Adding and Managing Users

Adding Users

Adding an employee to your account grants them the ability to book travel services, ship packages and submit expense reports. Depending on the levels of access you give them, they can also book services on behalf of other employees as well as approve and pay expense reports.

Tip: To add employees while setting up your services, click the Dashboard tab of Admin Access, and click Add your employees under the "Invite your team" heading.

You can also add users while managing other users. Click the Users drop-down menu and choose Manage Users. The Manage Users window appears. Click the Add a User button.

The Add Users window appears. Enter the following:

•  User Details: Enter the name, email and employee ID for the employee, and select a department in the Department drop-down menu (for details on administering departments, see /wiki/spaces/DRAF/pages/17072915). If there is a section custom fields (such as contract IDs for negotiated prices), enter the custom information or select the custom choices (such as a contract ID to assign to this user).
• Admin Settings: Click the checkbox if you want to give this employee access to the Admin Access Dashboard. To see everything available on the Admin Access Dashboard, see Navigating the Admin Access Dashboard.
• Expense Settings: Select an approver in the Assigned approver drop-down menu (for details on how employees get their expense reports approved, see /wiki/spaces/DRAF/pages/17072938). Click the Approver permissions checkbox if the employee also approves expense reports (for details on the approval role, see /wiki/spaces/DRAF/pages/17072939). Click the Payer permissions checkbox if the employer is also a payer (see /wiki/spaces/DRAF/pages/17072942 for details).

When finished, click Save or Save & Add Another. 

Managing Users and Resetting Passwords

To manage users and reset their passwords, click the Users drop-down menu and choose Manage Users. The Manage Users window appears with a list of users.

You can search for specific users by name or email, and narrow your search by selecting a department in the Department drop-down menu.

To see the settings for a user, send a reminder email to reset a password, or to deactivate a user, click on the user's name in the list of users. The individual user's settings screen appears. You can then:

• Click Deactivate to deactivate the user.
• Click Send reminder email to send a reset-password reminder email to the user. 
• Click the Edit button to edit the User Details, Admin Settings and Expense Settings.

Uploading User Profiles

As a site administrator, you may be able to add multiple users to your site at once if your site has been configured to offer this feature. Follow these steps:

1. Select Manage Users from the Users tab. The Manage Users page appears.
2. If your site is configured to allow uploading multiple user profiles, click the Add Multiple Users button that appears above the list of users. The Add Multiple Users page appears.
3. Download the spreadsheet template: profile_upload_template.csv
4. Create a new spreadsheet file from the template, and edit the user information in the file following the format in the table below.
5. When finished editing the spreadsheet file, save the spreadsheet file as a comma-separated values (CSV) file following the spreadsheet program’s best practices for saving CSV files.
6. Click the Choose File button to navigate your folders and select the CSV file that you have saved.
7. Click Upload to upload the file.

Warning: Don't use commas in your data field values because they are reserved for use as separators.

Note:

• For the Admin, Approver and Payer Permissions, enter "Yes" or "No" to assign appropriate permissions. If these fields are left blank, the permission will be set by default to "No". Approver Permissions can only be changed from "Yes" to "No" in Admin Access.
• Required fields are marked with an asterisk (*) in the table below.
• If required fields are empty, the upload will fail.