field 2 | Sets the member’s second custom field value. | Yes |
Mapping the approval fields configures each member’s approval workflow. You can review these settings under Workflows after the import completes.
Note: If your spreadsheet maps a field or assigns a role that requires the Control plan, you may see a prompt to upgrade. Learn about the available plans in Expensify.
For details about configuring approvals using the Submit to, Forward to, Over limit forward to and Approval limit, see Add Approvals.
