Overview

The Employees page allows administrators to view and manage employee information in Custodia. From one location, you can review employee details, manage cards, assign roles and spend profiles, and access employee activity and organizational assignments.

Who This Is For

Account administrators and authorized users responsible for managing employees and their access within Custodia.

Accessing Employee Details

1. Log in to the Custodia web application at my.custodia.ai.
2. From the left navigation menu, select Employees under My Org.
3. Use the search bar or available filters to locate an employee.
4. Click the employee's name or open the three-dot menu (⋮) and select View Details.

The Employees page also allows you to filter employees by status, view administrators, and export employee information.

Understanding Employee Details

Once you open an employee's profile, you will see several tabs containing their information, permissions, and activity.

1. Details

The Details tab contains the employee's personal and organizational information.

To update employee information, click the pencil icon next to the applicable section.

2. Cards

The Cards tab allows administrators to view and manage cards assigned to an employee.

You can:

• View active, new, suspended, and expired cards.
• Review card details, including card type, provider, and status.
• View the employee's last card transaction.
• Issue a new card using Issue New Card.
• Access additional card management options through the three-dot menu (⋮).

3. Roles

The Roles tab controls the employee's access and spending capabilities within Custodia.

Permission Roles

Determine what the employee can access and manage, such as approval responsibilities or team management.

Spend Profiles

Define the employee's spending capabilities and applicable spending policies.

To update an employee's assignments:

1. Click the + icon next to Permission Roles or Spend Profiles.
2. Select the appropriate assignment.
3. To remove an existing assignment, click the X on its label.

4. Audit

The Audit tab provides visibility into employee activity and system events.

Available sections include:

• Login Events: Review employee login activity.
• User Audit Trail: Track recorded changes and actions.
• SMS Delivery Status: Review SMS delivery information.
• Security Events: View security-related activity.
• Notifications: Review notifications sent to the employee, including spending requests and approval updates.

Use the available search fields to locate specific records.

5. Business Info

The Business Info tab displays the employee's organizational assignments and access to company data.

Available categories include:

• Teams: View the employee's default team and additional team memberships.
• Cost Centers: Review assigned cost centers.
• Classes: View applicable accounting classifications.
• Projects: Manage project assignments.
• Customers: Review customer assignments.

To add an assignment, select the appropriate category and click the + icon. Existing assignments can be removed using the X next to their name, where available.

These assignments help determine which organizational data an employee can access and use when submitting requests or categorizing expenses.

6. Delegates

The Delegates tab provides access to the employee's delegation settings, where applicable.

Additional Employee Management Options

From the Employees page, click the three-dot menu (⋮) next to an employee to access additional actions.

Need Help?

If you need assistance managing employee information, roles, or organizational assignments, please contact your company's Custodia administrator or reach out to support@custodia.ai.