How Do I Manage Activities in Custodia?

Activities in Custodia are how you track business spend against approved budgets. Once Activities are approved, you can manage them in several ways—such as locking to prevent future use, editing key information, and (if enabled) sharing with colleagues and merging with others. This guide will walk you through how to manage Activities on both Web and Mobile.

Locking an Activity

Locking an Activity prevents any new expenses from being charged against it. This is helpful when the budget has been fully used or a project is complete.

On Mobile:

1. Open the Custodia App and log in.

2. Go to the Plan tab.

3. Swipe left on the Activity you want to lock.

4. Tap Lock.

On Web:

1. Log in at my.custodia.ai.

2. Navigate to Activity > Activities.

3. Click on the lock icon on top activity panel to lock

4. Select Lock Activity.

Note: You can unlock an Activity using the same steps if your company allows it.

Editing an Activity

You can edit certain fields in an Activity such as title, purpose, dates, or budget amount. Edits may require re-approval depending on your company’s workflow.

On Mobile:

1. Go to the Plan tab.

2. Find the Activity you want to edit.

3. Swipe on the top panel to select Edit i

4. Update fields as needed and save.

On Web:

1. Navigate to Activity > Activities.

2. Click into the desired Activity.

3. Use the three-dot menu to select Edit and update the required fields.

4. Submit changes.

Sharing an Activity

This feature is only available if enabled by your company.

Sharing allows another user to spend against your budgeted Activity that. This can be helpful for team trips or group projects.

To Share:

1. Open the Activity details on either Mobile or Web.

2. Tap or click Share.

3. Enter the email or name of the user.

4. Confirm the share request.

Users must be active in the Custodia platform to receive shared access.

Merging Activities

This feature is only available if enabled by your company.

Merging allows you to consolidate two or more Activities of the same type and budget of origin into a single activity for an increased budget.

To Merge:

1. Navigate to the Activities section on Web.

2. Select the Activities you want to merge.

3. Click Merge Activities (option appears only when multiple eligible Activities are selected).

4. Choose the destination Activity and confirm.

Merging is permanent. Make sure all users involved are notified before proceeding.

Archiving an Activity

Archiving removes an Activity from your default view but does not delete it. Archived Activities can be reactivated later.

On Mobile:

1. Go to the Plan tab.

2. Swipe left on the Activity panel.

3. Tap Archive.

On Web:

1. Go to My Dashboard.

2. Use the filters to view Active Activities.

3. Click the archive icon next to the Activity.

To unarchive: filter by Archived and click the Restore icon.

✅ Summary

Need more help? Contact your Admin or reach out to Custodia Support through the Help menu in your app.