Adding a user through integration
In Bezala, users can be added manually, through integration, or via an Excel spreadsheet. Netsuite, Mepco, Sympa, and Severa integrations can be used to synchronize user information.
Before adding a new user, it is first checked if the membership already exists based on the external ID and then the email. An exception to this is the Severa integration, where the user is attempted to be identified only based on the email unless otherwise specified. If an existing user cannot be found, a new user is created and added to the company."
In the web version users with Manager and/or Accountant roles can edit users' basic settings, bank information, default settings and approval cycles.
Adding users manually
Go to Users page in Bezala's web view
Click on the "Add a user" button on the bottom of the page.
Fill in the user's basic information and the details for reimbursement:
Name and email address are mandatory when creating new users to Bezala. Note that Finnish SSN is necessary for the Incomes Register reports. Users can also themselves add their banking information from their profile in Bezala.
Choose the default purchase type and payment method
Add the user roles. Each user should at least have employee user role. If necessary more user roles can be added
Manager (can edit company settings)
Accountant (can view all transactions)
More information on user roles here
Set up their approval cycle
Read more about Bezala's approval cycles here
Finally click on "Save" button to save the user settings. The user will receive a welcome message after their information has been saved.
Adding user importing spreadsheet
You can also add users to Bezala using an Excel spreadsheet.
go to the Users page
Click on 'Download Spreadsheet' at the bottom of the view to get an Excel template for adding users.
Fill in at least the mandatory fields (email, name, and SSN if Income Register reporting is activated) and save the spreadsheet.
Upload the spreadsheet back to Bezala using the 'Upload Spreadsheet' button in the Users menu.
Note that you cannot remove users using the spreadsheet upload. Additionally, the order of the columns cannot be changed.
Extra tips!
Check that chart of accounts in Bezala has all necessary payment methods and purchase types. More information on how to add a new payment method or purchase type for the users here.
Deleting and restoring users
Users can be removed manually or through integration in Bezala. With Netsuite, Mepco, Sympa, and Severa integrations, user information can be synchronized, including their removal. Transactions entered by a removed user will remain in the system even if their account is deleted.
Before deleting a user, make sure that all of their travel and expense reports have been fully processed and that they are not an approver for anyone.
Manually removing a user
You can remove a user from your Bezala account as follows:
Go to the Users menu
Click on the red cross/trash can next to the user.
Integrations and removing users
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.
If your company has a Netsuite, Sympa, or Mepco integration, when an employment relationship ends the user will be automatically removed from Bezala.
| NetSuite | Mepco | Severa |
Will the user be added if their data is added to the incoming data? | yes | yes | yes if Add/remove users based on data from Severa is on |
Will the user be removed if they’ve been deactivated on the integration’s side? | yes | yes, ”Deactivated” in this case means that the contract end date (“Ts Päättymispv“ column) has been reached. | yes if Add/remove users based on data from Severa is on |
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 on | yes if Add/remove users based on data from Severa is on |
Restoring a Deleted User
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 a user manually is done in the same way as creating a new user in the Bezala environment. Read detailed instructions on adding a user here.
If the restored user has the same email as before, they will also have access to their old travel and expense reports.