You can define, edit, delete or share groups of your favorite attendees and also attach them to expenses.
Before you begin, please note the following:
- Attendees that you add to a group must first be in your favorites list. If you want to add someone who is not a favorite, make him/her a favorite then add to a group.
- Each group can have as many as 500 individual members.
- There is no limit to the number of groups you can create.
- An attendee can belong to more than one group.
Create a Group
You can create a group of your favorite attendees in two ways:
- Using Profile
– or – - Using the Attendees area of the Expense (or New Expense) tab on the expense report
Profile
To create a group:
- Click Profile > Profile Settings > Favorite Attendees (in the Expense Settings section of the left-side menu).
- Click the Attendee Groups tab.
- Click Add New. Your list of favorites appears on the Attendee Groups tab.
- Select each attendee who is to be included in the group.
- In the Group Name field, type a name for the group.
NOTE: The name does not have to be unique but it is a best practice to have unique group names. - Click Save Group. The selected attendees now appear in a group.
Use the Attendees area of the expense
You can create a group from an existing expense. To do so:
- In the Attendees area of the Expense (or New Expense) tab, select the desired attendees.
- Click Create Group.
- Enter the group name.
- Click Save. The new group appears on the Attendee Groups tab in Profile.
Edit a group
Use the edit feature to:
- Add more attendees to an existing group
- or - - Remove attendees from an existing group
To edit a group:
- Click Profile > Profile Settings > Favorite Attendees (in the Expense Settings section of the left-side menu).
- On the Attendee Groups tab, select the group.
- Click Edit.
- Make the desired changes.
- Click Save Group.
Share Attendee Groups
You can send a copy of one or more of your groups to another user. The group then appears immediately on the recipient's Attendee Groups tab; all individual attendees in the group also appear on the recipient's Attendees and Favorites tabs.
To send a copy to another user:
- Click Profile → Profile Settings → Favorite Attendees (in the Expense Settings section of the left-side menu).
- Click the Attendee Groups tab.
- Select one or more groups.
- Click Send Copy. The Send a copy of the selected group(s) window appears.
- Find the desired recipient. NOTE: You can send to one recipient at a time.
- Click Send.
Note the following:
- Remember - you sent a copy. Any modifications that you make to your group will not affect the recipient; any modifications that the recipient makes to his/her copy will not affect your group.
- Since the group names do not have to be unique, you cannot overwrite or otherwise destroy data in the recipient's group list.
- If the recipient does not have access to an attendee type, any attendees of that type will not be included in their copy of the group.