Admins and Accountants can now send reminders directly from the Expenses page in Alaan to follow up with cardholders on pending expense submissions and approvers on expenses awaiting their review.
You can send reminders individually or in bulk, add a custom message, set a deadline, and CC relevant stakeholders.
How to Send Reminders to Cardholders
Step 1: Log in to the Alaan portal and navigate to Expenses.
Step 2: Select Awaiting Cardholder Action to view expenses pending submission, grouped by employee.
Step 3: Locate the relevant employee. You can view the number of pending expenses and their total amount.
Step 4: Click Remind next to the employee to send an individual reminder.
To remind multiple employees, select the relevant rows and click Send Reminder.
Step 5: Before sending, you can:
Add a custom message.
Set a Submit by deadline.
CC Corporate Admins, Team Leaders, specific employees, or any email address.
Step 6: Review the email preview and send the reminder.
Each cardholder will receive a personalised email containing their pending expense count and total amount.
How to Send Reminders to Approvers
Step 1: Log in to the Alaan portal and navigate to Expenses.
Step 2: Select Awaiting Others' Approval to view expenses pending review, grouped by approver.
Step 3: Locate the relevant approver and click Remind.
To remind multiple approvers, select the relevant rows and click Send Reminder.
Step 4: You can add a custom message, set a Review by deadline, and CC relevant stakeholders.
Step 5: Review the email preview and send the reminder.
The reminder will be sent to the person or people whose approval is currently pending.
How to Access Pending Expenses from the Home Dashboard
You can also access pending expenses directly from your Home dashboard.
Pending Submission: Opens Awaiting Cardholder Action, grouped by employee.
Pending Approval: Opens Awaiting Others' Approval, grouped by approver.
Both views allow you to select multiple recipients and send bulk reminders.
FAQ
Q: Can I send reminders to multiple employees or approvers at once?
Yes. You can select multiple rows and click Send Reminder to send reminders in bulk.
Q: Will employees receive a separate email for every pending expense?
No. Each recipient receives one personalised email summarising their pending expense count and total amount.
Q: Can I add a custom message or deadline to the reminder?
Yes. You can include a custom message and set a Submit by or Review by deadline before sending.
Q: Can I CC other people on the reminder?
Yes. You can CC Corporate Admins, Team Leaders, specific employees, or any email address.
When you select Team Leaders as CC recipients, the reminder is copied to the relevant employee's own Team Leaders.
Q: Who receives reminders for expenses awaiting approval?
Reminders are sent to whoever the expense is currently awaiting approval from.
If approval is assigned to a role, the reminder is sent to the relevant people within that role.
Q: How do I know if the reminders have been sent?
A notification appears when the sending process starts. Once completed, a confirmation banner with a timestamp is displayed.
Q: Who appears as the sender of the reminder?
The reminder displays the name of the Admin or Accountant who initiated it.
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