Deputies are only available in the TEAM plan. In PRO, only one person works with Spesenfuchs.
If a user has the role Standard and the right Deputy, the persons for whom the user can enter trips can be selected here.
If the user has the role Administrator or Account owner, then all persons are selected here.
Set up a deputy
- Under TEAM → Administration, open the future deputy and enable the Record expenses for user (deputy) permission on the Roles/Permissions tab. Save.
- On the Deputy tab, add the persons for whom they may enter expenses and save. To remove a person again, click the cross next to their name.
How a deputy works
- A deputy may enter, edit, delete and submit expenses for review on behalf of other persons, with the same rights as the person themselves.
- When creating a trip, they select under Trip for this person who they are entering it for.
- On the dashboard, their tile is called My expenses and those I manage as deputy. There they also see the expenses of the persons they enter expenses for.
- When they submit an expense, the approval workflow of the person they enter it for applies: the expense goes to that person's approvers, not to their own.
- When the expense is approved or rejected, the deputy who submitted it receives an email. After a rejection, they can correct it and submit it again.
- If the deputy is also an approver of the person, their submission counts as their approval.
Inform the person
Whether the person receives emails when their deputy submits for them is controlled on the person's Roles/Permissions tab with the Notifications for status changes by deputies as well permission. If it is enabled, the person receives the emails about submission, approval and rejection. If it is disabled, only the deputy is informed.
Remove a deputy assignment
If you remove a person from a deputy while the deputy is logged in, Spesenfuchs does not carry out their next step and shows “You may no longer edit the expenses of …”. The deputy is then logged out and has to log in again. Expenses that have already been submitted remain under review.