With the assistant feature, you can create, edit, and submit expenses and travel costs on behalf of other team members. This is especially useful for project or team assistants who regularly support multiple people.
Requirements
The feature is available to all user roles.
An assistant relationship must be actively set up – either by yourself or by an administrator.
The represented person’s IBAN must be stored in their profile (mandatory for submitting expenses).
Setting Up Assistant Access
There are two ways to establish an assistant relationship:
1. Add Assistant Access via Your Own Profile
You can define who you want to represent:
Open the “My Profile” menu at the bottom left.
Scroll to the “Reimbursements” section.
Under “Can represent”, select the people you want to submit expenses for.
Click “Save”.
Note: The selected user will automatically receive an email notification about your assistant access.
2. Administrator Adds Assistant Access
Administrators can define who can represent whom:
Open Settings and go to Members.
Select the relevant team member.
In the Reimbursement section, specify:
Who is allowed to represent this person (e.g., an assistant).
Whom this person is allowed to represent (e.g., as a supervisor).
Click Save to activate the assistant relationship.
Note: All involved parties will receive an email with the new permissions.
Submitting Expenses for Others
Once you are registered as an assistant for others:
Open the Expenses menu.
You will now also see drafts and open cases for the people you represent.
You can:
View, edit, and submit drafts
Create new expenses and assign them directly to the represented person
Important: All actions performed on behalf of another person are logged – both in Candis and in exported files.
IBAN Check: Prerequisite for Submission
To submit an expense, an IBAN must be stored in the profile of the person represented.
As an assistant, you can only see whether an IBAN is present – not the IBAN itself.
If the IBAN is missing, ask the person to enter it in their own profile.
Only administrators have full access to IBAN data.
Removing Assistant Access
If you should no longer submit expenses for a specific person:
Go to My Profile.
In the “Reimbursements” section, remove the person from the “Can represent” field.
Don’t forget to save.
Note: The person will be informed about the end of the assistant relationship. Your access to their expenses will end immediately – including cases you originally submitted.
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