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Add Users to Light

Learn how to add and manage employees in Light using manual uploads, bulk user templates, or HRM system integrations, including roles, groups, and approval workflows.

How to upload your users
 

 

This article explains how to add your employees to Light. There are three ways to include users:

  1. Manual upload of individuals

  2. Bulk upload of users

  3. Integration with your HRM system (available at additional cost)


Option 1 – Manual Upload of Individual Users

  1. Navigate to Users → Add User.

  2. Enter the following details for each employee:

    • First & Last name

    • Email address

    • Address, Country & City

    • Phone number (optional – used for card notifications)

    • Entity under which the user is employed

    • Preferred communication channel for notifications

    • Access role (e.g., Admin, AR Clerk, AP Clerk, Reimbursements)

    • Manager (to enable approvals for workflows)

    • Custom properties if applicable

 

About Access Roles

  • You can view access roles under Users → Access Roles.

  • Each role comes with predefined permissions.

  • Roles cannot be customized (“cherry-picked”).

  • See related article 


Option 2 – Bulk Upload of Users

  1. Download and fill in the bulk upload template:
    Light User Upload Template

  2. Send the completed file to your Light onboarding specialist.

  3. The users will be uploaded in bulk to your account.


Option 3 – Integration with HRM Systems

  • Light can integrate directly with selected HRM systems.

  • Please ask your Light onboarding specialist to confirm whether your HRM system is supported.

  • ⚠ Note: This feature is available at an additional cost.

 

User Groups

  • User groups are used to configure approval workflows.

  • For example: setting up a department manager group to approve reimbursement requests.


Frequently Asked Questions

Q: Is the phone number mandatory for each user?

  • No. It is mainly used for notifications related to card usage.

Q: Can I customize access roles?

  • No. Each role has fixed permissions. You can only assign roles, not modify them.

Q: How do user groups differ from roles?

  • Roles define permissions (what a user can do).

Groups define approval flows (who approves what)