Audience: Neo1 Admin


Purpose

As an Admin, you can easily manage changes to the following standard user details: 


  • User title (Mr/Mrs/Miss/Ms)
  • First Name (if you need to add a middle name, please include it with first name as follows: First Name_Middle Name)
  • Email (this will also be the login)
  • Mobile number (recommended for travel)
  • Date of birth (required for travel)
  • Employee ID (optional)
  • User Group(General or Executive)
  • User Status (Active/Deactivated/Pending Activation)
  • Neo1 Role (Admin/Arranger/Finance/Travel Host - No role required for standard users)
  • Supervisor (responsible for approving purchases and expense transactions)


Tip: If you are looking to manage additional user profile data like: DOB, Travel Documents (Passport, KTN), Loyalty programs, etc, please see this guide.



How to manage user profiles 




Step 1: In order to update a user profile, start by going to Settings > People and you will be defaulted to the users tab. 


Step 2: Find the desired user and click the pencil, edit, icon to the far right.





Now you will be able to make changes to the Details and Role and permissions. 



In the example below, we are updating the User status (For users who no longer require access, we would update their status as "Deactivated"). 






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 in Neo1, you will be asked if you wish to have two separate booking policies for General Users and Executives. This setting allows you to choose which travel policy will be applicable for this users booking experience)
  • Fields (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 Fields. This can speed up employee expense entry and lead to a better user experience)
  • Mileage Policy (If using Neo1 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)

 


Step 3: Once you have made the desired changes, click Save. 




Tip: 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. 



Tip: When deactivating a user, be advised that this will cancel the virtual Card issued through Neo1 (if applicable)