Managing members in a workspace helps ensure that the right people can submit, approve, and review expenses. This guide walks through how to invite, remove, and update roles for members in New Expensify.

A Workspace member is anyone added to a workspace with one of the following roles:

• Member – Can submit and/or approve expenses.
• Admin – Can manage members, roles, workflows, and settings.
• Auditor – Can view and comment on reports but cannot make changes.

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Invite Members to a Workspace

To invite someone to your workspace:

1. Go to Workspaces > [Workspace Name] > Members.
2. Click Invite Member.
3. Search for the user by name, email, or phone number.
4. (Optional) Click Role to change the default role (Member).
5. (Optional) Add a message to the invitation.
6. Click Invite.

Tip: You can also invite members under Settings > Profile by clicking Share to send the workspace’s URL or QR code.

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Remove Workspace Members

If someone no longer needs access to your workspace, you can remove them individually or in bulk to keep your member list up to date.

Remove a Single Member

1. Go to Workspaces > [Workspace Name] > Members.
2. Click the member’s name.
3. In the right-hand panel, click Remove from Workspace.
4. Confirm by clicking Remove.

Remove Multiple Members

1. Go to Workspaces > Members.
2. Select the checkboxes next to the members you want to remove.
3. Click the green dropdown arrow in the top-right.
4. Choose Remove Member(s).
5. Confirm by clicking Remove.

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Change a User’s Role

1. Go to Workspaces > Members.
2. Click the member’s name.
3. In the right-hand panel, click Roles.
4. Select the new role and confirm.

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Transfer Workspace Ownership

To transfer ownership to another Admin:

1. Go to Workspaces > Members.
2. Click the current Owner (identified with a tag).
3. Click Transfer Owner in the right-hand panel.
4. Click Continue to confirm.

After the transfer, the initiating user becomes the new Owner.

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Invite Multiple Members via Spreadsheet

1. Go to Workspaces > Members.
2. Click the three-dot menu in the top-right.
3. Select Import via Spreadsheet.
4. Drag and drop your file or click Upload File to browse.

Note: Use this spreadsheet import template to ensure proper formatting.

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FAQ

Why can’t I add someone to a workspace?

You must be a Workspace Admin, and the email or phone number of the individual you’re inviting must be valid and correctly formatted.

Can I invite multiple members to a workspace at the same time?

Yes. Use the search tool during invite or import members using a spreadsheet (see the Invite Multiple Members via Spreadsheet section above.