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

  • Please click link for further information around Partner Dashboard/Console Admin Permissions

Need To Know

Profiles can be create: Manually or through an HR feed/ Profile Upload, Web Services, Single Sign-on (SSO) or Open Enrollment

Note: If creating users through an HR feed or Web Services: DO NOT create profiles manually. When manually creating profiles with these services enabled you may run the risk of inaccurate profiles, overwritten data or deactivated user accounts.

How to create

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

• Click Users Tab

• Click 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 edit, they will have the option to edit 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 edit, they will have the option to edit 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 edit, they will have the option to edit 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 if you do not need to create another user or edit 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 edits.

    • Click here to see how to edit 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 if you do not need to create another user or edit 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 edits.

  • Click here to see how to Edit User Account