How You Capture Attendee Information for Expenses from a Mobile Device
- Add from calendar events
- Add from mobile contacts
- Add manually
Add attendees from calendar events
Employees can add attendees to an expense from a calendar event on their mobile devices. The mobile application displays the list of all attendees from the calendar event and employees can choose the attendees to add from this list. The application categorizes these attendees as employee or nonemployee based on their email address, and will allow to add to expense only the category of attendees that is defined in the policy. For example, if you define the policy to include only employee attendees then the application excludes the nonemployee attendees from the expense.
Add attendees from mobile contacts
Employees can add attendees to an expense from your mobile contacts. The application will categorize the attendees based on their email address and adds only the allowed category of attendees to the expenses. If the application identifies a contact as an employee attendee, it matches the contacts' name against the employee record and updates the attendee list with the name on the record.
Add attendees manually
Employees can add attendees manually to expenses. To add an employee attendee, search for the employees using their first name, last name, or email address, and add from the search results. The application alerts when employee attendees are missing if the policy mandates employee attendees. Similarly, the application alerts when a nonemployee is added if the policy mandates only employee attendees.
To add nonemployee attendee, provide the attendee details such as first name, last name, company, email, and phone number.
After adding attendees, employees can distribute the expense amount between the attendees manually or select the check box to split the amount equally among all the attendees. The application displays an error if the distributed amount is not equal to the total expense.