TABLE OF CONTENTS



Introduction 


This article covers a basic principle on how you can create/edit the profile of a single corporate employee. Note that this approach will be suitable for any corporate and any kind of employee within "List Employees" regardless of their role. 


Path to locate:


Corporate Site → Edit Travel Group → List Employees → Create Employee

 

Image no.1 Create Employee Option Location

 

General Information 


The employee creation panel consists of two tabs, "General Information" and "Manage Role And Access Rights".


Image no.2 Create Employee General Information Tab Part 1


First, the General Information tab needs to be populated with the information regarding the employee's name, username, password, and email along with the additional personal information.


Note - All fields that have (*) asterisk are considdered to be mandatory.


After you have entered all necessary information, you can populate the profile with all additional non-mandatory information within the same tab:


Image no.3 Create Employee General Information Tab Part 2


After you have entered all required information please proceed with specifying the employee's role in the second tab called "Manage Role and Access Rights"


Manage Role and Access Rights


Within this tab, you will specify the role and the travel groups that the employee will be associated with.


Image no.4 Manage Role And Access Rights



Note that the employee needs to have at least one role or it can have all available roles assigned.


The available roles are:


Traveler - Role that can create bookings and cancel the reservations on its own.


Travel Coordinator - Can arrange travel for employees for whom the coordinator policy is enabled and the coordinator is set to be responsible for travel arranging. Optionally a coordinator can manage employees' information and arrange travel for guests too.


Travel Approver - Responsible for approving the reservations for whom the approval policy is enabled.


Alternative Approver - Presents an approver role that has an alternative function to the primary approvers.


Travel Group Admin - Responsible for managing the travel group at all levels.


Report Admin - Able to generate reports.


Profile Manager - A role responsible for solely managing employees' profiles.


An employee can be a member of one "Associated Travel Group" or all travel groups that are created for the corporate website that you are managing.


Image no.5 Manage Role And Access Rights Multi Travel Group Selection


Note - An employee needs to have only one Default Travel Group specified while creating the account. If you attempt to specify more then one "Default Travel Group" you will encounter the error stating "Only one Default travel group can be selected at a time"


"Manage Approval" as well as "Manage Custom Fields" also present the two tabs of each corporate employee profile that will appear on every profile after the profile is created.


An example of the "Manage Approval" tab of an edited employee profile:

Image no.6 Manage Approval Tab Employee Profile Example


An example of the "Manage Custom Fields" tab of an edited employee profile:

Image no.7 Manage Custom Fields Tab Employee Profile Example

For better understanding of "Custom Fields", how they can be managed and edited, please refer to the following documentation page - Custom Field Builder

After you click on "Save" and receive the message that the profile has been created successfully, you will be redirected back to the "List Employees" tab of the travel group you are managing and the newly created profile will be presented. 


Note that from this display you can edit or delete the profile.

Image no.6 Newly Created Corporate Employee Profile View


Additionally, note that the "Profile Management" tab will be visible to Website Administrators as well as employees with the Profile Manager role assigned to the travel group you are managing. 


Image no.7 Profile Management Button Location


Once clicked, you will be presented with the view of all employees whose profile a Website Administrator or Profile Manager assigned to a group can view and manage:

Image no.8 Profile Management Panel View


Once the profile is created, the employee will receive its account information (Username and temporary password) to the email that is specified on its newly created profile.