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Add a new employee

Goal​

Create a new employee in Business Central, enable them for Expense Management, and set up their portal login so they can access TEM.

Steps​

1. Create the employee record and enable TEM​

Option A - Manual

  1. From Truvio Expense Management - Overview, select Employees → + New
  2. Fill in the standard Business Central employee fields (name, email, etc.)
  3. Open the Expense Management tab and click Configure for TEM to launch the setup wizard
  4. Work through the wizard steps:
    • Select the Employee Posting Group and Employee Profile
    • Assign or create an AppsForDynamics365 Login (see step 2 below)
    • Assign the Approver who will review this employee's expenses
    • Optionally enable Send Welcome Email on the final step

Option B - Copilot import

If the employee does not yet exist in Business Central, you can use Copilot to create the record from a payroll export or CSV file instead of entering fields manually:

  1. From Truvio Expense Management - Overview, select Employees
  2. Click the Copilot import action and attach your CSV or Excel file (typically exported from your payroll system)
  3. Copilot maps the file columns to employee fields - review the suggestions
  4. If the mapping needs adjusting, type a correction prompt and click Regenerate
  5. Click Add Employees to create the records

After import, continue from step 2 (portal login) and step 3 (additional setup) below.

2. Create the portal login​

During the wizard, on the login step:

  • If a login already exists with a matching email address, it will auto-select - confirm it and continue
  • If no login exists, click + New to create one now. Fill in:
    • Login - the username for portal sign-in
    • Authentication method - Microsoft Login (uses existing M365 account) or User/Password
    • Email - used for notifications
    • Business Central User - link to the Business Central user account

3. Complete additional employee setup​

After the wizard, open the employee card and set reimbursement fields if applicable:

FieldWhen required
Alt. No. For File ExportFile Export reimbursement method - if payroll system uses a different employee ID
Vendor No. For ReimbursementVendor Export reimbursement method

What to check​

  • Employee can log in to the portal or mobile app
  • Expense they submit routes to the correct approver
  • Employee profile is correct - check visible categories match what the employee needs