Customising your Mbrella settings ⚙️

Want Mbrella to work exactly the way your company needs it to? The Customization tab in your settings ⚙️ gives you full control:from your company branding to budget rules, expense deadlines, and more. Here's a breakdown of every option available.

Upload your company logo to brand Mbrella as your own.

Send automatic invitations: When users are created via a bulk import, you can decide that they directly receive an invitation email to the platform of Mbrella. If not, you can always invite them later on via the employee tab.

AI assistant: When you add documents in the Tab Documents and the AI assistant has been toggled on, employees will able to ask questions directly to your policies in their platform.

Retroactive group membership date: If an employee joins a user group, this setting defines from which date they get access to the related benefits and budgets. You can choose between:

Yearly renewal of group membership: When users can directly decide via Mbrella to which user group they belong, this functionality allows you decide on which date and for which period employees are allowed to reassess their user group choice.

Allocation periods: Budget periods are set to yearly by default, giving users the freedom to spend their full budget at any point during the year. If you'd prefer to restrict spending to a monthly budget, you can switch the budget period to monthly/yearly here.

Activity rate: Toggle this on to allow activity rates on employee profiles. An activity rate adjusts a user's mobility budget based on how much they work, for example, an employee at 80% will receive 80% of the standard budget instead of the full amount.

Activate the Flex - Private budget: By default, Flex budgets are limited to commuting costs. Turn this on to allow employees to use their Flex budget for private purposes as well.

Transfer Flex budget remaining on renewal: When a new year starts, employees don't lose what they haven't spent. Their remaining Flex balance is carried over and added to their new budget, giving them a higher starting balance for the next period.

Automatic budget renewal day: Choose which day in December the budget renews automatically.

Registration deadlines: Avoid payroll corrections by setting a deadline before which employees cannot register expenses or km allowances. Choose from a range of options (e.g. first day of the current month, last 30 days, etc.).

💡 HR admins are not subject to these deadlines.

Auto-approve expenses and allowances from HR: Expenses and allowances created by an HR admin are automatically approved.

Automatically activate allowances for eligible users: By default, employees need to activate their allowance before they can be paid out for trips. Turn this on to activate allowances automatically as soon as access to the benefit is granted, so employees are paid from day one.

Deduct bike & pedestrian allowances from budget: If this is turned off, bike and pedestrian allowances are reimbursed on top of the budget rather than deducted from it.

Activate commute planner for all employees: Give all employees access to the calendar tool even those who are not eligible for any allowances. This allows them to add their commuting trips to the office. Handy for co2 and km travelled reporting.

Deduct public transport subscriptions from budget: Choose which budget public transport subscriptions should be deducted from:

Mandatory expense attachment: Employees won't be able to submit expenses without attaching proof.

❗ For business expenses, a proof of purchase is always required, regardless of this setting.

Mandatory expense comment: Employees must add a comment before submitting an expense.

Exclude business expenses from the payroll export: Use this if you prefer to handle business mobility expenses through accounting rather than payroll.

Enable AI expense scanner: Let Mbrella's AI scan justification documents and auto-fill expense details (amount, date, title, type…).

Enable AI expense review (Beta): Mbrella's AI will review each expense and flag mismatches in date, amount, or category.

Register work-from-home days: Employees can track remote workdays in the Mbrella Commute Planner with or without an associated home allowance.

Register holidays: Employees can register holidays in their Commute Planner.

Accept allowances during public holidays: Employees can register allowances on public holidays.