Account copilots
Overview
Account copilots are users granted the ability to perform actions on behalf of another user (delegator). Some of these actions include:
- Adding receipts, memos, comments, and accounting categorization to a delegator’s expenses
- When forwarding your delegator’s receipt from your own email address/text message as a copilot, it will automatically match with their transactions
- Creating reimbursements on behalf of the delegator
- Approving requests for reimbursements, card expenses, new budgets/spend limits, or spend limit increases
- Manage budgets and spend limits
- Update budget members and users
- Booking travel for the delegator
- Create and manage travel group events
- Assigning a different spend limit to a card
- Receiving the delegator’s notifications
Note: Granting copilot mode is an all-or-nothing experience. Specific actions/tasks can’t be omitted. Copilots will receive a weekly email summarizing the actions required of their delegator.
Copilot mode
The account copilot can complete tasks on behalf of their delegator when in copilot mode. You can switch to copilot mode by clicking your name in the top-left corner and choosing your delegator’s name under Copilot access. If you’re a copilot for more than one delegator, you’ll see them all listed here.
Once you’ve entered copilot mode, you’ll see a blue banner at the top of your screen.
When you’re in copilot mode, clicking on Wallet in your dashboard will show you any transactions or requests that your delegator would normally see. You can address these as if they were your own. You can also assign a different spend limit to the delegator’s card by clicking Manage next to Selected spend limit below their card. The Reviews and Audit trail for any actioned requests will reference both the copilot and the delegator they were acting on behalf of.
Note: Copilot mode cannot be accessed from the Brex app.
Add a copilot
Anyone has the ability to directly assign a copilot to their account. If you need, you can use this same process to add multiple copilots to your account.
In your dashboard
Step 1: Click your name in the top-left corner and go to Personal settings > Co-pilots. Step 2: In the Copilots table, search the name of the user you want to act as your copilot and select them from the dropdown. Note: Only active users who have completed user onboarding after their activation can be assigned as copilots. This can include two factor authentication setup (when applicable), name and date of birth verification, and card shipping (when applicable).
You can also unassign copilots through this section of the details pane. Step 3: Once added, you can enter an optional end date of the access, and you can toggle on the option of redirecting notifications to your copilot. This will redirect all eligible email notifications, except for critical tasks, to your copilot, who will receive notifications by email.
Note: Admins can now toggle the option to redirect notifications to copilots. You can find this option in the dashboard by navigating to Team > HRIS settings or Team Settings > Copilots.
Remove copilot
Any user can remove their assigned copilot by following the steps below.
In your dashboard
Step 1: Click your name in the top-left corner and go to Personal settings > Co-pilots. Step 2: In the Copilots table, click Remove next to the copilot you want to remove.
Managing copilots for other users
As an account, card admin, or a user with the specific product capability, you can assign copilots to any users in the company by following the steps below.
In your dashboard
Step 1: Go to Team and search the name of the user.
Step 2: Scroll to the bottom of the details pane.
Step 3: Type in name of user you want to add as copilot.
You can also remove copilots by clicking Remove next to the desired entry in the table.
Troubleshooting
Copilot setup
If you can’t add a copilot, the copilot field is greyed out, or the user you want to add does not appear in the dropdown, check the user’s status, your permissions, and whether you’re adding a copilot for yourself or for another team member.
To troubleshoot the Copilot setup, follow these steps:
Step 1: Confirm whether you’re adding a copilot for your own account or for another user.
Step 2: To add a copilot for yourself, click your name in the top-left corner and go to Personal settings > Co-pilots.
Step 3: To add a copilot for another user, confirm that you’re an Account admin, Card admin, or have a role with permission to manage copilots for other users.
Step 4: Go to Team and search for the delegator. The delegator is the person who will grant Copilot access or be assigned a copilot.
Step 5: Open the delegator’s details pane and confirm that the user is active and has completed account setup.
Step 6: Scroll to the copilot section and search for the employee you want to add as the copilot.
Step 7: If the field is greyed out, confirm that the person you’re adding as the copilot is also an active user on your company’s Brex account.
Step 8: If your company uses HRIS, SCIM, or another user sync, confirm that the user has been fully invited and can sign in to Brex.
Step 9: Try refreshing the dashboard or signing out and back in, then repeat the steps above.
Note: Copilots can only act after the delegator has completed their own account setup. A copilot cannot complete onboarding steps for another user.
Why the copilot option may be unavailable
The copilot option may be greyed out or unavailable if:
- You don’t have permission to manage copilots for other users.
- The delegator hasn’t completed account setup.
- The intended copilot isn’t an active Brex user.
- The user is synced from another system and hasn’t been fully invited or enabled for Brex sign-in.
- You’re viewing the dashboard in a mode or role that does not allow access to Team settings.
- The user relationship already exists, or the copilot has already been added.
If you still can’t add a Copilot, contact Brex Support and include:
- The name or email of the delegator.
- The name or email of the intended copilot.
- Whether you’re adding the copilot from Personal settings > Co-pilots or from Team.
- A screenshot of the greyed-out field or error message.
- Whether your company manages users through HRIS or SCIM.
Note: Copilot access is all-or-none. You can’t grant only specific Copilot tasks, such as receipts or approvals.