Audience: Admin



Purpose


Users can be setup manually or via bulk upload. To create less than 15 users, we recommend using the first option. If you have a larger amount of users, we recommend the second option.


Note: users are not invited to the platform until you're ready to roll it out to your team. At that time, see this guide on how to invite users. 


Overview


1. Setup users individually by adding users manually. 

2. Setup users massively via the bulk import feature which allows you update and import a template file with your users details.



1-Adding Users Manually 


Step 1: As a user with the Admin role, click Settings and select the People tab. The Users button on the centre ribbon will be pre-selected for you. Select the blue Create User button on the top right hand side of the screen.




Step 2: Create your user. Provide the basic information first and press Save.


The data fields required at this stage are:


  • User Title (Mr/Mrs/Miss/Ms/Mx)
  • First Name
  • Last Name
  • Email (this will also be the login)
  • Mobile Phone Number (Optional, this is required when booking travel with American Express Global Business Travel (Amex GBT))
  • External Employee ID (Optional) 
  • Date of Birth (Optional, this is required when booking travel with Amex GBT)


Tip: if creating non-domestic users who need to use the platform in a different currency (including seeing flight pricing in local currency) you can open the Additional Details section and edit Preferred Currency.



    Press Save to create your new user.



Step 3:  Complete Additional fields for your new user.


Once you have created the profile with the minimum required information, additional tabs will become available for you to enter additional data for your user account. 


At this stage, we recommend you select the Role and Permission section: 


    And confirm:


  • Supervisor (The line manager for the user, who will approve purchases, 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.)
  • User Group (this is used to drive policy and rules later in the platform. At this stage you can choose if the user should receive polices aimed at a general user, or an executive user.)



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.



At this stage, you can also use the additional tabs above to confirm:


  • Address (Home Address of the user, needed if using virtual Cards, and Amazon Business orders to home.)
  • Travel (When setting up Travel, you will be asked if you wish to have two separate booking policies for General Users and Executives. This toggle allows you to choose which travel policy this user will use when searching for and booking travel.)
  • Fields (When using the platform 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 Fields. This can speed up employee expense entry and lead to a better user experience.)
  • Mileage Policy (If using Spend Management to claim mileage reimbursement, here you can default the mileage policy name the user will use, such as a rate set for Car Allowance.)

 


Tip: Under the travel tab, you can load travel documents for your user such as TSA Precheck/Global Entry membership numbers, Passports and Drivers Licenses, Redress Control Numbers and any Loyalty Programs the user is a member of. This is handy when all user profiles and travel booking will be centrally managed but can also be added by the user in their own profile management screen if this is not known by your Admin team. 



Step 4: Select Save.


Congrats! Your users are now loaded. To trigger a welcome email when ready, select Reinvite from the Actions column next to the appropriate users name, or select all and bulk invite. This will trigger an email to the user, welcoming them to the platform and asking that they set their password to establish access. 


    Look for this when hovering over a user to find the Reinvite option:





2-Using the XLS Bulk Import File


Use of the bulk import file not only allows you to import the standard user details captured when setting users up individually, but also to bulk import these additional details: Date of birth, Passport, Drivers license, Redress control number and Known Travel Number (TSA Pre-check). Note that users are not invited to the platform until you're ready to roll it out to your team. At that time, see this guide on how to invite users. 


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

Step 2: Select the Import Users button on the top right-hand side of the screen. 

    Step 3: Click Download template to download the user upload file template, and select Blank Template. Be sure to check your downloads for the file. 





Step 4: The template will contain both free text and drop-down cells. Start by completing all of the required columns (column A - I)



Then, you can complete the optional columns in alignment with your team needs. 


If the data is available, we highly recommend completing columns J-L, as this information is essential to the travel feature. With this data stored, they will be ready to store their payment method and book their first trip as soon as they are invited. If you don't have this data, no worries. The users can always update their profile with this data once they are invited. 



Tip: Mobile number must be entered in +country code format (i.e. +1 for US or +44 for UK -- Example : +17704642549


Accounting codes will start at Column M, and will allow you to configure field values against the user, which will auto-populate those values while justifying expenses (where applicable). These values must be stored in the platform prior to including them in the user bulk import file. See this guide for more information on field values.  



Travel document columns include Passport, Driver's license, Redress Control Number and Known travel number. This will only be included within your bulk import template if your account is enabled for the travel feature. Selecting Yes within the drop down for these columns will unlock the additional columns associated with that travel document for you to complete. 




Select No if you don't wish to upload information for that travel document. 


Step 5: Once complete, please save the file with your changes. 


Step 6: Return to the open bulk import pop-up box by clicking Settings > Users > Bulk Import file) and click Upload file (browse and select your file) and Confirm



Step 7: If your upload contains any errors, then an error will populate letting you know to review the file.



Within the file, you will see a red flag indicating the areas that require review. 



Please update to resolve the errors and reattempt upload. Common errors may be -- incorrect phone number format (+1 for US or +44 for UK must be included with the number), inclusion of an accounting code that doesn't already exist in the platform, etc. 


Once your upload is successful, then a pop-up will appear indicating that the user(s) has been successfully imported. You will note that their status will say "pending_activation", indicating that they have not yet set a password to establish access to the platform. 





If you encounter any challenges, and need assistance with a bulk upload, please reach out to our team via email - help@neo1.com.


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.