Users created in Access Evo do not automatically appear in the Access Expense user list. Even if an Expense role has been assigned in Access Evo, the user must be explicitly added within Access Expense before they appear. An administrator can do this in one of two ways.
Method 1: Add the user directly in Access Expense
This is the quickest option if the user already exists in Access Evo.
Navigate to Settings in Access Expense
Select Users from the menu
Use the search bar to find the person by their name
Click on the person’s name from the search results
Click Add to create them as an Expense user
Once added, the user will appear in the user list immediately.
Method 2: Assign the Expense role via Access Evo Members
In Access Evo, click Members in the top right
Find the user in the members list
Click Actions and select Manage roles
Use the drop-down next to Access Expense and select user
The user will be able to see Access Expense the next time they log in
The user will show as Added in the Users area until they have accepted their invitation and logged in. This is expected — it does not mean the setup has failed.
User accepted their invitation but still not appearing?
If the user shows as Active in Access Evo but still appears as Invited in Access Expense and cannot be added to approval routes, try the following in order:
Close the Expense tab and reopen it — this re-synchronises the app if the user accepted their invitation while Expense was open
Toggle the member’s role in Expense to No Access and back — this can refresh the link between their Access Evo identity and their Expense profile
Deactivate the member in the Members area, then reactivate them — note this removes all role permissions, which will need to be re-added after reactivation
If the user is still not appearing after these steps, contact Access Support for further investigation.