Everlance supports team organization with roles and sub-teams:

 The Account Owner, at the top of the hierarchy, has access to all teams, sub-teams, and individual users’ work-related information.

Admins and Managers can only see the work related information of the users in their own sub-teams (though Admins and Managers can also be “stacked” to further segment the organization).

Account Owners have access to the billing and subscription details, the ability to remove members and change user roles, and are able to adjust the team structure at any time. Admins and Managers, like the Account Owner, can invite members to their team, set sub-team settings, generate data exports and approve expense Reports.

Team and Sub-Team Settings

Mileage Rates, Purposes, Expense Categories, and Team Places can be applied at the Account Owner, Admin, and/or Manager level, so the users of the sub-teams they lead see just what’s relevant to them and nothing else.

Sub-teams are a great way to incorporate your company’s existing hierarchy into Everlance, and as Settings can be set at the Manager or Admin level, sub-teams can have specific Mileage Rates, Purposes, Team Places, and Expense Categories. The name of the sub-team will carry down to the Members included in that Team, so this may be another avenue to specify allocations, segment departments or regions. The sub-team leader can access the work-related information of all users in their sub-team, but not of users in sub-teams in which they do not have oversight. If a company is approving Reports, the Approval Flow automatically has the direct manager of a sub-team as the approver, but additional approvers can be added and the flow can be adjusted. 

Rates are automatically set at the IRS Standard Mileage Rate, but these can be updated to fit your company’s use-case. For Teams focused on audit protection, or those on the FAVR program, setting the Rate to $0 would remove mileage values on the users’ trips.

Purposes can be added or changed, and each Purpose can have a unique mileage rate, which would give your Data Exports and Report Summaries more color, add to business intelligence and assist with allocating expenses. On the driver’s side, the Purposes would appear after swiping the trip or expense as work-related. If only 1 Purpose is assigned, there is no additional screen for the driver and the trip or expense is automatically classified under the Team Purpose. 

Team Places will automatically label locations on trips for the members of that team or sub-team, bringing additional clarity to the drivers on the road and insight to leadership. Filtering these Places in Data Exports or in a Report Summary can allow leadership to assess routes, visitation schedules, and more by seeing how often certain Places are frequented. 

Categories for expenses help teams easily and efficiently track allocations. 

Reports & Approvals

The Reports feature allows employees to submit trips and expenses for approval on one Report, and as these Reports are locked against further edits once they’re approved, management is given peace of mind. The Report Status, the activity log, and the ability to comment on Reports provides transparency on the member’s end when it comes to receiving their reimbursement or following up on a claim. 

The Approval Flow can be set by the Account Owner of a team and can have as many approval levels as needed. Out of the box, Everlance would send Reports to the employee’s direct team leader, but that step can be removed, other steps added, and other actions assigned.

Team Dashboard Navigation

Everlance’s Customer Success team is always happy to hold training sessions for the Team Dashboard, the Everlance App, new feature walkthroughs and more. Contact your representative to schedule a training session.

More information on the Team Dashboard will be provided in the next few modules, but you can watch a brief walkthrough by clicking here.

In addition to App training sessions, tutorial videos are included in the Welcome email to your new team members. These can also be accessed below:
Android App Tutorial for Business

iOS App Tutorial for Business

* Reach out to our Support and Success departments with questions and feedback; we love hearing from you! Support can be reached at support@everlance.com or by phone at (872) 814-6308.