Add and manage guests – Extend

Overview

The Guest role is intended for temporary employees (e.g. interns, contractors) who may need to receive virtual cards from your organization to cover payment(s).

Guests can only perform the following tasks in the Extend app:

• View their own virtual cards and transactions
• Attach receipts to transactions
• Tag transactions with expense category codes
• Submit out-of-pocket expense reports

Guests cannot register a card account, request virtual cards or budgets, or use a budget. They also have no visibility into organization settings or members.

How to add a Guest

Guests can be added to an organization in the following two ways:

1. Admins and Owners can add a Guest from the invitation flyout, just as they would invite any other user to join the org. Once a Guest is added, they are automatically part of the organization. They do not need to accept an invitation.

2. Alternatively, when a virtual card is sent to a recipient outside of the organization, Admins and Owners can select to add the recipient as a Guest (or invite them as a Member) to the organization.

Note: If Bookkeepers or Members send a virtual card to a recipient outside of the organization, the recipient will be automatically added as a Guest. They do not have the permission to assign a different role.

What is the Guest experience in the Extend app?

When a Guest is added to an organization, they will receive an email with a link to sign into Extend.

• If they've never signed up with Extend, the link will direct them to create a profile in Extend before proceeding.
• If they already have an Extend profile, the link will directly open up the Home page of the new organization to which they have been added as a Guest.

When a Guest receives a virtual card, they will receive an email that includes two ways to view the virtual card details:

• One link opens the virtual card details in their default web browser, regardless of whether or not the user has created an Extend profile.
• The other link allows the Guest to sign into Extend, should they choose to view the virtual card details directly in the Extend app.

Once a Guest has created their profile and logged into Extend, they will see a very limited organization experience. They will only be able to see virtual cards they've received and their expenses.

On the virtual cards page, they can view their card details and push to mobile wallet (issuer dependent). On the expenses page, they can review their transactions and attach receipts.

Can I update a current member of my organization to the Guest role?

Once you've made someone a Guest in your org, you cannot directly reassign them as a Member, Bookkeeper, Admin, or Owner. To upgrade a Guest's role, you must first deactivate the Guest from your org and then send a new invitation to that user with the appropriate role.

Existing organization members cannot be directly changed to a Guest. You must first deactivate the user and then re-add them as a Guest.