Welcome to Everlance Business! As an administrator, you're embarking on a journey to streamline expense tracking and mileage management for your team. This guide will walk you through the essential steps to set up and maximize the benefits of Everlance Business, ensuring a seamless experience for both administrators and members alike.
Invite your Members
We recommend adding your Admins first, followed by your Managers, and then adding your 'Team members' after your Admins and Managers have successfully joined.
To learn the differences between team roles click here.
Please note: This invite will trigger an onboarding series of 3 emails with online training and quizzes that will be sent to each of your team members.
Step 1: Go to the Team Dashboard.
Step 2: Click on 'Members'.
Step 3: Click 'Invite members'.
Step 4: From here, you can invite your team members by entering their email addresses.
Or through a custom CSV file where you can download a CSV template. Click here to learn more about bulk adding employees.
Step 5: If you're inviting more than one member at a time, make sure your members share the same details, such as Team, Program, Start Date, etc., to simplify the uploading process. Additionally, please separate each email with a comma, as shown in the image below.
Step 6: If you're just starting out, you probably haven't created any teams yet. Under the 'Team' section, go ahead and click on 'Create Team.'
Enter the Team Name and select the Parent Team (typically your main organization). Then, click on 'Create Team.' You will then be directed to the 'Invite by Email' screen.
Step 7: Next, select their 'Program.' If you're just starting out, you will notice that Everlance has already pre-generated two options: 'Standard Rate CPM' and 'No Program.'
The 'Standard Rate CPM' program is intended for employees who will be reimbursed based on the IRS standard deduction rate, which is $0.670 for the 2024 tax year (though you can change this rate at any time).
Members assigned to the 'No Program' option can review team activity but cannot track trips or submit reports. If you'd like to create a new program, please skip to the 'Programs' section of this article.
Step 8: Once you are finished, click 'Send Invites' and an invitation will be sent to their email address.
If your team member does not see your invitation, make sure that they check their Spam. They can also download the Everlance App and log in with their company email by creating a password for their account. Once they've logged in, they will be asked to accept the invitation to join their team.
Teams
What are Teams?
Teams is a system for organizing and grouping employees in Everlance to reflect your organizational structure and make it easier to manage all your members.
You can create as many teams as you need, and teams can be nested under each other to create a hierarchy. The team that is above another team in the hierarchy is known as its "Parent team," and we typically refer to a team that is under another team in the hierarchy as a "sub-team."
How should I set up my team structure?
We typically see customers set up teams based on their current organizational hierarchy, whether it's based on job function, region, manager or something else.
For example, a company might have teams for the West, Midwest, East and South regions. Under each region, they have teams for each state, and if a state has multiple locations, a team for each office. At Everlance, we have teams for Customer Success, Customer Support, and Engineering. The Engineering team has sub-teams for the iOS app, Android app, and Dashboard, while the Success and Support teams don't have sub-teams. You can make your structure as simple or complex as you need.
The key thing to keep in mind is all the members of a team and any sub-teams share team settings, including:
That means you can centrally control what all the members on a team and its sub-teams can do and see in Everlance, and make changes for all the members at once. Changes to any of these settings flow down from the parent team to all the Members of the team and sub-teams (but not to any Managers or Manager Limiteds). Changes do not flow "up" from a team to its parent team.
All the members of a team also have the same Managers, if any Managers are assigned to it. If no manager is assigned to a team, it basically "rolls up" to its parent team, so the Managers of the parent team act as Managers of the sub-team too.
When setting up your team structure, you should consider how to best group your employees given what they need to share in terms of settings like Team Places and Account Preferences.
If you've invited your team members, then you will probably already see some of your teams listed under the teams section of the dashboard.
Creating a New Team
Step 2: Enter the Team Name and select the Parent Team (for most companies this is your main organization). Then go ahead and click on 'Create team.'
Making Changes and Viewing Your Team
Step 1: On the right side of your screen, click on 'Team Profile.'
This is where you can make changes to your team such as changing the team name or parent team, switching to kilometers, adding/removing managers to your team, adjusting account preferences, tags, schedules and so more!
Step 2:To see a list of the members from each team click on 'View Members'.
Schedules and Approval Flow
Schedules behave like a map for how your employees' reports should be submitted and approved, and they determine what happens to a report after it has been submitted.
Step 1: Go to 'Team Settings.'
Step 2: Click on 'Schedules.'
Step 3: Select 'edit' next to the schedule type that matches your company’s reimbursement frequency.
Step 4: From here you can edit the deadline dates, who approves the reports, and who pays out reports. The most important date here is the submission report deadline. Any reports submitted prior to the deadline will go into the current review payment period. Any reports submitted after will go into the next payment period.
For more information on Schedules see the following articles below:
Step 5: Once you are finished, click 'Save'.
Programs and Rates
Programs, short for "reimbursement programs," define how and how much team members are reimbursed.
Step 1: Click 'Team Settings.'
Step 2: Click 'Programs'.
Step 3: From the Programs screen, you will see that Everlance has already pre-generated Standard Rate CPM and No programs.
The Standard Rate CPM program is for employees that will be reimbursed based on the IRS standard deduction rate which is $.670 for the 2024 tax year although you can add new rates to this program at any time.
Members assigned to 'No program' can review team activity but cannot track trips or submit reports.
You can create a new Program by clicking 'New Program' from the top right corner of your screen.
Step 4: Create a 'Program Name' and add a description to help you remember this program. Next, select your 'Variable Schedule' for your program which will determine how often mileage reports are submitted, approved, and paid. Once you've entered all of your details click 'Create Program'.
Step 5: You will then be taken to the 'Edit Program' screen. From here, you can update your rates by selecting, 'Add Rate'.
Step 6: Enter your new mileage rate and the effective date, and click 'Save'.
Account Preferences
To Manage the information associated with your Team account follow the steps below:
Step 1: Go to 'Team Settings'.
Step 2: Next click on 'Account Preferences'.
Commute Disallowance
Turn ON or OFF commute disallowance
The Commute Disallowance feature enables teams to disallow commutes from employees' total mileage. By turning on this feature, you can exempt commutes from your team members' reimbursable mileage, in accordance with the commute disallowance type you select. You can learn more about the different types of commute disallowance here.
Expense Tracking via Bank Integration
Most companies choose to turn this feature off. However, if you would like to allow your team to sync their card/bank to the app for expense tracking you can enable this feature by turning it ON.
Long Trip Session Tracking
Long Session Trip Tracking is a team setting that allows admins to control whether team members can choose Long Session for their trip tracking style.
This setting is "ON" by default. However, we recommend turning it "OFF" to give you greater visibility into every work stop and ensure any Commute Disallowance works as intended.
Manual Trip Options
Admins are provided control over how their team manually reports trips through Manual Trip Options. Under the 'Adjustable' setting, users have the ability to modify their manually entered trips. For instance, if a user inputs a trip from Address A to Address B, the app will automatically generate the optimal route for the journey. With the 'Adjustable' option, users can then adjust the mileage; however, under the 'Strict' option, mileage alteration is tied to address changes and cannot be done independently.
Communication Preferences
Control email notifications for your entire team. By turning this feature ON, members will receive reminders such as report activity, status changes, and comments.
Reimbursements
Reimbursement Schedules (found on the Reimbursements page) allow the Account Owner and Super Admins (or Manager if they belong to the Approval Flow) to view their team's Reports by Pay Period for easy tracking and reimbursement.
To learn how to Approve/Reject reports or move reports from one pay period to another, follow the step-by-step instructions below:
Step 1: From the Team Dashboard, click 'Reimbursements'.
Step 2: Choose the 'All Pay Period' view.
If you have drivers who are not on a regular Pay Period/submitting schedule choose One-off Reports.
If you are on a FAVR program, you can choose between Variable and Fixed (All Pay Periods includes both).
Step 3: After you've selected the category you need, you can filter by status: Choose Needs Approval:
Step 4: A list of Pay Periods will appear. Select the one you'd like to review.
Step 5: Once you select your Pay Period, this will open a new page to view of individual reports within the pay period.
Step 6: For the easiest option to approve, select the 'Approve Pay Period' option in the top right corner and it will approve all the reports within this pay period.
Step 7: if you want to see specific reports within this pay period use the 'Filter by' tool.
For example, say you want to filter reports by compliance status, click the '+' next to compliance and select your status.
Step 8: You make decisions on multiple reports at once by adding a checkmark in the box next to individual reports. Here you can select the Approve, Reject, or Move to pay period.
If a Report has been Rejected, it will be returned (along with any notes from you) to the team member so they can make any necessary changes and re-submit the report to be approved in the next pay period.
It will be moved to the 'Rejected' view of the page detail of this Pay Period.
Step 9: If you want to review an individual report within the Pay Period, select the report in question, where you can view trip and expense details. If you want to approve or reject individually, you'll select Approve or Reject in the individual trips view.
Step 10: If you need to make a note on a report (such as ask a question about a trip or expense), type in the comment box on the right-hand side of the report page that says Comments & Activity. The Team Member will then be notified via email as well as a notification within the Everlance app.
If you chose to reject/approve reports individually, please remember to still "Approve" the entire Pay Period (this will not change the status of any Rejected reports) and download the Pay Period Detail Summary to send to your Customer Success Manager (if applicable).
HR Integration
For a limited time, Everlance is offering our HR Integration feature at no cost. This feature lets you sync your HR system with the Everlance Team Dashboard, making population management effortless. As you update details like first and last names, email addresses, employee IDs, zip codes, states, and end dates in your HR system, these changes will automatically reflect on the Everlance Team Dashboard.
Please note that, for now, updates to program, team, role, and leave dates will not sync. However, we are working on improving this and hope to include these updates in the future.
To learn how how to sync your HR system to your Team Dashboard, follow the steps below:
Step 1: Log in to your account on the Team Dashboard.
Step 2: Click on 'Team Settings'.
Step 3: Select 'Integrations'.
Step 4: Choose 'Automated Members Profiles'.
Step 5: Click 'Get started'.
Step 6: Before clicking 'Continue,' please ensure you are a system administrator and have your username and password ready. If you use Single Sign-On (SSO), you will need your credentials. Once you have these, click 'Continue' to proceed.
Step 7: With HR integrations you'll be able to choose between two different configuration modes. The "Update" mode ensures that existing users in Everlance are updated based on your HR system. The "Create & Update" mode creates new users in Everlance and updates them continually. Once you have read and understood the difference between the two configuration modes, click 'Continue'.
Step 8: With Integrations, you'll be able to select which members from your HR system should be added to Everlance. You can choose members using our profile filters. If none of the filters match your desired group, you can upload an email inclusion or exclusion list. Click 'Link HR system now' when you're ready to get started.
Step 9: Next, select your HR system.
Step 10: Follow the prompts to connect your HR system to Everlance. Each HR system has a different set of steps, so don't worry if your steps vary. The connection process only takes few minutes. Once you're connected, it can take 10 minutes to a couple of hours for data to sync.
Step 11: You will then be redirected to the HR system page where you can view the updated status and the linked system.
Everlance Payments
With Everlance Payments, managing driver reimbursements has never been easier. Late reports? Early payout requests? Handle them all directly from your dashboard with just a few clicks. Everlance Payments keep your drivers satisfied and maintains full control over your reimbursement schedule. You can learn more about Everlance Payments here.
If you're interested in Everlance Payments, contact your CSM or sales@everlance.com to add Payments to your plan!
Customer Support:
If you need to contact support or have questions, please check out our help center at help.everlance.com or reach out at support@everlance.com or by phone at (872) 814-6308 (USA) or (877)704-2687 (CAN). Our office hours are 9am-5pm EST Monday - Friday and 9am-1pm EST on weekends.
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