Adding and Managing Users

Adding Users

Adding employee to your account grants them the ability to book travel services. Depending on the levels of access you give them, they can also book services on behalf of other employees.

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 Administering Departments). If there is a section custom fields (such as contract IDs for negotiated rates), 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.
• If your site uses EHI Rental Car Contracts, each user must be assigned a contract ID from EHI in order to see search results for car rentals. See "Assigning Contract IDs and Billing Numbers" in Contract IDs and Billing Numbers for instructions.

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 mail to reset a password, impersonate a user to see the user's itineraries, or deactivate a user, click the user's name in the list of users. The individual user's settings screen appears. You can then:

• Click Impersonate to impersonate the user. Impersonation lets you act as the impersonated user to clearly identify and address issues affecting the user, view the user's itineraries, and book travel for the user. 
  • If multiple languages are enabled for the site, a language choice screen appears. Choose your language. 
  • As the administrator, your name is displayed for reference at the top right corner of the page while impersonating a user. 
  • To stop impersonation, click the user's name at the top of the page, and then select Close.
    Note: While impersonating a user, any action you take is real, as if the user performed the action. That means any flight you book is booked in the user's name. 
• 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 and Admin 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 you 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 defaults 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.