Introduction
In Bezala, users can be added manually, through integration, or via an Excel spreadsheet. Users with Manager or Accountant user roles can create and edit users' basic settings, bank information, default settings, and approval cycles in the web version of Bezala.
If you add users manually, make sure that you do not add duplicates of the same user. Adding users through integrations checks for duplicates automatically.
Membership statuses explained
Each user has a membership in each Bezala environment they are added to. Memberships have different states:
State | Description | Expiration |
accepted | Active user with full access | None |
pending | User invited but hasn't accepted the invitation yet | None |
temporary | Self-registered user with unconfirmed email address | 4 days |
declined | User invitation rejected by manager | None |
When a user is deleted from a Bezala environment, their membership is deleted. However, the membership is not fully removed from the database, meaning a user can be restored in any environment at any time.
Adding Users
Method 1: Adding Users Manually via UI
Manager adds the user directly through Bezala's web interface:
Go to Company settings -> Users tab in Bezala's web view
Click on the "Add a user" button at the bottom of the page.
Fill in the user's basic information and the details for reimbursement:
Name and email address are mandatory
SSN (Social Security Number) is necessary for Incomes Register reports
Users can also add their banking information themselves from their profile in Bezala
Choose the default purchase type and payment method
Add the user roles. Each user should at least have the Employee user role. If necessary, additional user roles can be added:
Manager (can edit company settings)
Accountant (can view all transactions)
There is no role for a supervisor; the right to see team employee expenses and credit card transactions is given through approval cycles instead
More information on user roles here.
Set up their approval cycle
Read more about Bezala's approval cycles here
Finally, click on "Save" to save the user settings
Result: User is created with "accepted" status. Email confirmation is not sent automatically. Manager can click "Send invite" to send a password setup email.
Method 2: User Self-Registration via iframe
User registers themselves through a company-specific link:
Result:
User receives "temporary" status (expires in 4 days)
Managers receive a "Request to use" notification
After manager approval, status changes to "accepted"
Method 3: Bulk Import via Excel Spreadsheet
You can add multiple users at once using an Excel spreadsheet:
Go to Company settings → Users tab in Bezala's web view
Click on "Download Spreadsheet" at the bottom of the view to get an Excel template
Fill in at least the mandatory fields (email, name, and SSN if Incomes Register reporting is activated) and save the spreadsheet
Upload the spreadsheet back to Bezala using the "Upload Spreadsheet" button in the Users menu
Important notes:
You cannot remove users using the spreadsheet upload
The order of the columns cannot be changed
Users created via bulk import receive "pending" status
Manager must click "Send invitation email" to activate the users
Bulk Import Format
XLSX/CSV columns:
Person Number (required): External ID for user identification
User Email (required): Email address for login and communication
User Name (required): Full name of the user
User Language: Finnish, English, Swedish
User Role: employee, manager, accountant, approver, money_checker (comma-separated for multiple roles)
Note: User roles added via import are added only, never removed. Existing roles are preserved.
Method 4: Adding Users Through Integration
Supported integrations: NetSuite, Mepco, Sympa, and Severa
Before adding a new user through integration, the system first checks if the membership already exists based on:
External ID (membership's external ID)
Email address
Exception: Severa integration identifies users only by email address unless the "Connect users by external ID" setting is enabled.
If an existing user cannot be found, a new user is created and added to the Bezala environment.
Inviting and Activating Users
For New Users (No Existing Account)
Click "Send confirmation" button
User receives an email to set up their password
Email confirmation links are valid for 2 weeks
For Existing Users (Has Account in Another Environment)
Click "Send invite" button
User receives a company invitation email
User must accept to gain access to the new environment
User Roles
User roles control access levels and capabilities within Bezala. Assign roles in user settings:
Available Roles
Employee (default)
Can add expenses
Can be a supervisor/approver if saved as someone's approver
Manager
Can edit company and user settings
Requires Employee role to function
Accountant
Can view all transactions
Requires both Employee and Manager roles to function
Approver (Public)
Can be selected as an approver when changing a transaction-specific approval cycle
Money Checker
Acts as the final approver in any approval cycles where the user is set as an approver
No expense can be sent to accounting without their approval
Secretary (Requires administrator access)
Can add expenses on other users' behalf
Must be added as a resource to all accounts and cost centers of users they support
Beta Tester (Requires administrator access)
Access to new features in testing phase
Important: There is no specific user role for a supervisor/team leader. The right to see team employee expenses and credit card transactions is given through approval cycles instead.
Read more about approval cycles here.
Removing Users
Manually Removing a User
Before deleting a user, ensure that:
All of their expense claims have been fully processed
They are not set as an approver for anyone
All transactions have been reported to the Incomes Register (if applicable)
To remove a user:
Go to Company settings → Users tab in Bezala's web view
Click on the red cross/trash icon next to the user
What happens:
The membership is soft-deleted (can be restored)
The user's expense data remains in the system
If the user has non-accounted expenses, removal is blocked
If transactions haven't been reported to the Incomes Register, removal is blocked
Error messages you might see:
"The user you tried to remove still has non-accounted transactions in Bezala. Process the transactions and retry if you still wish to remove the user."
"The user you tried to remove still has transactions not reported to Incomes Register. Wait until the transactions are reported to delete the user."
Removing Users Through Integration
A user's information can be imported through integration. If their information is no longer included in the data coming through the integration, or if their account is deactivated in NetSuite, Mepco, Sympa, or Severa, they will be removed from the Bezala environment.
Integration-Specific Removal Behavior:
| NetSuite | Mepco | Severa |
Will the user be added if their data appears in incoming data? | Yes | Yes | Yes (if "Add/remove users based on data from Severa" is enabled) |
Will the user be removed if deactivated on the integration's side? | Yes | Yes (when contract end date is reached) | Yes (if "Add/remove users based on data from Severa" is enabled) |
Will the user be removed if their data is no longer coming from the integration? | Yes | Yes (unless "Don't delete membership if user is not present in the file" is enabled) | Yes (if "Add/remove users based on data from Severa" is enabled) |
Mepco-specific: "Deactivated" means that the contract end date ("Ts Päättymispv" column) has been reached.
Restoring Deleted Users
Restoring via Integration
If user data is synchronized through NetSuite, Mepco, Sympa, or Severa, you can reactivate the user on the integrated system's side. After that, the user should also appear in Bezala.
Restoring Manually
Restoring a user manually is done in the same way as creating a new user in the Bezala environment:
Follow the steps in "Adding Users Manually via UI" above
Use the same email address as before
Result: If the restored user has the same email address as before, they will also have access to their old expense claims.
HR Integration User Sync
Supported integrations: NetSuite, Mepco, Severa
General Sync Behavior
Adding & Removing Users:
Users are added when their data appears in the integration
Users are removed when deactivated or removed from the integration source
User properties are updated only when source data changes
Empty values in the source do not erase existing Bezala data
User Lookup During Sync:
The system identifies existing users in this order:
First by membership external ID
Then by email address
Exception: Severa looks up by email only (unless "Connect users by external ID" is enabled).
Mepco-Specific Settings
Contract end date triggers user removal
Company external ID filters users by subsidiary
"Don't delete membership if user is not present in the file" setting can prevent automatic removal
Severa-Specific Settings
"Add/remove users based on data from Severa" setting controls whether users are automatically added/removed
Country filter available to limit imported users to specific countries
FAQ
How do I add a user to Bezala who does not have a Finnish social security number?
You can create a user account for a person without a Finnish social security number. However, please note that Incomes Register reports cannot be sent without a Finnish social security number, so these reports must be handled separately.
Deactivate the option that automatically sends reports to the Incomes Register from the user's profile. If the social security number has been set as required in your organization, it can be temporarily disabled by the Bezala support team while the user is being added, and then re-enabled after.
What happens to a user's expenses when they are removed?
Transactions entered by a removed user will remain in the system even if their account is deleted. This ensures data integrity and audit trails are maintained.
How long do invitation links remain valid?
Email confirmation links are valid for 2 weeks from the time they are sent.
Can I change a user's roles after they've been created?
Yes, users with Manager or Accountant roles can edit other users' roles at any time through the Users tab in Company settings.