š Web | š¤ HR role
You can create, edit, and delete Yokoy users in the HR > User Management menu.
In Company, select the company (legal entity) to which you want to add a new user if your organizationās account has multiple legal entities set up in Yokoy. If your organization only has one legal entity, you donāt need to select a company.
You can choose to:
š§ Caution
Once activated, you cannot delete Yokoy users in the Yokoy app. Users can only be marked as active or inactive for audit purposes. You can only delete users with Draft status.
Add single users
Click + Add user in the top right corner of your screen to add a new user.
In the User profile, you need to fill in the following fields:
Field | Description |
First name | First name of the user. |
Last name | Last name of the user. |
Business email address of the user. The email address must be unique; otherwise, Yokoy creates the user in inactive status. | |
Employee account (ERP)* | The account in the ERP system on which you want to book the privately paid expenses. This can be a vendor account if your company has decided to book the expenses on Accounts Payable or a transit account if it is booked on the General Ledger. |
Language - date format | Choose between the available language settings. The language is used for the welcome email. It can be changed by the user themselves later on. |
Currency (optional) | The user's standard expense currency. This is only relevant when you export the bookings based on the user currency. |
Office address (optional) | Enter the userās office address. This address can be used as a default departure location for trip and mileage expenses. |
Home address (optional) | Enter the userās home address. This address will be used as a default departure location for trip and mileage expenses. |
Disable all notifications | When disabling notifications, you won't be able to remind this user about open tasks |
Manager | Activates the Manager view for the user where approval is performed. |
Policy | Depending on your company, specific employee policies can be defined for different users. Here you can choose a policy that applies to the new user. |
Expenses: My assistant / My delegate (optional) | Appoint an assistant to the user, if applicable. The assistant can submit the userās expenses on their behalf. If the user is a line manager and the company uses line manager approval, assign a user who can approve expenses on the user's behalf. The user can also define the assistant and delegate themselves in My profile. |
Invoice delegates | Assign a user who can submit invoices (submission delegate) or approve invoices (approval delegate) on behalf of the user. |
Cost object(s) (optional) | Choose the default cost object for the user. This is used for the expenses to pre-populate the cost object field and can be changed by the user for every expense. You can also leave this field empty. |
āļø Note
Depending on the approval strategy your company follows (i.e. line manager or cost object), different fields appear when adding new users.
Once youāve entered all information, you can choose:
Delete: discard the entered information.
Save: keep the user and continue entering the missing information at a later point in time. This is useful if you are currently missing information and want to save your changes. The user is saved as Inactive.
Activate: if you have entered all the required information for the user and want to create the account.
Activate and invite: create the user account and send an invitation email to the user to create a password for their account.
š§ Caution - SSO authentication
If your company has set up single-sign on for users, you should only click Activate.
Since your companyās active directory is responsible for managing sign-in and passwords, employees donāt need to create a specific password for Yokoy. Therefore, the invitation email to create a password is not needed.
If you choose to only activate the user, you can invite them at a later stage by filtering with the status Active at the top of the page, selecting the user, and clicking Invite.
You can view the new user in User management overview.
Depending on whether you saved, activated, or activated and invited the new user, the new user account may display one of the following statuses:
Active: The user is fully set up, activated, and already signed in to Yokoy.
Inactive: The user is fully set up, but is either not activated or hasnāt signed in to Yokoy yet. If you deactivate the user at a later stage, they are also displayed as inactive.
Draft: The user is not fully set up yet and is still missing some information.
š” Tip
You can filter by the different statuses at the top of the page.
Line manager approval strategy
If your company follows a line manager approval strategy, the following fields appear in addition:
Field | Description |
Line manager | Choose the user's line manager. |
My approval limit | Set an approval limit for the user. If an expense exceeds the approval limit, the expense requires an additional approval by the userās line manager. Expressed in the company currency. |
My delegate (optional) | Choose a delegate to approve on the user's behalf, if necessary. Alternatively, in My profile, a line manager can choose a delegate themselves. |
Auto-approval threshold (optional) | Filling out this field enables automatic approvals for expenses without warnings below the set threshold. Expressed in the company currency. |
My profile > Line manager settings
Cost object approval strategy
If your company follows a cost object approval strategy, there are no specific fields in the user profile.
However, make sure to set up all required information in Cost objects. You can define the cost objectās approver, an approval limit, and a parent cost object where an expense exceeds the approval limit of a selected cost object.
In My profile, a user can view the cost allocation settings that apply to them. This includes the user's line manager, default cost object, and the cost object owner.
My profile > Cost allocation settings:
Import users
To import multiple users simultaneously, click Upload file in the top right corner of your screen. The Upload file window pops up where you can download an example CSV file.
āļø Note - CSV encoding
Yokoy supports CSV files with UTF-8, UTF-16, and ISO/IEC 8859-1:1998 (Latin1) encoding.
Here, you can insert all information by filling out the following cells:
Column | Description |
Business email address of the user. | |
firstName | First name of the user. Required. Allows up to 30 characters. |
lastName | Last name of the user. Optional. Must contain at least 1 character. |
employeeId | The account in the ERP system on which you want to book the privately paid expenses. This can be a vendor account if your company has decided to book the expenses on Accounts Payable or a transit account if it is booked on the General Ledger. It must be a number. |
language (optional) | Choose between several language settings. The language is used for the welcome email and can then be changed by the user themselves. Use an ISO 639 two-letter language code. Also accepted Swiss German ( |
currency (optional) | The user's standard expense currency. This is only relevant when you export the bookings based on the user currency. Use an ISO 4271 active three-letter code. No spaces allowed |
lineManagerId | Choose the user's line manager. Must be a valid user ID. |
lineManagerThreshold | Set an approval limit for the user's approver. It must be a number. Default value is 9999999. |
costCenterItems (optional) | Choose the default cost object for the user. This is used for the expenses to pre- populate the cost object field and can be changed by the user for every expense. You can also leave this field empty, after the first submitted expense of a user this field will be filled automatically with the cost object from the submitted expense. |
policyID | The ID can be extracted from the employee policy setup (see picture below). It must be a valid ID. |
If you company follows a line manager approval strategy, you also need to include:
Column | Description |
lineManagerId | Email address of the line manager. |
managerAssistant | Business email address of the line manager's delegate. |
lineManagerThreshold | Set an approval limit for the user. If an expense exceeds the approval limit, the expense requires an additional approval by the line manager. |
lineManagerAutoApprovalThreshold | Filling out this field enables automatic approvals for expenses without warning below the set threshold. |
Select the Company entity you want to apply your changes to and select Standard Yokoy user import as the Document type.
Next, click Choose file to upload your CSV file or use the drag-and-drop function to drag the file directly into the form.
Select the Directly invite new users checkbox if you want to create the account and simultaneously invite the users to Yokoy. The users receive a welcome email to create a password for their account. If this is left unchecked, the user accounts are activated in Yokoy, but the user is not informed. You can send out the invitations at a later stage, if required.
āļø Note - SSO authentication
If your company has set up single-sign on for users, you don't need to send users an invitation. Your company's active directory is responsible for managing sign-in and passwords.
To import all users, click Start import. You receive a confirmation notification after the import is completed.
āļø Note
You can import up to 2,000 users at a time. If you file contains more than 2,000, you should split your users into separate files.
After the import you can view the report of your upload in a separate window. The report may indicate the following statuses:
Created: New user was created.
Updated: Existing user (same email address) was updated with new/additional information.
Identical: Yokoy has found an identical user. No action was performed.
Error: Something is wrong in the file and the users could not be created. To check the detailed error log, click Download report and open the file.
For each row, you have the detailed log of what happened and what went wrong in case of an error.
Yokoy uses the email address to determine whether the employee exists already:
If the user email address doesnāt exist, a new user is created.
If the user email address already exists, the user is updated.
If two users with the same email address are included in the file, then two draft users are created.
āļø Note
These statuses are only displayed for accounts that have been imported from the CSV file.
All imported users are displayed in the User management tab.