Create a New User in Acubiz

To grant an employee access to Acubiz, a personal user profile must be created. It is crucial for the system's functionality that user data is always kept up to date.

Related: See also Introduction to Automatic User Integration & FAQ

How to do it

Go to Administration -> Users:

1. Click on the Create New User icon.
   
2. Fill in the required fields in the creation form (see specifications below).
3. Save the user. The profile will then be activated according to the company’s default settings.

Required Master Data

The following information must be filled out during creation:

• Name (First Name + Last Name)
  The combination of first and last name must be unique in Acubiz.
  • Solution for name duplicates: Make the name unique by adding initials or employee number in the last name field (e.g., Peter Jensen (PJE) and Peter Jensen (PEJ)).
• Initials
  This field is mandatory. If the company does not use traditional initials, another unique value can be entered (e.g., employee number).
• Email Address
  Must be a valid, active, and unique email address per employee.
  • Important: The email is used for password resets and all system communication. If Single Sign-On (SSO) is used, the email address must match the employee’s profile in the company’s Active Directory (AD).
• Approver
  All users must have an assigned approver to be able to submit expenses. Any user with the folder/role Approver can be selected.
  

Other Areas and Configuration Options

Depending on the company’s setup, the following areas should also be reviewed:

• Personal Information & Affiliations: Manager and approver relationships.
• Accounting: Employee accounting (see Employee Expenses and Reimbursements).
  
• Financial Dimensions: Company, department, cost center, etc.
• Approval Authority: Approval amount limits and handling of own settlements. See Use of Approval Amount Limits in Approvals
• Credit Cards and E-Transactions: Setup for automatic matching to company cards (see Configure Automatic Transaction Matching).

Tip: Since the exact setup varies from company to company, it can be helpful to look up an existing employee and use their profile as a template.