Getting started

with happay
A SET-UP GUIDE FOR COMPANY ADMINS
INDEX

1 Activate your happay account

2 Know your happay dashboard

3 Create your happay org structure

4 Set up happay for your company

1

Activate your
happay account
1 ACTIVATE YOUR HAPPAY ACCOUNT
STEP 1: VERIFY EMAIL

Open the admin invite email in your inbox. Click on the ‘VERIFY EMAIL’ button.

STEP 2: SET PASSWORD

STEP 3: LOG IN TO HAPPAY

2

Know your
happay dashboard
2

Know your
happay dashboard

WHAT IS THE HAPPAY DASHBOARD?

The happay dashboard is a centralised online platform that enables your

company to fund, control and manage all happay cards, as well as get a 360
degree view of all business expenses, in one place.
!

You don’t need to download a software for using the happay dashboard.

Being a cloud-based platform, you can access it anytime, from any
computer or mobile device.

*Please note*
The direct link to your happay dashboard is https://dashboard.happay.in/admin/
The username for logging into happay is your email.
2 THE HAPPAY DASHBOARD 1/3

TAKE A QUICK TOUR OF THE DASHBOARD

Before you start using your dashboard, it is best to first familiarise yourself

with its layout.

1. This is your dashboard home screen.

2. Right in the middle of the screen, you’ll see a list of ‘must -do’ tasks that
you need to complete to set up happay and experience its true potential.
!

!
2 THE HAPPAY DASHBOARD 2/3

TAKE A QUICK TOUR OF THE DASHBOARD

3. On the top are 4 colourful, clickable tiles that give you a quick overview of
the number of active cards, users and expense reports for your company.
!

To view further details about each of them, click on the ‘More Info’ button. 

4. This is your task bar.

Manage all cards, employees, expenses and reports from their respective tabs.

5. This is your company’s account balance.

To add money, click on the ‘load money’ button beside it.

2 THE HAPPAY DASHBOARD 3/3

TAKE A QUICK TOUR OF THE DASHBOARD

6. To return back to the home screen, click on the happay logo on the left
corner.

!

7. If you need to read through our FAQs or contact our support team for help,
click the ? icon.

*Please note*
The direct link to your happay dashboard is https://dashboard.happay.in/admin/
The username for logging into happay is your email.
3

Create your
happay org structure
3 HAPPAY ORG STRUCTURE 1/2

THE KEY PLAYERS IN HAPPAY

COMPANY ADMINISTRATORS EMPLOYEES

Fund, control and manage happay Make business expenses using

cards, and approve/ verify happay cards. Record expenses
expense reports from the admin and submit expense reports
dashboard or the mobile app. through employee mobile app or
employee dashboard.

TYPES OF COMPANY ADMINISTRATORS

Company
!
administrators are of 3 types - Admins, Managers and Finance

ADMIN MANAGER FINANCE

UNDERSTANDING THE BASIC ORG STRUCTURE IN HAPPAY

Each company administrator be it admin, manager or finance, has a

different role, level of visibility and level of control over business spend. 

!

***These roles and access levels can be customised to the needs of individual companies.***
!
 3 HAPPAY ORG STRUCTURE 2/2

ROLES AND ACCESS LEVELS

ADMINS HAVE COMPLETE VISIBILITY AND CONTROL OVER BUSINESS SPENDING.

TOTAL CONTROL TOTAL VISIBILITY

• Set up happay for company • Visibility into expenses of all

• Set spending rules and preferences employees
• Load money into happay account • Access to all weekly, monthly
• Add new admins and employees analytical reports
• Control over all employee cards

MANAGERS HAVE LIMITED VISIBILITY AND CONTROL OVER BUSINESS SPENDING.

CONTROL (LIMITED) VISIBILITY (LIMITED)

• Load/ withdraw money from cards • Visibility limited to employees

• Set spending limits (customisable) assigned to them
• Approve employee expense reports • For e.g. In the org structure above,
! Manager 1 will have visibility into
expenses of Employee 1 and 2 only.

FINANCE HAVE LIMITED VISIBILITY AND CONTROL OVER BUSINESS SPENDING.

CONTROL (LIMITED) VISIBILITY (LIMITED)

• Verify employee expense reports • Visibility limited to employees

• Import expense data to accounting
softwares like Tally, Quickbooks,etc
• ** Level of control can be the made
same as that of admin, if required by
the company**
assigned to them
• For e.g. In the org structure above,
Finance 1 will have visibility into
expenses of Employee 1 and 2 only.
•
4

Set up happay in
4 easy steps
4

Set up happay in
4 easy steps

You will see the true potential of happay only when your employees start
using happay cards for business expenses. To make that happen, you need
to complete four key tasks.

STEP 1. LOAD MONEY INTO HAPPAY POOL ACCOUNT

STEP 2. ADD NEW ADMINS ( MANAGERS AND FINANCE)

STEP 3. ADD NEW EMPLOYEES AND ALLOCATE HAPPAY CARDS

STEP 4. ADD MONEY TO HAPPAY CARDS

4.1

Set up happay in
4 easy steps

STEP 1:
LOADING MONEY INTO
HAPPAY POOL ACCOUNT

WHAT IS THE HAPPAY POOL ACCOUNT?

The happay pool account allows you to fund all your happay cards
from one centralised location i.e. your happay dashboard.
!

Transfer a lump sum amount from your company’s current

account to your happay corporate pool, via NEFT. Once you make
the transfer, you can load money onto happay cards instantly.
4.1 HOW TO LOAD MONEY INTO HAPPAY VIA NEFT 1/2

STEP 1: ADD HAPPAY AS BENEFICIARY

If you’re loading  money  into your happay account for the first time, you’ll
need to add happay as a beneficiary in your company’s current account.

**Following are the details**

Account Name: VA Tech Ventures Private Limited
Account Number: 409000180680
IFSC CODE: RATN0000156
BANK NAME: RATNAKAR BANK LIMITED
Branch: RESIDENCY ROAD
!

It will take a maximum of 1 business day for happay to reflect in the list of beneficiaries.

STEP 2: TRANSFER MONEY

Once it’s done, transfer a lump sum amount of money to happay via NEFT.

**Once done, please make a note of the TRANSACTION REFERENCE ID.**
4.1 HOW TO LOAD MONEY INTO HAPPAY VIA NEFT 2/2

STEP 3: UPDATE NEFT DETAILS ON DASHBOARD

Log in to your happay Dashboard. Click on ‘Load Money’ button. 

Input the NEFT REFERENCE ID along with the amount and date in the form
on the right side of the ‘load account’ screen and click ‘submit’.

Your account will be credited latest by the end of the next business day.

You will see your account balance here.

4.2

Set up happay in
4 easy steps

STEP 2:
ADD NEW ADMINS
(MANGERS & FINANCE)

Company administrators fund, control and manage happay cards

for the company. To know more about different administrator roles,
refer to happay org structure.
4.2 HOW TO ADD A NEW ADMIN 1/2

1. Go to the ‘Manage Employees’ tab on your task bar.

2. Switch to ‘Manage Users’ and then click on ‘Add Admin’ button

3. Fill in the admin details- name, number, email, identity and access role.

4. Click Add.
4.2 HOW TO ADD A NEW ADMIN 2/2

FREQUENTLY ASKED QUESTIONS

What is the difference between an admin, manager and finance?

!

ADMIN
An admin configures and sets up happay for your company.  He defines policies,
permissions and access roles of other admins. He has complete visibility and control over all
users and cards.
!

MANAGER
A manager is responsible for employees who are assigned to him. He controls and manages
their spending- loads money on their cards, approves/declines their expense reports.
!

FINANCE
The finance representative reconciles all expenses by verifying employee expense
reports.  He also imports expense data to your company’s accounting software.  You can
assign one finance representative for all employees or different ones for different teams. 

2. When I am adding a new manager, why am I asked to enter

a location, department and team name?
!

Some of our clients distribute happay cards to employes across multiple office locations

(e.g. Mumbai,Bangalore), across multiple departments (e.g.Marketing, Sales, Training) or
across multiple teams. Entering these details enables a company to organise and track
business expenses across these parameters.
If you don’t need these filters, enter NA (Not Applicable) in the respective boxes.

3. What does the status “Email Verification pending mean?

It means that an admin invite email has been sent to the new admin; but he hasn’t
verified his email (by clicking on the ‘verify email’ button in the email) and activated his
account.
4.3

Set up happay in
4 easy steps

STEP 3:
ADD NEW EMPLOYEES
Employees spend using happay cards and report expenses on the
happay mobile app. Happay makes expense reporting automated
and effortless for employees.
!

Add your employees to happay and give them a happy payment and
reporting experience.
4.3 HOW TO ADD A NEW EMPLOYEE 1/2

1. Go to the ‘Manage Employees’ tab on your task bar.

2. Switch to ‘Manage Users’ and then click on ‘Add Employee’ button

2. Fill in the employee’s email ID and assign a manager and finance.

nikhil@int.com

Amit Kumar

Ashwini P

3. Click on this
box and assign a
card to your 35600023120006054
employee

4. Click ADD
4.3 HOW TO ADD A NEW EMPLOYEE 2/2

FREQUENTLY ASKED QUESTIONS

What if I don’t have cards in my inventory? Can I still add an

employee?
!

Of course you can!

If you don’t have a card to assign to an employee, you can keep the ‘want to give card to
this employee’ box unchecked and move ahead.
!

You can assign cards later from the ‘Manage Users’ tab. Just click on the ‘+’ beside the
employee entry to allocate a card to him.

How can my employees activate their cards?

!

Your employees need to follow the steps given below to activate their account:
• Open the email sent by happay and click on ‘confirm email’ button.
• Enter mobile number and then enter the OTP received on that number.
• Enter details- name, surname, birthdate and gender.
• Set password.
!

Once this is done, his/her happay card is activated.

How do I track if my employees have activated their cards?

• Go to ‘Manage employees’ > ’Emp. Pending Invitations’ tab.
• In this tab you’ll see all employees who haven’t activated their accounts.
• You can resend the invite to them by clicking on ‘resend invitation’ button.
!

Invitation Pending

Email Id Card ID Manager Finance Details

nikhil@int.com 35600023120006054 Amit Kumar Ashwini P

4.4

Set up happay in
4 easy steps

STEP 4:
ADD MONEY TO HAPPAY CARDS
Once you load money into your happay pool account, you can add
money to individual cards in seconds, from any device, 24/7/365.
4.4 ADD MONEY TO HAPPAY CARDS 1/2

1. Go to the ‘Manage Employees’ tab on your task bar.

2. Enter the amount you want to load in the ‘Quick Load’ box.

3. Click the right-facing arrow to load money.

4.4 ADD MONEY TO HAPPAY CARDS 2/2

FREQUENTLY ASKED QUESTIONS

Can I load money onto happay cards anytime?

Absolutely yes! You can load money from your happay corporate pool account onto
happay employee cards instantly, 24/7, 365 days in a year.
!
!

Can I withdraw money from happay cards anytime?

Absolutely yes! You can withdraw money from individual happay cards and put it back
into your pool account.
!
!
!

1000

Enter amount in the Withdrawal box and click on the right-facing arrow.
 Queries?
Talk to our support team.

+91 80 65777444 [10 am - 5 pm, working days]

care@happay.in