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Step 06 - Employees

Purpose​

Every TEM user must have a Business Central Employee Card and a corresponding AppsForDynamics365 portal login. This step creates those records and links them together so employees can log in, submit expenses, and be reimbursed correctly.

Before you start​

  • A default Employee Profile is supplied, so profiles are optional - see Set up employee profiles to customize
  • Each employee is assigned an approver here; custom approval policies are optional - see Set up approval policies
  • If reimbursing via Vendor Export: each employee must have a linked vendor record in Business Central. The employee is reimbursed through a vendor set up to represent them - this routes the payout through the standard vendor (accounts payable) payment flow

Steps​

Option A - Add employees in bulk (recommended for initial setup)​

  1. From Truvio Expense Management - Overview, select Employees
  2. From the Expense Management menu, select Add Multiple
  3. For each employee row: set Email, select an AppsForDynamics365 login (or create one with Create AppsForDynamics365 Login), assign an Approver, and tick Selected
  4. Click Add TEM to Selected → confirm

Tip: Use the Copilot feature to import employees from a CSV or Excel file exported from your payroll system. From the Employees page, launch the Copilot assistant and upload the file; it maps columns and prepares the records for creation.

Option B - Add a single new employee​

  1. From Employees, select + New, fill in the Business Central Employee Card fields
  2. From the header menu, select Expense Management → Configure for TEM
  3. In the wizard: assign Employee Profile, create or link an AppsForDynamics365 Login, assign an Approver, optionally send a welcome email

After adding - complete each employee record​

Open each employee card and scroll to the Expense Management section to set:

  • Employee Profile - the profile assigned controls visible categories and approval policies
  • Vendor No. For Reimbursement - required if the reimbursement method is set to Vendor (step 07)
  • Alt. No. For File Export - required if using payroll file export and the payroll system uses a different employee number

Portal logins​

Each employee needs a portal login to access the TEM web portal and mobile app. Portal logins are managed in Cloud Configuration - see Create logins.

Decisions that matter here​

Microsoft login vs username/password - set at the company level in step 01. See Authentication.

Approver assignment - every employee must have an approver unless auto-approval is enabled on their profile. The approver must also be a TEM user (with their own Employee Card and portal login).

Reimbursement via vendor - with the Vendor Export method (step 07), the employee is reimbursed through a vendor record linked to them, so the Vendor No. field is mandatory. Each such employee is also set up as a vendor in Business Central, purely to route the reimbursement through the vendor payment flow. Missing the Vendor No. will block reimbursement processing.

Validate​

Use Expense Management → Essential Fields from the Employee list to see all employees with missing required fields highlighted in red. Fix any gaps before proceeding.

Send a welcome email to each employee (Send Welcome Email action) and confirm they can log in to the portal.

Next​

→ Step 07 - Reimbursement

Field detail​