Introduction: Why the link is useful, where to find it
The self-sing-up link can be given by the Company’s Bezala environment Manager. It is recommended to put the link e.g. on Company’s intranet if link is going to be used often.
Where a Manager-role Bezala user can find the link: Company settings > Basic settings-tab > Self sign-up settings drop-down ==> Click "Copy self sign-up link". (See more process recommendations for Managers down below).
This feature is recommended to sporadic users because the company might not have their personal information such as bank accounts available. Sporadic users will be invoiced according to our listed prices unless agreed otherwise.
Self sign-up is useful for: onboarding many new employees quickly, allowing contractors to request access and companies with high staff turnover.
Managers recommended pre-set up process for self sign-up link
When you copy the link (Company settings > Basic settings-tab > Self sign-up settings drop-down ==> Click "Copy self sign-up link"), it is ready to use.
This pre-set up is recommended before first person uses the link. The manager can set up the process while logged into the web version of Bezala.
Add company Fallback approver (so no expenses go to accounting without approval). Company settings > Approval-tab > Choose Fallback approver in drop-down > Click Save
Assign the user requests to join Bezala to a certain person (otherwise they are sent to all Managers in the company). Company settings > Basic settings-tab > Self sign-up settings drop down > Fill in email > Click Save.
Edit link if you want self-sign up user to be added to a default cost center (Check instructions below)
After that client can share the link to their new users or e.g. embed it to company’s own intranet.
How Registration Works for the User
Receive the link from their Bezala manager
Enter email and password for Bezala
Fill in basic information (first and last name, default payment method, language, IBAN, and SSN) in profile settings. If the user is not yet approved by the Bezala manager they should fill in the information in profile settings, not the Confirm email questionnaire, since the Confirm questionnaire doesn't save unapproved users information.
Start creating receipts, mileages, per diems, and rewards in Bezala
Transactions saved to Bezala will go through the approval process (if set up) and then move to accounting and payment as scheduled.
How Self Sign-Up Works (Behind the Scenes)
When someone registers via the self sign-up link:
The user receives temporary membership status
Temporary access is valid for 4 days without email confirmation
The user receives a confirmation email (link valid for 2 weeks)
Managers receive a "Request to use" notification. This can be limited to a specific Manager, see pre-set up step 2.
The user can log in and create expenses immediately while in temporary state
Self sign-up users are granted the Employee role by default. If a previously deleted user registers again, their previous membership is restored.
Manager Approval Process
Managers can filter users by: name/email, missing IBAN, missing SSN, activity (seen less than X days ago).
User registers email and password through self sign-up link (sent by Manager or copied from intranet if Manager has added it there).
User receives confirmation email to verify email address
Manager receives "Request to use" notification. This can be limited to a specific Manager, see pre-set up step 2.
Manager reviews user in Users section and approves or removes.
After approval, membership status changes to "accepted"
If user hasn't confirmed email, click "Send email confirmation instructions".
Important Notes
Self sign-up users are granted Employee role by default
If user doesn't confirm email within 4 days and isn't approved, access expires
Previously deleted users registering again restore their previous membership
User States After Self Sign-Up
NOT CONFIRMED (temporary): Initial state after registration. User awaits manager approval. Managers receive notification.
ACCEPTED: Final state after manager approves. User has full access.
PENDING: Only applies to manager-added users, not self sign-up.
Ways to Add Users (Comparison)
Method | Initiator | Initial State | What Happens |
Self sign-up | User | NOT CONFIRMED | Manager approval required |
Manager via UI | Manager | PENDING/ ACCEPTED | Invitation email sent automatically once new user is saved in UI |
Excel import | Manager | ACCEPTED | Manager can send email invite |
HR Sync | Automatic | ACCEPTED | Synced from Severa, NetSuite, etc. Manager can send email invite. |
Q&A
Why wasn't my IBAN & SSN information saved?
If you haven't been approved by a company Bezala Manager, the questionnaire you filled in while clicking the Confirm-email button does not update your profile settings. Go to your profile (Login to web version ==> Profile icon ==> Personal Settings) and refill the information there and remember to click Save.
Who can approve user memberships?
Anyone in the company with Manager role (Main menu ==> Users ==> Click "Approve" on the users row). The client is responsible to verify if the users actually belong to their company’s Bezala and that their users are approved on time.
How long is the temporary membership valid and what happens if user is not approved on time?
User has to be approved in 4 days or they can not log in until their membership is approved. User will be shown this message on log in page if their membership has not been approved on time: "A manager from Company Ab Oy needs to confirm your account before you can continue". Approved sporadic user can log in to Bezala and continue using their Bezala account as long as needed.
What happens if you try to approve/disapprove transactions from a user who is not yet approved?
If the approver has just an employee role in Bezala, the queue will move forward with the process (e.g. go to queue or to the next approver). If the approver has a "Manager" role, he/she will receive a notification to accept the membership after he/she has approved of the expense.
Who can approve user memberships?
Anyone in the company with Manager role (Main menu ==> Users ==> Click "Approve" on the users row). The client is responsible to verify if the users actually belong to their company’s Bezala and that their users are approved on time.
Assign default cost centers
You can use a unique cost center self sign-up link to assign new users to a specific cost center:
Copy & paste the company self sign-up link (Company settings > Basic settings-tab > Self sign-up settings drop-down ==> Click "Copy self sign-up link")
Go to Cost Centers-page (Main menu ==> Cost Centers)
Search for the relevant cost center.
Note (e.g. copy & paste) the external ID number in the External ID column (if you are doing this for all cost centers, then Download Spreadsheet).
Add &default_cost_centers= between the normal company link (see step 1) and external ID number (see step 2) to create the specific cost center self sigh-up link
Example 1: External ID is 123, then the unique link should look like this: companylink&default_cost_centers=123
Example 1: External ID is 456, then the unique link should look like this: companylink&default_cost_centers=456
Same cost center link instructions in more technical detail and language:
Edit the self sign-up link to append the cost center IDs to it. For example, here is the initial link, found on the Company Settings page, under the Authentication & Sign-up section:
https://app.bezala.com/invite?load_spa=false&locale=fi&company_uuid=YOURCOMPANYID
Prepend a default_cost_centers parameter to it, where XXX are the comma-separated ID numbers of the Cost Centers:
&default_cost_centers=XXX
The final link would look like this:
https://app.bezala.com/invite?load_spa=false&locale=fi&company_uuid=YOURCOMPANYID&default_cost_centers=SOMEID,OTHERID
You can find cost center IDs on the Cost Centers page in the ID column.
