In this setting, you can view and manage all users in the organization, invite new users, and manage company access and alternates.

Overview

The overview shows all users, how many companies they are members of, their roles, spending limits, and whether they are out of the office.

You can search for users by name and email.

Invite a New User

When creating a new user, first enter the user’s email address and select the language for the welcome email and the user’s interface. Next, select the companies to which the user should be invited, as well as the role they should have in each company.
Learn more about roles at here.

The user will automatically receive a welcome email, where they must open the invitation and fill in the final details themselves.

Until the user has opened the invitation and completed their user profile, they will be listed as Invitation afventer.

The user must enter their full name, phone number (optional), and language if they wish to use a language other than the one their administrator selected in the invitation. Next, they must create a password, and then the user is ready to approve invoices.

User Settings

For a specific user, you can view their email, name, and phone number, if provided.

From here, you can, among other things, reset the user’s password, so they’ll receive a new password via email.

Disable 2FA

If, for example, a user has lost their phone or can no longer access their two-factor authentication method, an administrator can disable their two-factor authentication.

Out of Office

This can be used when a user is on vacation, maternity leave, sick leave, etc. When a user is out of office, all invoices will automatically also appear in the substitute’s inbox.

To set a user as “out of office,” select the period; the start date is set to the current date by default, and if you know the end date, you can select that as well. If you do not select an end date, the user will remain out of office indefinitely until an administrator sets their status back to “Arbejder” or the user themselves reports that they are back after logging in.

For each company the user is a member of, you must select a substitute.

If the user logs in while they are out of office, they will be greeted each time by this message, where they can choose whether to remain out of office or mark themselves as “Arbejder.”

When a user selected as a substitute approves a document, a notification will appear at the top of the screen to remind them that they are approving on behalf of another user. Even if the substitute approves the document, it will still appear in the original user’s personal archive.

It will also appear in the “flow” overview and in the document overview:

Company Overview and Permissions

In the list under user information, you can see which companies the user is a member of, their permissions, and their spending limit.

If you click on “Se rettigheder,” all of the user’s rights in that company will be displayed, and you can change their role.

Deactivate User and Remove from Company

You can remove the user from a single company by clicking on “Skraldspanden” or deactivate the user entirely by clicking on “Deaktiver bruger.”

When removing a user from a company, you must select who will take over the documents they have pending approval, as well as who will replace them in existing flows and as a substitute.

You will then be prompted to select which user will take over, as well as how many documents, workflows, and alternates will be affected.

Amount Limits

Each user can have a default amount limit per company and per document type.

By default, all users have an unlimited amount limit, which means that Required approvals determines how many approvers the document must go through.

Note that amount limits can be adjusted for specific approval workflowss if necessary.

Overall Limit

If you set an overall limit, it applies to all documents regardless of document type.

Document-specific limit

You can also set amount limits by document type, so that, for example, you have an amount limit of 5,000 for invoices but no limit for credit memos.

If you do not specify an amount for one or more document types, the default will be unlimited.