Managing Workspace Members in New Expensify

Managing users in a New Expensify Workspace is essential for maintaining efficient expense tracking and ensuring the right individuals have appropriate access. This guide covers how to add, remove, and update user roles to streamline Workspace management.

Overview

Managing users in a New Expensify Workspace allows administrators to control access, assign roles, and ensure the right individuals can submit and approve expenses efficiently.

Key Advantages

• Seamless user management – Easily add, remove, or modify user roles.
• Role-based permissions – Assign different access levels to users for better control.
• Efficient expense tracking – Ensure only authorized users can interact with Workspace expenses.

What Is a Workspace User?

A Workspace user is anyone added to a New Expensify Workspace. Their assigned role determines their permissions:

• Member – Users who submit and/or approve expenses.
• Admin – Users responsible for managing users, roles, and Workspace settings.
• Auditor – Users who need to review and comment on expense reports.

How Do I Invite Users to a Workspace?

To add users to your Workspace:

1. From the Workspace view, press Members on the left.
2. Press Invite Member.
3. Use the search field to find the individual by name, email, or phone number. (You can select multiple people.)
4. Click Next.
5. (Optional) Click Role to change the user’s role type from the default (which is set to Member).
6. (Optional) Enter a custom message into the Message field.
7. Click Invite.

Note: You can also invite members from the Workspace’s Profile page by pressing Share to share the Workspace’s URL or QR code.

How Do I Remove a User From a Workspace?

Method One - Removing Members Individually

1. From the Workspace view, press Members on the left.
2. Click the member you want to remove.
3. Click Remove from Workspace on the right panel.
4. Confirm the removal by pressing Remove on the pop-up message.

Method Two - Removing Multiple Workspace Members at Once

1. From the Workspace view, press Members on the left.
2. Select the checkbox next to each member you want to remove.
3. Click the green dropdown arrow on the top right.
4. Select Remove Member/s.
5. Confirm the removal by pressing Remove on the pop-up message.

How Do I Change a User’s Role in a Workspace?

To change an existing user’s role:

1. From the Workspace view, press Members on the left.
2. Click the member whose role you want to update.
3. Click Roles on the right-hand panel.
4. Select the new role for the user.

How do I change the Workspace Owner?

To change the ownership of a workspace (as the new owner):

1. From the Workspace view, click Members on the left.
2. Click the member with the “Owner” tag next to their name.
3. Click Transfer Owner on the right-hand panel.
4. Click Continue.
5. The user who took the action is now the owner, and should have the “Owner” tag next to their name.

FAQ

Why Can’t I Invite a New User?

If you are unable to invite a new user, check the following:

• You must be an Admin to add new users.
• The email address entered must be valid and properly formatted.

Can I Invite Multiple Users at Once?

Yes! To invite multiple users at once, you can:

• Use the search field to select multiple people (covered in detail in the How do I invite users to a Workspace? section).
• Upload them via spreadsheet:

1. From the Workspace view, press Members on the left.
2. Click the three vertical dots on the top right.
3. Select Import via Spreadsheet.
4. Drag and drop your spreadsheet into the right-hand panel or press Upload File to select your file for upload.

Note: You can use the spreadsheet import template for formatting.