In this article, you will learn how to create various templates for Activities. This means that your company will have more tailor-made options of which Activities are available to grant or ask for.
Just to remind you, activities are allocated amounts of spend that you can give an employee.
It is typically within the scope of the Admin and Managerial roles to edit the Activity Templates.
If you have the proper roles, you can edit Activity Templates by going to My Organization-> Policies -> Activity Templates
This is how the screen looks when you arrive at it:
Depending on the amount of activity templates your company has you can scroll over and see even more.
You can also create a new one if you click on the Grey Plus Sign on the left.
The Activity topics are separated to the the following categories:
- Global vs. Private - meaning are these templates just for our organization or for all companies.
- Spend vs. Benefit - this is a decision for your company's accounting department, which is directly linked to tax policies.
When you click on a template icon you will see all the features available for customization. Each template can have its own unique features selected.
In the General Activity Settings (see screenshot below), you may change the following lines:
- Activity Template Name
- Disabled: Makes the template unusable at this stage.
- Type: Is this a Spend or a Benefit. As described before, this is decided by your accounting department in your organization.
- Available in apps and ui.
- Can be created as a bulk activity: A bulk activity is for a group of employees at the same time. For example, a Meals Activity for all employees at the company.
- Can be created as a standalone activity: Can this Activity be created for a singular Activity?
- Can an employee create this activity for themselves
- Requires enough budget upon creation
- Can have more than one line item: This is used in Activities where the expense is mapped to separate topics and commonly to separate accounting cost centers. For example, a Business Trip Activity will include one line item for flights, a second for hotels, a third line for cab fair and a fourth line item for drinks.
- Is this an activity for private usage: In this case the expense will be classified as Private and not from the company's budgets.
- Supports rollover budget
- Skip advanced setting
You can select to enable it or the features you want from this section by making sure the orange check appears next to it (see screenshot above). You can change the name by clicking on the text. In the case of the template in the screenshot, it's Birthday Gift.
The next section is called Transaction and Budget Restrictions. It consists of:
- Default Currency
- Activity Amount
- Daily Limit: A cap you can put on an activity with a bigger budget limiting the amount that can be spent in 24 hours.
- Transaction limit: A cap on how much an individual transaction can be for within the activity.
- Card Present
- Limit To Currencies
- Limit to Countries
- Recurring
- Bound to Card: If a user has multiple cards they can only use a specific card for activities.
- Partial Approval
- Single Use
- Editable by User
- Auto Extend
- ATM
- Standing Orders
- Split Activity Budget: users can split activity between each other
- Merge Activity Budget: activity can be combined with other activities
- Hide Activity Limits
- Hide Daily Limits
- Hide Transaction Limit
- Out of Pocket
- Locked by Default
- Lock on Buffer Usage
- Receipt Required
For the above options you can select:
- Enabled: Is it an approved option for this Activity?
- Editable: Once the option is visible, will you be able to edit it?
- Visible at creation: When defining a new Activity - will this option appear in the interface?
- Set as true: If this is flagged, once the option is visible, it will be marked with a Vee sign.
You can also adjust the visible assets of an activity.
We have preset photos you can select. But if you choose to select your own they must match the dimensions specified in the photo:
- Header: 1065 x 237 pixels
- Square: 492 x 459 pixels
- Icon: 64 x 64 pixels
It is crucial to choose a Category (and it is possible to choose more than one). This will correlate with the MCC codes.
Here you can also declare if the Activity will be usable only with specific merchants.
When you are done editing this page, you will see on top the saving buttons:
- Revoke- to discard everything you have done so far.
- Save Changes - to Save what you have done in the current template.
- Save As - to duplicate this template with a new name.
- Revert to Default- if pulled from the default section it will go back to its original settings