Setting up your team, especially if it’s larger, can cause some confusion. Once you’ve sent out your invites and your team has accepted those invites you will begin to see those drivers show on your Team Tree.
Editing the team tree, to create new sub-teams, can be completed by dragging and dropping users below and to the right of the admin or manager that they will fall under.
For larger teams, it can be easier to change the team a user is attached to through their profile. You don’t have to drag and drop each user around the team tree but can instead type in the email address of the new admin or manager.
Team Roles & Responsibilities
- Root Admin/Owner - Has complete access over the account. Can make any changes to members, reports, favorite places, purposes, and mileage rates.
- Admin - Has access to their team and sub-teams. They can invite members, view reports & generate data exports on their team or a sub-team.
- Manager - Has access to their team. They can invite members, view reports & generate data exports for anyone on their team.
- Member - Cannot access anyone else’s information. They have access to the Web Dashboard, which is the personal computer portal for users and they can view their own trips and expenses.
Changing the team member’s role can be completed within that user’s Profile on the Team Dashboard. Only the Root Admin/Owner of the account can change the role of a team member. Click here for those instructions or see the screen recording below:
The Summary screen on the Team Dashboard is a very useful and informative tool for admins and managers. This screen will allow you to see your team, their mileage, and the value of their mileage and expenses.
Remember, you will not be able to see their Unclassified or Personal mileage. This Summary will give the admin and managers a little insight as to whether or not the team is tracking. If you look through the summary and you see there are 444 unclassified miles this lets you know that trips are being recorded but they aren’t being classified. If you see 0.0 miles under every category this lets you know that trips aren’t being recorded and it may be time to reach out and see if the driver is having some trouble.
On the Summary screen, you can also click on the email address of any team member to access their trips, expenses, and their profile. If you have Team Expenses added to the summary, clicking on an email address will take you to the member’s expenses. Without the Team Expenses showing, clicking on an email address will take you to the member’s trips.
Data Exports will allow you to see a breakdown of mileage and expenses for your individual members, specific teams, or the entire team. Data Exports are easy to use and useful when you as the admin or manager want more control over when the data is generated. This prevents you from having to wait on team members to submit a report when you can log into the Team Dashboard and generate the Export instead. When generating the Exports you can choose a format of CSV, Excel, or PDF for a single team member. If you are generating for a team or sub-team, you will only be able to generate the export in either a CSV or Excel format.
Once an export has been generated you will be able to download them from the dashboard. These reports will also be emailed to the admin or manager that makes the request. These exports are available for 7 days from the date they were generated, whether you retrieve them from the dashboard or the email. If you download them, you will always have access to them as long as you save them.
The Everlance Reporting option is the easiest way to go about setting up a reimbursement setup for your team. As your team drives and classifies their trips a Draft Report is created within the app and when it is time for them to submit the report for reimbursement it’s as simple as pushing a button.
Once your drivers have submitted a report to you, you will be able to view those reports from the My Tasks in the Reports section from the dashboard. You can use the Reports section to view the reports that you’ve Approved, Rejected, Paid, or that are pending Approval or Payment.
You can even include a filter on this page if you are needing to look for a specific use, a specific time frame, or all reports with a certain status (Needs approval by me, Marked as Paid...etc.).
If you are needing a Summary Report for multiple users with a certain status or every report for an individual user you can generate that on this screen as well.
You can view the trips, expenses, and the value of those trips and expenses, and any notes within the report. This is where you will also either Approve or Reject the report. When a report is rejected you are required to include a note letting your driver know why the report is being rejected so they know what they need to correct before submitting it again.
The Approval Flow can be adjusted within the Team Settings from the Admin Dashboard. When it comes to approving reports there are different setups that you can do for your team. If you’re a smaller team you may set it so Team Lead Needs to Approve. This will have it so the admin or manager will be able to approve their team’s reports.
Larger teams may have several people that will play a part in approving reports and marking them as paid. This can happen when reports need to be approved by the team lead but the payroll department will be the ones marking them as paid. This can also be adjusted within the Approval Flow.
The Approval Flow goes from top to bottom. The Root Admin/Owner would be the top team lead to approve anyone directly under them. Admins and Managers will approve the members directly under them attached to their team. Members will not approve anyone since they are not in a leadership position. Anytime the Approval Flow is updated it will only affect Reports that are created from that point forward. All part Reports will still be attached to the previous approver.
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