Audience: Neo1 Admin


Purpose

Once you have registered your business and created your Neo1 account, you are able to invite your users into the platform.


You can do this in two ways:


1. Online by adding users within the Users section of the Neo1 application

2. Load a bulk of users using the XLS import file (email help@neo1.com for help with bulk user loading)


For companies of less than 50 users, we recommend using Option 1. If you have a larger amount of users, reach out to Neo1 to request a bulk user upload using the attached template (end of article).



Overview

Adding Users Online 




Step 1: As a user with the Admin role, click Settings and select the Users tab. 

Step 2: Select the blue create user  (shown as a blue rectangle) on the top right hand side of the screen. 






Step 3: Create your user:


  • User Title (Mr/Mrs/Miss/Ms/Mx)
  • First Name
  • Last Name
  • Email (this will also be the login)
  • Preferred Currency (used for expense entry and reporting currency) 
  • External Employee ID (Optional) 
  • Supervisor (The line manager for the user, who will approve purchases and transactions and travel if pre-trip approval is set-up)
  • Role (Use this to define additional Administrator Users, choose Finance users who will review spend and export to Finance Systems, and Arranger to allow people to arrange travel for others)
  • Traveler group (Use this to define travel policy group. General is set by default and designed for your standard traveler. Executive is an alternative policy group that allows for more booking flexibility. Each group is defaulted to the standard policy parameters, unless you provide customize policy setting preferences. See this article for more details. 


Tip: 

If no role is assigned the user will only be able to see their own transactions/purchases and book, view and manage travel for themselves.

When using Neo1 for expenses, you will note that Default Coding is an available field for user profiles. Utilizing this feature allows you to choose which Accounting Segments should be defaulted for this specific user. For example, here you can set the users Department for Cost Centre if you have these configured in Accounting Segments. This can speed up employee expense entry and lead to a better user experience.




Step 4: Select Done when finished to create your new user.



Step 5: Your user will now be listed in the table. To trigger a welcome email, you now need to select Reinvite from the Actions column. The user will click the link in this email to set their own password for the service.



Tip: There is an extra step to enable your users to be able to submit out of pocket cash expenses. This allows you to control who can submit expenses in the business. Click here to see the instructions to enable this for your new users.


Using the Neo1 XLS Import File


Step 1: Complete the attached user upload file. For the following columns, please note the following conventions to use:

  • Columns A & B: Should be the same, use the user email address
  • Column C: Title. Please enter as shown in example (lowercase without punctuation)


Step 2: Save the file with your company name included in the file name. 


Step 3: Email the completed file to help@neo1.com 



Tip: Additional profile details like Loyalty code(s), travel documents etc. can not be uploaded during manual or bulk user upload, but is completed individually in each user's profile. See these articles for instructions. 


Next Steps: Now that you have added your users, perhaps you would like to set travel policy settings for your account. See this guide for instructions.