diff --git a/docs/articles/new-expensify/reports-and-expenses/Adding-Attendees.md b/docs/articles/new-expensify/reports-and-expenses/Adding-Attendees.md index c0f2f0c220395..fc3896217f1ab 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Adding-Attendees.md +++ b/docs/articles/new-expensify/reports-and-expenses/Adding-Attendees.md @@ -2,35 +2,60 @@ title: Adding Attendees description: Learn how to add attendees to your expenses and resolve category limit errors by splitting the cost across participants. keywords: [New Expensify, add attendees, expense attendees, split expense, category limit, attendee allocation] +internalScope: Audience is all members. Covers adding attendees to an expense. Does not cover category limit policies member management. --- -You can add attendees to an expense to indicate who participated in a meal, meeting, or event. This is especially helpful when your company has per-person category limits, as Expensify can split the cost evenly across all attendees to help avoid violations. +# Adding Attendees + +Adding attendees to an expense shows who participated in a meal, meeting, or event. Expensify automatically splits the total cost across all attendees, making it easier to track per-person spending and stay within company limits. --- -# Add Attendees to an Expense +## Who can add attendees to an expense -1. From the navigation tabs (on the left on web, and at the bottom on mobile), head to **Reports > Expenses**. -2. Open the expense and click the **Attendees** caret to expand attendee options. -3. Select participants from your **Recents**, **Contacts**, or use the **Search bar** to find someone by name or email. -4. To add someone new, manually enter their name or email. They’ll be saved to your Contacts for future use. -5. Click on each attendee to add them. A checkmark (✅) will show who’s been selected. -6. Click **Save**. +All members can add attendees to their own expenses. --- -# Resolve Category Limit Errors by Adding Attendees +## How to add attendees to an expense -If an expense exceeds a category limit set by your admin, you can resolve the issue by adding attendees. +1. From the navigation tabs (on the left on web, and at the bottom on mobile), go to **Reports > Expenses**. +2. Open the expense and click **Attendees**. +3. Select attendees from **Recents**, **Contacts**, or enter a name, email, or phone number. +4. Select each attendee to add a checkmark next to their name. +5. Click **Save**. -1. Click the **Attendees** caret to open the attendee selector. -2. Add the attendees involved in the expense. -3. Expensify will automatically split the total cost across all attendees. -4. Once added, a dot will appear between the **Attendees** field and the **per-person amount**, making it easy for approvers to verify the distribution. +The selected attendees are added to the expense. --- -# Audit Trail for Attendees +## What happens after you add attendees to an expense + + - The total expense is automatically split evenly across all attendees + - The per-attendee amount updates instantly on the expense + - If your Workspace has per-attendee category limits, adding attendees can reduce the per-attendee amount and help resolve limit violations + - Approvers can review attendee details during the approval process + - All attendee changes are recorded in the expense history for auditing + +--- + +# How to view attendees on a report + +When any expense in a report has attendees, the report automatically shows two additional columns: + +- **Attendees:** displays the attendees added to each expense. +- **Per attendee:** shows the total amount divided equally among all attendees. + +These columns appear in both the report and search results. + +--- + +# FAQ + +## Is there an audit trail for attendee changes? + +Yes. Expensify automatically records all attendee updates in the expense history. These system records cannot be edited. -🕵️ **Note:** Expensify automatically records attendee changes on the expense report. These system messages cannot be edited, ensuring a clear and secure history of all attendee updates. +## Can I edit attendees on an expense before it's submitted? +Yes. Open the expense, click **Attendees**, update the list, and click **Save**. diff --git a/docs/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report.md b/docs/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report.md index a548ae3a9c51f..3ac705c3355be 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report.md +++ b/docs/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report.md @@ -90,6 +90,8 @@ The table displays: - Date - Merchant - Category +- Attendees (if any expense has attendees) +- Per attendee (if any expense has attendees) - Amount - Workspace violations (if applicable)