Create New User Account

Benefits and Need to Know

Benefits

• TMC can manually create accounts with appropriate permissions

• Client can manually create accounts with appropriate permissions

  • TMC must provide Deem Partner Dashboard Access

    • Permissions

      • User Manager: Allows individual to manually create/deactivate/reset password as well as update profiles

      • Profile Extract Administrator: Allows individual to extract user profiles

      • Profile Upload Administrator:  Allows individual to upload user profiles

      • Profile Upload Log Access: Allows individual access to past user extract logs

Need To Know

• Profiles can be create manually or through an HR feed, User Profile Upload or Web Services

  • Note: If creating users through an HR feed or Web Services: DO NOT create profiles manually. Profiles should be created through the HR feed or Web Services as configured.  Depending on how they are set up, the manually created account may become deactivated when the HR feed or Web Services is triggered.  Also when manually creating profiles with these services enabled you may run the risk of inaccurate profiles or overwritten data.

• Before creating a new account, verify the user does not already have a one.  There are many times where a client may already have a user profile under a different email address.  You do not want to have duplicate profiles in your system.

• Deem provides how a user account is created and modified.

  • Click on Service tab

  • Click on Edit User

• Enter traveler information

• Click on Search

• Creation and Modification Source will display to the far right of the account

• How the user account was created and last modified

  • Profile Load

  • Manually

  • Single Sign On

  • Open Enrollment

  • Web Service

    • Note: As you can see below you may see a profile created by one source and updated by another. The modification source indicates how the profile was last updated.

Benefits and Need to Know

How to create

• Log into Deem Partner Dashboard

• Access client’s site

• Click on Users Tab

  • Note: You may only have access to the Users tab depending on permissions granted

• Click on Add a New User

• Enter basic User profile information

  • Support Account:  Check this box only if the account is a test user.  This will save the account from being deactivated if you have configured an HR feed or Web Services.

  • Guest User: Currently not being used

  • User Name:  Typically email address, but can be anything that is specific to each user such as Employee ID

  • External ID: Typically matches the User Name, unless your client is implementing Open Expense.  The External ID must match that of the expense tools User Name.

  • Email: User email address

  • Groupware ID: Will auto fill from what is entered into the email section.  Must match the user email address.

  • Title: Optional

  • First Name: Travelers legal name as it appears on their travel documents.  Keep in mind if you have this field opened to the traveler to update, they will have the option to update if need be.

  • Middle Name: Travelers legal name as it appears on their travel documents.  Keep in mind if you have this field opened to the traveler to update, they will have the option to update if need be.

  • Last Name: Travelers legal name as it appears on their travel documents.  Keep in mind if you have this field opened to the traveler to update, they will have the option to update if need be.

• Travel Approver Settings: Only available if Pre-Trip Approval - PTA is configured for approvals by manager within profile.

  • Travel Approver Name: Select Manager from drop-down list.

    • If the manager does not appear in the list: Either the manager’s account has not been created, activated, or the account was not granted the below permissions.

  • Travel Approver Permissions: Check box if user is to be designated as a manager for approvals

    • Note: HR feed or Web Services is recommended if PTA is enabled, and the manager from profile is configured.

• Site Administrator:

• Activate Account: Check box to activate account

• Password Options: 

  • Have system generate random password:  System will generate an activation email, and will force the client to reset their password upon their initial login

  • Save User: Click on if you do not need to create another user or update user account

  • Save & Add Another: Click if you need to create another user, this will save the user account. The screen will refresh for you to add another user.

  • Save & Edit User:  Click if you would like to edit the current account you are creating.  You will be brought to the newly added account for updates.

    • Click here to see how to Update Account

  • Pre-defined password for user:  You can select this option if you would like to define the password for the user.  You would then need to provide the password to the user.  

    • Force user to change password on first login: It is recommended to check this box if you are manually setting the password for the user.

    • Note:  System generated passwords are recommended for security. Unfortunately you may have users that are having difficulties logging in and are becoming frustrated.  Therefore you have the option of Pre-defining a password. Predefined passwords can also be used when creating test accounts.

• Save User: Click on if you do not need to create another user or update user account

• Save & Add Another: Click if you need to create another user, this will save the user account. The screen will refresh for you to add another user.

• Save & Edit User:  Click if you would like to edit the current account you are creating.  You will be brought to the newly added account for updates.

  • Click here to see how to Update Account