This article covers:

What is Attendee Tracking?

Attendee Tracking allows users to add colleagues to expenses to account for shared spending scenarios, as well as offers a way to document meeting and event attendees for transparency in group spend. 

How to add an attendee to an expense

When you create an expense on the web or mobile app, use the Attendees field within the expense to input internal and/or external attendees. 

Both internal and external attendees can be added to an expense. 

  • Internal attendees are users who belong to policies which you are a part of or members of your domain
  • External attendees on the other hand are users who are not on your group policy or a part of your domain. 

To add internal attendees:

  1. Click/tap the Attendee field to reveal a searchable list of users. 
  2. Select the internal attendees from the list to add them to the expense. 

To add external attendees:

  1. Type in the individual’s name or email address. 
  2. Tap "Add" to add the attendee and either add more attendees, or finish editing your expense.

Once added, a list of attendees for each expense will appear on the expense line. 

How to remove an attendee from an expense

To remove an attendee:

  1. In the expense edit view, click/tap the Attendees field to reveal the list of attendees. 
  2. From the list, unselect the attendees whom you’d like to remove from the expense.

How do policy rules and expense limits work in a world with attendee tracking?

  • Policy rules and expense limits are applied on a per-person basis. If an expense exceeds the limit across all attendees, a violation will be applied to that expense. 
  • By adding an attendee to an expense, that expense is subject to the combined limit of the attendees. For example, let’s say the per-person limit on a policy is set to $20. If a policy member incurs a $50 expense and has added an attendee to the expense, it will result in a violation since the amount is over the policy defined per-person limit. However, if the expense is $30, no violation would be applied, as it is under the per-person policy limit. 

How to export attendees to an export template

Admins can add an attendee column to existing export templates with these handy formulas

  • {expense:attendees} will populate a column with the name or email address entered in the Attendee field within the expense (ex. guest@domain.com). 
  • {expense:attendees:count} will populate a column with the number of attendees that were added to the expense (ex. 2)

Troubleshooting and FAQ

  • The person I want to add as an attendee isn't showing up, but they are a part of my company. Why?
    It's possible that this person has not been invited yet by the Policy Admin on and doesn't yet have an Expensify account. As long as the user has an account on the same domain, the name will populate accordingly.
  • I have external attendees that I want Expensify to save so I don't have to select them again. Is this possible?
    This isn't currently possible, so you will need to type the person's name each time if they are not currently a part of your organization.
  • Can I turn this feature off?
    Attendee tracking cannot be turned off.
  • Can I make attendee tracking mandatory?
    Attendee tracking is already mandatory. At least one person will need to be an attendee on the expense. This will default to the person creating the expense (or, if you are a Copilot, the person you are creating the expense for). If this is incorrect, this person can be deleted and a different person selected, so long as there is one attendee in the field.
  • If I add an attendee, will they get any notification?
    No. Neither external nor internal attendees will not be notified that they have been added to the expense.
  • Does adding an attendee make them an active user on the policy or generate billing activity?
    Nope! This will literally only list their name on the expense.

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