After you create a user, you can manage their account from the Manage Users page. As an Emburse Professional administrator, you can:
- Search for user records
- View and edit user details and roles
- See which users have cards
- Export the user list
- Deactivate user accounts
Use this page to keep user information accurate and align access with your company policies.
Prerequisites
- You have administrator permissions in Emburse Professional.
- You can access System Configuration and the Manage Users page.
Open the Manage Users Page
Use these steps to open the Manage Users page from System Configuration so you can view and manage user accounts.
Select the Gear button to open the System Configuration page.
Under User Accounts and Billing, select Manage Users.
- The Manage Users page displays.
Search and Filter User Records
On the Manage Users page, you can narrow the list before you edit or deactivate a user.
- Use the search box to find users by email, name, or Employee ID.
- Select Advanced Filters to filter by additional fields like department or other user attributes.
Review the User Records table:
- A credit card indicator appears when a user has a card on file.
- Hover over the card indicator to view the last four digits of the card and the card program.
Use the More Actions Menu to Modify User Data
Use the More Actions menu to perform common account tasks for a user, such as editing details or sending access help.
Select the Gear button to open the System Configuration page.
Under User Accounts and Billing, select Manage Users.
- The Manage Users page displays.
In the user row, select the More Actions button.
- Select the action you need.
| Action | What It Does |
|---|---|
| Edit User | Opens the User Details pane. You can update name, email address, email status (for example, Failed Delivery – Do Not Send), Employee ID, default currency, commute distance, role, department, and administrative permissions. |
| Resend Welcome Email | Sends the user a new welcome email. |
| Temporary Password | Creates a temporary password for the user. |
| Create Temporary Login URL | Emails a one-time login link to the user. |
| Switch to User | Opens the user account so you can act on their behalf. |
| Approver For | Filters the User Records table to show employees for whom this user is an approver. |
| Accountant For | Filters the User Records table to show employees for whom this user is an accountant. |
Edit User Details
Use these steps to update user information such as role, department, permissions, and contact details.
Select the Gear button to open the System Configuration page.
Under User Accounts and Billing, select Manage Users.
- The Manage Users page displays.
- On the Manage Users page, apply any filters you need to narrow the user list.
- Select the More Actions button for the desired user.
Select Edit User.
In the User Details pane, review or update the user details you need.
You can view and update the following user details:
- Name and email address
- Email status (for example, Failed Delivery – Do Not Send if emails bounced)
- Employee ID
- Default currency
- Commute distance
- Role and department
- Administrative permissions (select from the dropdown menu to grant administrator access)
- Office location
- Division
- Business unit
For more information on user roles or special role permissions, add links here to your role articles (for example: User Role Overview and Special Role Permissions). This article covers common user fields.
You can view additional fields from the dropdown menu, like General Ledger dimensions. Add a link here to your General Ledger dimensions article (for example: Configure Employee General Ledger Dimensions).
- Select Save Changes.
Export Users
The Manage Users page allows you to export user data directly from the list to review accounts, see which users have been assigned cards, and troubleshoot access issues.
Select the Gear button to open the System Configuration page.
Under User Accounts and Billing, select Manage Users.
- The Manage Users page displays.
- On the Manage Users page, apply any filters you need.
- In the User Records table header, select the More Actions button.
- Select Download Data.
- Open the downloaded .xlsx file.
The exported data file always reflects any filters you applied before downloading the export. If the export is missing data that you expect, review and modify your filters to exclude less data.
Deactivate a User
Use these steps to turn off a user account so the user can no longer sign in while their records remain available for reporting and audit.
Select the Gear button to open the System Configuration page.
Under User Accounts and Billing, select Manage Users.
- The Manage Users page displays.
- On the Manage Users page, use the search box to find the desired user by email, name, or Employee ID.
- Select the More Actions button for that user.
Select Edit User.
On the User Details pane, uncheck the Active Account option.
- Select Save Changes.
After you deactivate a user:
- The user can no longer sign in to Emburse Professional.
- All user records remain available for reporting and audit.