Managing Users
Travel admins can view, edit, and configure traveler profiles under the Users section of Expensify Travel.
How to access Expensify Travel
- In New Expensify: Click the green + button in the bottom-left corner of your screen, then select Book travel.
- In Classic Expensify: Click Travel in the left-hand menu, then select Book or manage travel.
Need to enable travel still? Reach out to your Account Manager or Concierge to schedule a travel demo and get it enabled for your account.
Who can configure email notifications?
Only users with the Travel Admin role can manage travel-related email settings.
How to manage users
- Open Expensify Travel.
- Click Program in the top navigation bar.
- Navigate to Company > Users > Travelers.
The list includes all travelers in your company’s active legal entities (Expensify workspaces). You can:
- Search for users by email
- Download the full traveler list, which will be sent to your email
Clicking a traveler’s name opens their full profile, which includes three editable tabs.
General tab
Traveler Information
- Required: First name and Last name
- Optional: Title, Middle name, Preferred name, Suffix, Tier
- Preferred name is only used within the platform and does not affect bookings.
Contact Details
- Phone country code, phone number, and the email, which is imported from Expensify and is not editable.
Employment Details
- Job title, Employee ID, Accounting code, Worker type
- Use the Add manager button to assign a direct manager, useful for routing travel approvals
Company Settings
- Required: Legal entity (workspace)
- Optional: Office location, Department, Cost center, Country/Region
Roles tab
Admins can assign one of the following roles:
- Traveler – Can view and book travel for themselves only
- Travel arranger – Can book for themselves and others
- Company admin – Has full access to company settings and booking privileges
Configuration tab
Book travel for guests
- Toggle this setting on to let the user book for guests (non-Expensify travelers like candidates or an employee’s family member.)
Secondary approvers
- Add one or more backup approvers who will receive notifications and can approve travel requests received by the user on their behalf.
- This is helpful when using hard approval rules that require explicit approval of travel requests in the event the travel approver is out of the office.
My arrangers
- Assign travel arrangers who can book travel for this user
- Only users with the Travel arranger role will appear in the search list
Be sure to click Save after editing any tab to apply your changes.
FAQ
Can I import user data like departments or cost centers from my accounting software?
Not at this time. If this functionality would benefit your team, talk to your Account Manager to share feedback and explore alternatives.
What happens if I don’t assign a legal entity?
Every user must be assigned to a legal entity (Expensify workspace) in order to use travel features. This field is required.
Can users assign their own arrangers or secondary approvers?
Yes. Users can update their arrangers and secondary approvers in their own profile settings if permitted.
