The User Management section provides an overview of all users in your Spesenfuchs company account. It displays each user's name, email address, role, and whether they have been assigned as a deputy.
Each user has a specific status. This status determines whether the user can sign in and which actions are available for that user.
User Status
Blocked
The user can no longer sign in to Spesenfuchs. However, all of their data remains intact. Deputies, administrators, and the account owner can still view the user's trips, but they can no longer edit them.
Archived
The user can no longer sign in to Spesenfuchs. Their data remains available and can still be viewed by deputies, administrators, and the account owner.
Unlike a blocked user, archiving a user releases their license. The license can then be assigned to a new user or will expire automatically at the beginning of the next billing period.
Important: Archiving a user cannot be undone.
Before a user is archived, a wizard automatically checks whether all requirements have been met and informs you of any remaining tasks that must be completed first.
Invited
The user has been invited to join Spesenfuchs and set their own password. Until the invitation has been accepted, no trips can be created for this user.
Invitation Expired
An invitation is valid for 28 days. After that, it expires and the user must be invited again.
Passive
Passive users cannot sign in to Spesenfuchs and do not receive email notifications. No trips can be created for them.
Confirmed
The user has accepted the invitation, created a password, and can now sign in to Spesenfuchs.
Available Actions
The actions available for a user depend on their current status.
Using the ⋮ menu (three vertical dots) next to a user, you can, for example:
Block or unblock a user
Archive a user
Delete a user
Resend the invitation
Export Users
You can download a complete list of all users in your company as a CSV file at any time. To do so, open Actions → Export Users (CSV) in the User Management section.
Administrator permissions are required to perform the export.
Contents of the CSV File
| Importable User Data | Additional Information |
|---|---|
| Name | Role |
| Email address | Status |
| Address | Supervisor |
| Bank account details | Expense Group |
| Cost Center | |
| Cost Object | |
| Employee Number | |
| Additional importable user data |
The additional information is provided for reference only and is ignored during a later import.
The file is UTF-8 encoded and can be opened directly in Microsoft Excel or any other spreadsheet application. Umlauts and other special characters are displayed correctly.
Possible Uses
Overview and Documentation
The export provides a complete overview of all users and is ideal for internal documentation or coordination with your HR department.
Review User Data
You can use the CSV file to quickly review your user master data and identify missing information.
For example, you can easily find incomplete bank account details required for the SEPA export of expense reimbursements.
Template for User Import
You can also use the exported file as a template to create new users:
Open the exported CSV file in Excel or another spreadsheet application.
Add new users by inserting additional rows or use existing rows as a template.
Import the file again using Actions → Import Users.
The additional information columns (such as Role or Status) are automatically ignored during import and do not need to be removed.
Please note: The user import only creates new users. Existing users are not updated. For more information about the import process, preview, and individual fields, see the help article Import Users.
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