🌐 Web | 👤 HR role
To manage existing users in Yokoy, go to the HR section and click User management. Click on the user you want to edit.
A new window opens where the following fields can be changed:
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 user’s office address. This address can be used as a default departure location for trip and mileage expenses. |
Home address (optional) | Enter the user’s 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 user’s 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. |
Depending on the approval strategy your company follows, different fields are available to manage users.
Line manager approval strategy
If you company follows a line manager approval strategy, the following fields appear in addition:
Field | Description |
Line manager | Choose the user's line manager |
Approval limit | Set an approval limit for the user (if an expense exceeded the approval limit, the expense requires approval by the line manager) |
My delegate (optional) | Choose a delegate for the user‘s line manager permissions, if necessary. Alternatively, under My profile, a line manager can choose a delegate themselves |
My profile: Line manager delegate:
Cost object approval strategy
If your company follows a cost object approval strategy, no specific fields appear in addition. However, please make sure to set up all required cost objects under Cost objects where you can define the cost object’s approver, an approval limit, and a parent cost object in case an expense exceeded the approval limit of a selected cost object. Under Cost objects, you can also get an overview of each cost object’s approver.
To confirm your changes, click Save. In addition, under 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 of it.
My profile: Cost allocation settings:
Click on Save to confirm your changes.