Audience: Admin


Keeping your users' data accurate and up to date is key to enable a smooth experience - and maintaining business compliance.


As an Admin, you can manage changes to users' profiles by:


1- Updating individual user data manually. 

2- Using the user import option to bulk update several user profiles. 



1- Updating individual user data manually


You can easily manage, for each user individually, changes to the following 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)
  • 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.



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, 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 the expense module, 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)


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




2- Using the user import option to bulk update several user profiles.



Step 1: Export your existing users by going to Settings > People then click "Import users" 





Step 2: Click "Download the template" then select "Template with existing users".




Step 3: Open the export file from your downloads, and update the users details you need to. Save your file.






Step 4: Back on your platform, click "Upload your file" or drag and drop your updated file (if you closed the screen, just repeat Step 1 then skip ahead to Step 4).



 


Step 5: Click "Confirm". Your users profiles are updated.



Tip: When using 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 the platform (if applicable)