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In order to control spending, organizations can configure travel services to allow certain kinds of bookings and disallow others. For example, a company may have a travel policy that allows executives to fly business class, while non-executive employees are allowed only to fly coach/economy class. By assigning travelers to separate “Groups”, it is possible for you to assign different rules to various types of users. A user’s access to services and other options is determined by the groups to which the user belongs.

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Index

Table of Contents

Benefits and Need to Know

Task

Process / Helpful Hint

Benefits / Need to Know
Benefit	Numerous reasons to utilize groups, below are a few examples. Different forms of payment Different policy groups Different policy display configuration Different PCC Different GDS Different company profile
Need to Know	Groups defined by profile fields only

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.
Groups are cloned over from your template, during the cloning process.

Configuration

Task

Process / Helpful Hint

Define Groups

Define how you many groups you will need.

Examples:

Default/Everyone

along

and

guest group

Guest.

Hint:

- Define the Guest group by first name as guest, and all other profiles will automatically fall under the Everyone group. Remove all other groups from your site if you inherited them from your template site.
Default/Everyone

Group

, VIP as well as

guest group

Guest.

Hint:

- Define VIP Group by VIP indicator profile attribute, and Guest by first name of Guest, all other accounts will fall under the Everyone group.
Default/Everyone, Manager, VIP, as well as Guest

and Everyone

.

Hint:

- Use profile field to capture policy group.
- Demonstrate throughout this article.

Define Profile Field

Define profile field you will use to capture policy group.
Hint: Dedicate a profile field to be used specifically for configuring different policies. Use this dedicated field anytime you may need to define more than VIP, Guest and Default/Everyone groups.

Example: Dedicate one of the MIS Fields.

In this example I will be using MIS Field7. I will dedicate this field as the policy group field for all of my sites which need more than the basic VIP, Guest and Default/Everyone group.

Click on

On the Settings tab

Click on

, select Profile Field Settings.

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Click on Click in box to the right of the MIS field7 and change the name to Policy Group

Select Configure Profile Field.

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Change the display label for MIS Field7 to Policy Group.

Reminder: The Field Name is the name used when programming your Profile and PNR mapping, whereas the Display Name is what the customer will see

Click the checkbox to the left of Profile Load

Also the

.

Under Data Source you will want to check the boxes for the following:
- Profile Load - Allows field to be captured in an HR feed/profile upload

Click on radio button to the left of All Users

By selecting All Users the field will be evaluated and each profile will be updated if there are any changes. Whereas if you select New Users Only, the file will only update traveler profiles if the profile is new/does not already exist.

Check boxes to the left of: Agent Editable, Admin Editable

Check first box to the right of these fields, under the Display in Setting column

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- /web service.
- All Users – Allows field to trigger when an HR feed/profile upload/web service is triggered, whether it be a new user or existing user.
- Agent Editable - Allows those with Domain Admin Access to the Deem Partner Dashboard/Console to update the field.
- Admin Editable - Allows those with Super Domain Admin Access to the Deem Partner Dashboard/Console to update the field.
Under Display in Setting you will want to check the box to allow the admin and agent to have access to the field in the user’s profile through the partner dashboard. The user will not have access to update the field but they will have the ability to view the field.

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Move to the bottom of the screen and

click on Define the policy groups within the profile field by clicking on

select Save

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Best to create a drop-down menu to define the policy. This is configured by selecting Customize Profile Fields.

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Click on When uploading profiles through an

Select MIS Field 7.

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Click on Field Type and select List

Under Field Type Preference: List enter policy groups

Note: Before the equals sign will be what the customer will see, what is after the equals sign will be written to the GDS. Therefore keep in mind GDS character restrictions when entering data after the equals sign.

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Select List from Field Type options.
Configure list/drop-down menu under Option Labels and Values:
- Default=Default - Indicates Everyone Group.
- Manger=Manager - Indicates Manger Group.
- VIP=VIP - Indicates VIP Group.
- Before the equals sign - Customer view
- After the equal sign - Will be written to the GDS, and will be used to configure groups, as well as uploading HR feed/Profile upload

file, the data after the equals sign is what you will need to enter into the upload/feed.

- files, and Web Services. This field is case sensitive, therefore how you enter the data in this field is exactly how it will need to be entered in the

upload/feed

- group configuration, HR feed/Profile upload file and Web Services.

Note: Due to GDS restrictions please be sure to refrain from using special characters such as (%^^&$#@!, etc.) after the equals sign.

Hint: It is best to enter the list in alpha/numberic order, as this makes it much easier to add and remove data from the field.

In this example I have entered the following

Default=Default - Indicates Everyone Group

Manger=Manager - Indicates Manger GroupClick on

VIP=VIP Group - Indicates VIP Group

Select no value as a default.
- The

client

- admin will see Select One in the profile, if

no entry

- policy has

been made

Click on Save

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- not been selected or update through other services such as the HR feed.
Select Save.

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Configure Groups

Click on

Select Groups tab

Click on Add a New Group, if

.
If the group does not already exist

and you need to create one.

, select Add a New Group.
If a group

is available click on

exists select the group to update parameters if necessary.

Note: The garbage can with a red X indicates group is applied to rules

, without the X indicates rules currently not applied to rules

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.

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Group Name: Enter a name that will be easily recognizable for the group.
- Note: Do not include any special characters in the Group Name.
Description:

(Optional)

Enter a group description, shows only to site admin (Optional).
Applying Rules.

Note: Typically only the Service Rules are applied to all groups, as the others are inherited.

Service Rules: Allows you to apply policy, policy display, rail services, car services etc.

You will always check this box

(Required).
Account Rules: (No longer used

in configurations

).
Groupware Rules: Calendar or ICal integration

-

(Inherited do not check this box).
Display Options Rules: Display configuration, date, time, currency and time

zone - Inherited.Helpful hint: Typically only checked if your site is an international site where members of one group are for example located in the UK and others are located in the US. You would then check this box to select different currency, measurement, and time zone displays for each group

zone (Inherited do not check this box unless you need groups to default to a different display configuration, such as US and UK).
Web Services Rules: Profile sync

-

(Inherited, do not check this box unless the group is to sync to a different PCC or company profile).
Mobile Rules: Allows for mobile access

-

(Inherited, do not check this box unless a group should not have access to the Deem mobile app, while another group should have access).
Dynamic Profile Attribute Assignment Rules: (No longer used

in configurations

).

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Select parameters

for defining each group:

which will define the group. Remember the Data fields are case sensitive, you need to enter the data point in exactly how you have it in the profile field, and in the case of the guest data field, duplicate how you entered the name in the user account.

Note: In this example I am configuring for a Manager, VIP and Guest group. Anyone who does not fall under one of these groups, will fall under the Everyone group.

Manager Group
- Add First Parameter: Defines what user will be assigned to the group.
  - Profile attribute: Select [Policy Group]

from drop-down menu to the right of User

- - .
  - Clarification Drop-down:

Equals

- - Select Equals.
  - Data field: Enter Manager.
- Add Second Parameter:

Because we have a guest group

- We want to insure that the guest user will not fall under this group.
  - Profile attribute: Select First Name.
  - Clarification Drop-down: Not Equal to.
  - Data field: Guest

- - .

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VIP Group
- Add First Parameter: Defines what user will be assigned to the group.
  - Profile attribute: Select [Policy Group]

from drop-down menu to the right of User

- - .
  - Clarification Drop-down: Select Equals.
  - Data field: Enter VIP.
- Add Second Parameter: We want to insure that the guest user will not fall under this group.
  - Because we have a guest group
  - Profile attribute: Select First Name.
  - Clarification Drop-down: Not Equal to.
  - Data field: Guest

- - .

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Guest Group
- Parameter
  - Profile attribute: Select First Name.
  - Clarification Drop-down: Not Equal to.
  - Data field: Guest

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- - .

Note: No need entering a second parameter.

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Groups have been Created.

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Enable Service Rules

Prior to testing, validate the Service Rules have been activated for each group. You will need to activate each group that is not currently active.

Groups followed by a garbage can with the red X are active

Access Service Rules to activate the group/groups that are not active

Note: You can go back to the service rules to fully configure later

Click on Rules tab
Click on Service Rules

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Click on link under Travel Add under the Travel column

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Click on Activate Rules
Click on Enable Deem Travel

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Click on Save

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.
Click link for further information around Service Rules.

Test Group

Be sure to run a few tests to ensure profiles are being passed to the appropriate group. There are two ways to verify if this is working as you intended. Both will require you to have profiles built in the site, either test accounts or client accounts.

First test to confirm group is working: