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  1. Nexonia
  2. Admin Training Essentials

Admin Training Essentials

1. Start Planning: Tips & Rollout Guidance

  • Strategies for Effective Onboarding
  • Training Script Templates
  • Trainer's Tips & Tricks

2. Get Ready: Best Practices for Implementation and Go-Live

  • PDF: Expense Customer Launch Kit
  • PDF: Travel Customer Launch Kit
  • Nexonia Implementation Expectations & Timelines
  • Launching Nexonia: Best Practices for Going Live
  • Launching Nexonia Expenses: Define Internal T&E Policies Pre-Launch
  • "Welcome to Nexonia" Email Templates

3. Configure: Account Configuration Tutorials

  • Configuring Task Categories and Timesheets Layout (Video)
  • Setting Up Time Off Banks, Time Off Profiles and Public Holiday Profiles (Video)
  • Assigning Time Off Profiles and Managing User Banks (Video)
  • Configuring Basic User Settings (Video)
  • Managing User Roles (Video)
  • Setting Up Approval Workflows (Video)
See all 9 articles

4. Review: Training Camp

  • Admin Recorded Trainings

Nexonia Travel

  • Nexonia Travel Launch Kit
  • Travel Administrator Tools | Video
  • Adding a New Travel User

Training Calendar

End Users & Approvers

Submitting & Approving Expenses

Alternating schedule

How to login, upload your receipts, create and expense reports for approval, and approve expenses.

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Submitting & Approving Time Off and Timesheets

Alternating schedule

A walkthrough of how to create, submit, and approve Timesheets and Time Off requests.

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Reporting Module Overview

Alternating schedule

An overview on how to create and generate reports.

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Administrators

Configuring Expense Settings for Admins

Alternating schedule

How to manage your company's data and settings.

Register Now

Configuring Timesheets & Time Off Settings for Admins

Alternating schedule

How to manage timesheets and time off settings and policies for your company.

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Integrations

Managing Nexonia with Intacct

Alternating schedule

An overview of how Nexonia is integrated with Intacct. Learn how to import and export data between Nexonia and Intacct, manage users, expense categories and Intacct dimensions.

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Managing Nexonia with QuickBooks

Alternating schedule

An overview of how Nexonia is integrated with QuickBooks Desktop or QuickBooks Online. Learn how to import and export data between Nexonia and QuickBooks, manage users, expense categories and QuickBooks dimensions.

Register Now

Managing Nexonia with NetSuite

Alternating schedule

An overview of how Nexonia is integrated with NetSuite. Learn how to import and export data between Nexonia and NetSuite, manage users, expense categories and NetSuite segments.

Register Now
Travelers

Travel Booking & Analytics

Alternating schedule

Review how to book travel, run reports, & view unused tickets.

Register Now

Watch Nexonia's easy-to-follow brief tutorial videos here.

Training Videos

Strategies for Effective Onboarding Training Script Templates Trainer's Tips & Tricks

  • Investing in and implementing Nexonia for your organization, whether as a brand new automation effort, or replacing a previous process, takes a lot of planning and even more decisions to make to get the configuration just right. But - that's only half of the mountain to ensure successful user adoption! It can be very easy to send out the login credentials, let employees know when to start using Nexonia, and go back to your desk believing a job well done. However, for the best chance of long-term success and adoption (and therefore, your return on investment), just as much planning should go into the actual rollout process for your people. 

    Humans are humans and we are all wired very similarly when faced with adapting to something new, whether a new commute to work, a new diet, a new roommate, or a new software. Our Strategies for Effective Onboarding presentation dives into the details with guidance on how to plan for, communicate with, and support your employee base to manage differing reactions, personalities, and ultimately, ensure all hop on, and stay, onboard with you. 

  • Sometimes, your employees just want to hear from... you! Listening to a familiar voice with familiar terminology and the context of your organization could be an integral step in your employees' success using Nexonia. We recommend a best practice of tasking an individual, or group of people, as becoming your own organization's subject matter experts on Nexonia. This can be in the form of simply acting as resources to assist with questions, or holding some internal training sessions to highlight specific data in your account and use it in relatable scenarios for your employees. 

    To get started, download our own training script templates for how to Submit and Approve Expenses and how to Submit and Approve Timesheets and Time Off. These are the foundation of how we train all of our Nexonia users. Use them as a guide or outline to support your employees in their Nexonia adoption in any way you need.

  • Facilitating an internal training session or workshop for your organization's employees? Here are some Tips and Tricks from our team to yours to get acquainted and settled to guide and train your Nexonia users!

PDF: Expense Customer Launch Kit PDF: Travel Customer Launch Kit Nexonia Implementation Expectations & Timelines Launching Nexonia: Best Practices for Going Live Launching Nexonia Expenses: Define Internal T&E Policies Pre-Launch "Welcome to Nexonia" Email Templates

  • This Customer Launch Kit is designed to provide you with the tools you’ll need to ensure a successful launch of Nexonia with your organization. We wanted to share some best practices from the Nexonia Customer Success Team – Customer Success Managers, Implementation Specialists, and Customer Support. We have a lot of experience on our side.

    Please use this kit in any way you need. We have included training material, links and directions to other Nexonia resources, and some recommended best practices to help improve user adoption and reduce the number of questions your users may have with your new automated expense & time management tool.

    Topics include:

    • Best Practices for Company Rollouts
    • Pre-Launch Reminders
    • Best Practices for Automated Expense & Time Management
    • Launching Nexonia - Go Live Checklist
    • Your Nexonia Team - Nexonia Support

     Collaboration_Icon.png

     

  • This Nexonia_Travel_Launch Kit is designed to provide you with the tools you’ll need to ensure a successful launch of Nexonia Travel within your organization. We wanted to share some best practices from the Nexonia Customer Success Team – Customer Success Managers, Implementation specialists, Trainers, and Customer Support. We have a lot of experience on our side.

    Please use this kit in any way you need. We hope this provides support and some guidance to assist with a great launch and successful user adoption for your organization.

    Topics include:

    • Background context of Leisure and Managed Travel Booking Tools

    • Best Practices for Rollouts

    • Change Management Tips

    • Common Questions to Expect

    • Training & Support Resources

  • What to expect during your Nexonia Implementation

    • When the Business Requirements Document has been submitted you will have an Implementation Specialist assigned to your account within 10-15 business days.
    • The average implementation length is 6-8 weeks from the date of the kickoff call.
    • Web meetings with your Implementation Specialist will be scheduled upon the completion of milestones.
    • Between meetings, emails will be responded to within 3 business days.
    • After each web meeting we will email you with open items to complete.
      • If more than two weeks are required to complete your open items your implementation will be paused until they are completed. Your CSM will liaise with you during this time.

    What we need from you to do a great job:

    • A designated contact from your team who will coordinate and manage the implementation project for your team, and act as the solitary decision-making authority.
    • Nexonia will request data from you. Delivery of this data in a timely fashion will move the implementation along faster.
    • Please ensure the data you send us is the complete, final version. Nexonia will configure your account based on what is sent.
      • Corrections or change requests made after configuration will result in delays and/or additional fees.
    • Achieve consensus regarding your team's processes, objectives and requirements in advance of scheduled web meetings.
    • Do not begin regular usage of Nexonia until the Implementation is complete.

    Nexonia Implementation Milestones

    The following milestones and their associated tasks typically occur over a period of 6-8 weeks, with email communication as needed in between.

    A web meeting with your Implementation Specialist will be scheduled when a milestone has been completed:

    Imp_1.png

                  Imp_2.png

                                 Imp_3.png

    *if applicable

  • When you launch Nexonia with your organization, we recommend these steps as best practice for a smooth transition:  

    Make sure notifications are on at both the system and user level.    

    • How to Enable Email Notifications for Expense Approval
    • How to Enable Email Notifications for Credit Card Transactions
    • How to Enable Email Notifications for Timesheets
    • How to Enable Email Notifications for Time-Off

    Double check role permissions are set correctly for all users, including turning approvals on.

    • Configuration Guide to Roles and Permissions

    For Expenses, review credit card integration & ignore irrelevant transactions.

    • How to Ignore Card Transactions

    For web-based integrations, ensure configuration synchronization and exports are running successfully.

    • Synchronizing the Nexonia Configuration with Intacct
    • Synchronizing the Nexonia Configuration with NetSuite
    • Synchronizing the Nexonia Configuration with QuickBooks Online

    Fill in “Send errors to” fields in integration(s) (ERP and Credit Cards).

    • How to Set Email Notifications for Configuration Sync Errors
    • Configuring Notifications for Company Credit Card Import Errors

    Delete test transactions.

    • Deleting Expenses
    • Deleting Timesheets

    Send password resets (if necessary) to alert users they have access to Nexonia.

    • Send Password Reset Email Notifications

    Welcome new users to Nexonia (optional).

    • Welcome to Nexonia Templates
    1.  
  • Depending on the question, Nexonia Support and Training will refer users to ask their question internally at your organization. Nexonia is the tool, but you make the rules as far as policies and processes go.

    Here are some common questions that we answer with, “It would be best to confirm with your internal administrators.” We’ll provide some Help Center articles on how administrators can resolve these questions:

    When Users Can Login

    Q: Can you send me my login credentials?

     A: Send Password-Reset Email Notification to Users

    Mileage

    Q: How do I enter personal mileage?

    A: Adding a Mileage Expense Category and Creating a Mileage Expense on the Mobile App

    Tips

    Q: How do I enter the tip amount from a restaurant or taxi?

    A: Creating Expense Categories and Configuring Rules and Policies

    Credit Cards

    Q: When do my company credit card transactions get uploaded to Nexonia?

    A: How Long Do Company Credit Card Transactions Take to Import to Nexonia?

    Reimbursement Policy

    Q: What do I do if I expense over what my company allows -  I enter the full amount or only what I’m supposed to be reimbursed? What do I do if I lose my receipt?

    A: Creating Expense Categories and Configuring Rules and Policies

  • Change can be difficult – we know. On top of change, no one wants to be surprised by it. We encourage administrators to create a welcome email to send to new Nexonia users. If you're launching Nexonia for your organization, relay the message that a new (great!) system is coming, and do it early and often. The more you communicate, the less push-back you’ll experience.

    We’ve included some announcement templates in the article attachments here to get you started. These templates can be edited by your organization as needed.

     Screen_Shot_2017-12-29_at_3.32.30_PM.png

Configuring Task Categories and Timesheets Layout (Video) Setting Up Time Off Banks, Time Off Profiles and Public Holiday Profiles (Video) Assigning Time Off Profiles and Managing User Banks (Video) Configuring Basic User Settings (Video) Managing User Roles (Video) Setting Up Approval Workflows (Video)

  • This training covers how to set up and maintain your Task Categories and Timesheets Layout in Nexonia. If you'd like more information on this subject or need a transcript of the video, please reference the additional resources below.

    Additional Resources

    • Setting Quotas for Timesheets
    • Uploading a Time Policy Document
    • How to Change the Hour Time Increment in Duration Selection
    • How to Filter Task Categories by Project
    • How to Filter Task Category by Customer
    • DCAA Compliance

     

  • This training covers how to set up and maintain your Time Off Banks and Profiles in Nexonia. If you'd like more information on this or need a transcript of the video, please reference the additional resources below.

    Additional Resources

    • How to Configure Time Off Accruals - Mono-Tier
    • How to Configure Time Off Accruals - Multi-Tier

     

  • This training covers how to assign Time Off Profiles to Regions and Users, as well as how to manage Time Off Banks for individual employees. If you'd like a transcript of the video, you can download it using the links below.

     

  • This training covers some of the basics on how to configure users in Nexonia. If you'd like a transcript of the video, you can download it using the links below.

     

  • This training covers some of the basics on how to configure and manage your User Roles in Nexonia. If you'd like a transcript of the video, you can download it using the links below.

     

  • This training covers how to set up and maintain your Approval Workflows in Nexonia as well as some additional administrative functions related to that. If you'd like more information on this subject or need a transcript of the video, please reference the additional resources below.

    Additional Resources

    • Configuration Guide to Nexonia Approvals

     

See all 9 articles

Admin Recorded Trainings

  • Find our full recorded trainings here for all Nexonia products. 

    Reporting

    • Reporting Overview Part 1: Reporting Tab Overview, Useful Expenses & Time Reports
    • Reporting Overview Part 2: Creating and Running Custom Reports
    • Reporting Overview Part 3: Editing Reports, Summary Report Differences and Additional Report Functions

    Accounts Payable & Purchase Orders

    • Configuring AP/PO Settings as an Admin Part 1: Company Settings
    • Configuring AP/PO Settings as an Admin Part 2: User Settings

    Travel

    • Travel Booking & Analytics

    ERP Integrations

    Intacct

    • Managing Nexonia with Intacct Part 1: Importing & Exporting Data
    • Managing Nexonia with Intacct Part 2: Managing Credit Cards & Exporting Card Transactions
    • Managing Nexonia with Intacct Part 3: Company Settings

    NetSuite

    • Managing Nexonia with NetSuite Part 1: Importing & Exporting Data
    • Managing Nexonia with NetSuite Part 2: Managing Credit Cards & Exporting Card Transactions
    • Managing Nexonia with NetSuite Part 3: Company Settings

    QuickBooks

    • Managing Nexonia with QuickBooks Part 1: Integration Basics & Import/Sync Functionality
    • Managing Nexonia with QuickBooks Part 2: Exporting Data & Credit Card Management
    • Managing Nexonia with QuickBooks Part 3: Company Settings

Nexonia Travel Launch Kit Travel Administrator Tools | Video Adding a New Travel User

  • Review our Nexonia Travel Launch Kit for best practices on getting started with Nexonia Travel.

  • Local Nexonia Travel administrators can quickly and easily create a new user in Nexonia Travel which will link to a user's Nexonia account.

    This article shows you, a local Nexonia Travel Administrator, how to add a new user to Nexonia Travel.

    Step 1: From the Nexonia homepage, click the Admin menu. Then, select Profile Administration and User Management.

    user_management.png

    Step 2: Enter in the details for the new user. Click Create User.

    Please Note: The member ID used in Nexonia Travel must match the email address for this user in Nexonia Expenses. 

    Adding_a_New_Travel_User_2.jpg

    Step 3: In order for the Nexonia Travel account to be integrated with the Nexonia Expense account, you'll need to add the Nexonia Travel User Member ID to the user's profile. To do so, access your User list within Nexonia Expense. Then, click the pencil icon next to the account you need to edit.

    Adding_a_Travel_User_2.png

    Step 4: From here, scroll to Travel Member ID and enter the user's Travel Member ID.

    Adding_a_Travel_User_3.png

    Step 5: Click Apply.

    Adding_a_Travel_User_4.png

Sections

  • 1. Start Planning: Tips & Rollout Guidance
  • 2. Get Ready: Best Practices for Implementation and Go-Live
  • 3. Configure: Account Configuration Tutorials
  • 4. Review: Training Camp
  • Nexonia Travel
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