From 2c325fe38dd16a296025541566aa29194b9c5e0f Mon Sep 17 00:00:00 2001 From: "nkdengineer (via MelvinBot)" Date: Thu, 2 Apr 2026 20:21:30 +0000 Subject: [PATCH 1/2] Update help site docs for Attendees and Per attendee expense table columns Add documentation for the new Attendees and Per attendee columns that appear in the expense table when expenses have attendees. Co-authored-by: nkdengineer --- .../reports-and-expenses/Adding-Attendees.md | 11 +++++++++++ .../Managing-Expenses-in-a-Report.md | 2 ++ 2 files changed, 13 insertions(+) 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..47a18072cc42c 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Adding-Attendees.md +++ b/docs/articles/new-expensify/reports-and-expenses/Adding-Attendees.md @@ -30,6 +30,17 @@ If an expense exceeds a category limit set by your admin, you can resolve the is --- +# How to view attendees in the expense table + +When any expense in a report has attendees, the expense table 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 expense table and search results. + +--- + # Audit Trail for Attendees 🕵️ **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. 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) From d26e1c8e8d93ddda35ef84d6d064f21f93a987bc Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Tue, 7 Apr 2026 20:44:42 -1000 Subject: [PATCH 2/2] Update Adding-Attendees.md --- .../reports-and-expenses/Adding-Attendees.md | 56 ++++++++++++------- 1 file changed, 35 insertions(+), 21 deletions(-) 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 47a18072cc42c..fc3896217f1ab 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Adding-Attendees.md +++ b/docs/articles/new-expensify/reports-and-expenses/Adding-Attendees.md @@ -2,46 +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. --- -# How to view attendees in the expense table +## 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 + +--- -When any expense in a report has attendees, the expense table automatically shows two additional columns: +# How to view attendees on a report -- **Attendees** — displays the attendees added to each expense. -- **Per attendee** — shows the total amount divided equally among all attendees. +When any expense in a report has attendees, the report automatically shows two additional columns: -These columns appear in both the report expense table and search results. +- **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. --- -# Audit Trail for Attendees +# 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**.