Once you have registered your business and created your Neo1 account, you are able to invite your users into the platform.


You can do this in two ways:


1. Online by adding users within the Users section of the Neo1 application

2. Load a bulk of users using the XLS import file (email help@neo1.com for help with bulk user loading)


For companies of less than 50 users, we recommend using Option 1. When you have larger amount of users to onboard it may save time to use Option 2 and load via the XLS.


Option 1 - Adding Users Online


Step 1: As a user with the Administrator role, click Settings and select the Users tab (2nd tab at the top of the screen)


Step 2: Select the blue add button (shown as a blue plus) on the top right hand side of the screen



Step 3: Create your user. The required fields are:


  • User Title (Mr/Mrs/Miss/Ms)
  • First Name
  • Last Name
  • Email
  • Preferred Currency (used for expense entry and reporting currency) 
  • Login (please use the users email address)
  • Password (please use any password for now, the users will create their own)
  • Account Status (choose active)
  • Supervisor (The line manager for the user, who will approve purchases and transactions)
  • Role (Use this to define additional Administrator Users, choose Finance users who will review spend and export to Finance Systems, and Arranger to allow people to arrange travel for others)


Use Default Coding when you use Neo1 for expenses, to choose which Accounting Segments should be defaulted based on the User profile. For example, here you can set the users Department for Cost Centre if you have these configured in Accounting Segments. This can speed up employee expense entry and lead to a better user experience.


Select Done when finished to create your new user.


Step 4: Your user will now be listed in the table. To trigger a welcome email, you now need to select Reinvite from the Actions column. The user will click the link in this email to set their own password for the service.



User Profile password re-set: either instruct your users to log in at https://app.neo1.com and use their email address as a username, and the password just chosen to gain access to Neo1.  Or, using your Admin access, go to the Settings tab > Users and select the 're-invite' icon next to their name to immediately send a password reset email. 


Note: There is an extra step to enable you users to be able to submit out of pocket cash expenses. This allows you to control who can submit expenses in the business. Click here to see the instructions to enable this for your new users. 


Option 2 - Using the Neo1 XLS Import File


Follow the instructions below or, email help@neo1.com and we will do this for you.


Step 1: Navigate to Settings, and find the button called Export Company Settings to download your current Neo1 settings into an XLS File



Step 2: Open the XLS file in Excel or another Spreadsheet application capable of working with the XLS format. Locate and click onto the Users tab.


Step 3: You will see your current users in the list, as this was an export of your current settings. To create new users, complete the rows underneath he current user, mirroring the format of the current users.


Tip: It may be easier to copt the row with the current user, paste into the row below and then edit the user with the new details to ensure everything is completed correctly.


For the following columns, please note the following conventions to use:

  • Columns A & B should be the same, use the user email address
  • Column C:    ID             Please use the external employee ID from your HR system, which is also used on Column K.
  • Column I:     Status       Please set to pending_activation

  

Save the file with a new name somewhere you will easily find it once completed.


Step 4: Back in Neo1 Settings, click Choose an Excel File to Upload



The application will now build all of the users you have added via the file.


Step 5: Your user will now be listed in the table. They will receive an email welcoming them to the platform and to set their own password. To trigger a new invitation email at any time, you now need to select Reinvite from the Actions column. The user will click the link in this email to set their own password for the service.


Step 6: You are all done! Instruct your users to log in at https://app.neo1.com and use their email address as a username, and the password just chosen to gain access to Neo1.


Note: There is an extra step to enable you users to be able to submit out of pocket cash expenses. This allows you to control who can submit expenses in the business. Click here to see the instructions to enable this for your new users.