Guest links allow anyone with the link to register as a member of your organisation so that they can create and submit claims. You can create a link once and share it with any number of people, rather than individually adding them to your claimexpenses.com account.
Once you create a guest link, anyone who has the link can become a guest member in your organisation. They will still need to log in to claimexpenses.com - this allows them to autosave and return to draft claims the same as any other user. If they have not used claimexpenses.com before, they will be able to register for a free user account by providing their name and verifying their email address.
One claimexpenses.com user account can be a member of any number of organisations - ideal for freelancers to manage all their claims in the same place.
Our Trusted email domains feature is a better solution than guest links for automatically giving access to people with email addresses within your company, or another domain you control.
Time limits on guest membership
All guest memberships are time-limited, based on the guest link settings at the time they joined. Guest membership expiry can be configured in one of two ways:
Fixed end date - all memberships expire on this date, and the link itself will also expire. Ideal for sharing with the team working on a fixed-duration project.
Number of days after joining - the guest link grants access for a fixed period when it is used. The link itself never expires. Ideal for sharing with people who might come and go from your team over a longer period.
You can change the expiry settings on a guest link at any time, but these will not affect guests who have already joined.
You will be able to see guest members with their expiry date in your users list. You cannot change the expiry date, but you can promote their membership them to a normal user (or an administrator) which will also remove their expiry.
The main reason for automatically expiring guest memberships is stop your users list becoming cluttered with old accounts. If you expect that most people with a guest link will need to submit claims over a long period, there is no downside to configuring a long expiry on the link.
After a guest membership expires
Once a guest membership expires:
The guest will still be able to login to claimexpenses.com and see their own existing submitted and draft claims, including any claim reviews and paid status. They will not be able to make any changes, create or submit any new claims, or access any of your organisation's data other than their own existing claims.
You will not see the guest in your organisation's list of users.
You will be able to invite their email address as a new user in your organisation in the usual way.
The guest can rejoin your organisation with any valid guest link. If they originally joined with a "Number of days after joining" link, and you have not deleted that link, they can reuse the same link to get another period of guest membership.
Guest link configuration examples
Here's a few suggestions for how you can configure your guest links:
People working on a specific project
For people involved in a specific time-limited project, create a guest link set to expire on a fixed date after the project ends. The team will be able to join, submit their claims, and then be automatically removed from your users list - and the link will not be usable once your deadline for claims has passed.
A recurring pool of freelancers
If people work for you for short periods, intermittently but semi-regularly, the easiest setup is a "number of days after joining" link. Set the number of days based on the usual length of time people work with you.
You will only have to set this up once, and add it to the standard information your organisation provides to your freelancers.
Long-term team members with email addresses outside your domain
If your team all get company email addresses, use our trusted email domains feature.
But you may have team members who only have a personal email address - perhaps because you don't offer company emails to everyone, or have long-term volunteers or board members.
Instead of having to manually invite every new starter to your claimexpenses.com account, you can create a guest link and include this in your organisation's new starter information.
We suggest setting a high "number of days after joining" expiry for these guest links. You can also occasionally review your user list in claimexpenses.com and grant permanent user access to any guests that you know should not expire.
Removing access from guest members
You can remove guest members from your organisation's user settings page the same way as for any other user.
After removing a guest, they will be able to rejoin if the link they used originally is still valid. If you suspect abuse, you will need to delete that guest link to prevent them from rejoining your organisation.