Covered in this article:
- What is a Copilot and what are the different types?
- Adding a Copilot
- Switching to Copilot mode (on the web)
- Switching to Copilot mode (using the mobile app)
- Emailing receipts to a Copilot account
- How a Copilot is billed
What is a Copilot?
Copilot is a role that can be granted to any user whether or not they are on the policy or on the domain. Enable Copilot in Account Settings > Account > Copilot: Delegated Access.
There are two Copilot roles to choose from:
- Full Access Copilot - Your Copilot will have full access to your account. Every action you can do and everything you can see in your account will also be available to your Copilot.
- Submit Only Copilot - Your Copilot will be able to take every action that you can take, but will not be able to approve reports on your behalf.
The Copilot feature allows you to give someone else delegated access to your account. From their own Expensify account, they will be able to access your account and do things on your behalf.
Going on vacation and need a colleague to approve reports on your behalf, but don’t want to grant them full access? Add a Vacation Delegate instead!
Adding a Copilot
To add a Copilot, you will need to log into Expensify.com (you cannot set this up on the mobile app at this time).
Click the User Icon in the upper left-hand corner of your screen, then click Account Settings. Scroll down to the Copilot: Delegated Access section of the settings, enter the email address of your Copilot, and click Invite Copilot.
If your Copilot already has an Expensify account, they will get an email notifying them that they can now access your account from within their account as well. If they do not already have an Expensify account, they will be provided with a link to create one. Once they have created their Expensify account, they will be able to access your account from within their account as well.
Switching Between Accounts as a Copilot: Web
To access another account as a Copilot, click the User Icon in the upper left-hand side of the page. Then, in the “Copilot Access” section of the dropdown, choose the account you wish to access.
When you Copilot into someone else’s account, the Expensify header will change color. You can return to your own account at any time by accessing the user menu and choosing Return to your account.
Switching Between Accounts as a Copilot: Mobile App
To access another account as a Copilot, tap on the settings icon in the top left-hand side of the screen. Then, in the “Copilot Access” screen, choose the account you wish to access.
When you Copilot into someone else’s account, the Expensify header will change color, and the settings cog will display a little airplane icon.
You can return to your own account at any time by accessing the settings cog and clicking Return to your account.
Email Receipts as a Copilot
To email receipts as a Copilot simply forward them to firstname.lastname@example.org with the email address of the user whose account you want the receipts to go to in the subject line. As long as you are a Copilot for this user, the receipts will be placed in their account.
Is a Copilot a billed "active" user?
A Copilot account alone will not be billed if there is no activity taking place on any reports, but the Copilot will be billed if they take action on a report. We bill the billing owner based on activity, and any report action would make this Copilot a billable actor.