Share the submission link and choose who can submit
Every church that turns on expense reimbursements gets one submission link. This article shows you where that link lives, how to share it, and how to decide who is allowed to submit an expense through it.
Before you begin
- You need permission to manage expenses. If you can open the Expenses tab's settings, you have it.
- Expense reimbursements should already be set up. See Set up expense reimbursements.
Find and share the submission link
- Go to the Expenses tab in your dashboard.
- Click the settings gear in the top-right corner (its label reads "Expense settings").
- Look at the Submission link section at the top of the page. It shows your church's link ending in
/expenses. - Click Copy to copy it to your clipboard. The button changes to Copied for a moment so you know it worked. You can also click the small open-in-new-tab icon next to it to preview the page yourself.
- Share the link wherever your people will see it, such as a bulletin, group chat, or email.
Anyone who opens the link has to sign in to their Churchday account before they can submit. The section says as much: "They'll need to sign in to submit."
Choose who can submit
Just below the link is the Who can submit section. Pick one of the four options, then click Save changes at the bottom.
- All members (the default), Anyone in your church can submit. The first time a new person submits, Churchday adds them to your People list as a Visitor, so the link "just works" for your whole congregation without any setup on your end.
- Volunteers and staff: Only staff, or a member who has been assigned a serving-team role, can submit. Everyone else is turned away.
- Admins only: Only people who can manage expenses (your admins and managers) can submit.
- Anyone with the link: Any Churchday account can submit, even people with no connection to your church. These submitters are not added to your People list. This tier is meant for public fundraisers, partner organizations, or vendor receipts.
When you choose Anyone with the link, Churchday shows a warning right under the option: anyone who has the link can submit. Treat it like a fully public link and only use it for open campaigns.
Give one person access to the whole tab
Sharing the submission link only lets people submit. If you want someone to also review, approve, and pay reimbursements, use the Access card at the very top of the settings page.
- Click Invite in the Access card.
- Enter their email. They get access to the Expenses tab only, and they sign in with their own email.
They can now do everything in Expenses without becoming a full church admin. The Who has access list below shows your admins alongside anyone you have invited this way.
Good to know
- All members grows your directory; Anyone with the link does not. With All members, new submitters appear in People as Visitors you can review later. With Anyone with the link, they stay out of your People list entirely. Choose based on whether these submitters belong in your directory.
- Everyone signs in first. No matter which tier you pick, people submit under their own Churchday account, so every expense is tied to a real person.
- Changes take a Save. Switching who can submit only takes effect after you click Save changes.