Edit User Profile

Owned by Malissa Olofernes
Last updated: Jan 31, 2024 by Leif Hanson
8 min read

Introduction

User profiles can be edited through the Deem Partner Dashboard with appropriate permissions.

Benefits

These instructions benefit the TMC, and clients can edit accounts with appropriate permissions.

Click Partner Dashboard/Console Admin Permissions link for further information about permissions.

Need To Know

Profiles can be edited manually or through an HR feed, User Profile Upload or Web Services.

Note: If there are fields which are edited through an HR feed or Web Services: Be careful about editing these fields manually, as the HR feed or Web Services may overwrite what you have entered once the service is triggered.  This will depend on what is selected in the Configure Profile Fields / Profile Load area. I.e., it may write for New Users Only, or All Users.  When All Users is checked, the feed will overwrite a manual update made to that field.

image-20240126-183316.png

You can tell how a User Account has been created and modified by accessing the account under Edit User, and look to the right of the account information

Types of profile creation and modification:

  • Profile Load

  • Manually

  • Single Sign On

  • Open Enrollment

  • Web Service

Note: You may see a profile created by one service and edited by another. With modification, it shows how the profile was last edited.

image-20240126-200238.png

Edit User Profile

How to access profile

  1. On the Users Tab, select Edit a User.

  2. Enter search criteria for account

  • Helpful Hint:  You can use one or more of the search fields above. Due to the many ways to spell a first or last name you can actually search for partial names. A few examples are listed below:

    • First initial of first name and first initial of last name.

    • Partial first name.

    • Partial last name as in example in below screenshot. I am searching for the last name Never but searching only by Nev.  The system will present any last name starting with Nev.

    • Partial email address or even partial External ID.

    • Search by only Active Users, to narrow down profile returned to only active accounts.

    • If you know there are fewer than 200 user accounts you can leave all search options blank and click search.

    • Tip: Use the % as a wildcard for search criteria. For example %abccorp.com in the Email field

  1. Click account name, as shown below.

Accessing profiles

To access a user profile:

  1. On the Users Tab, select Edit a User.

  2. Enter search criteria for account.
    Notes:

    • You can use one or more of the search fields above.

    • Due to the many ways to spell a first or last name you can actually search for partial names.

    • A few examples of search criteria are:

      • First initial of first name and first initial of last name.

      • Partial first name.

      • Partial last name as in example in below screenshot. I am searching for the last name Never but searching only by Nev.  The system will present any last name starting with Nev.

      • Partial email address or even partial External ID. Use the % as a wildcard for search criteria. For example %abccorp.com in the Email field.

      • Search by only Active Users, to narrow down profile returned to only active accounts.

      • If you know there are fewer than 200 user accounts you can leave all search options blank and click search.

  3. Click account name.

Profile Edits Per Section

Support Information

The Support Information section contains useful information. Two notable items are the Deem PNR Synch ID and Enabled Services (Group Name) or Policy Group. The following list explains the fields and descriptions, if necessary.

  • Login Name:  User Login ID.

  • Customer ID: Specific to each user profile.  When opening a case you can add this information to help with the research process.

  • User Account Creation Date: Date Account was created.

  • First Login Time: 

  • Last Login Time:

  • Time Zone:

  • Deem PNR Sync ID: Specific to each user profile. Written to each offline profile and booking purchased online in Deem.  Allows Deem to sync reservations to the appropriate user profile. (arrow showing area in below screenshot).

  • Last Profile Update Time:

  • Privacy Policy Accepted Time: Customer accepts Privacy Policy during the registration process.

  • Last Modification Time:

  • Last Webservices Update Time: Will only be shown if Web Services is enabled for your client.

  • Enabled Services (Group Name): Policy group users belong to (arrow showing area in below screenshot).

Account Permissions

Set the account permissions for the specified user.

  1. Select the Account Type:

    • End User:  Users will fall under End User.

    • Support:  Test User accounts or accounts you do not want deactivated if an HR feed or Web Services are enabled.

  2. Select boxes for Account Roles:

    • Site Administrator: (Currently not being used)

    • Guest User: (Currently not being used)

    • Travel Approver Permissions: Will only display if PTA is enabled.  This role allows you to manually designate a profile as a manager profile (Travel Approver profile).

  3. Click Save.

Personal and Employee Info

  1. Complete the following options for Personal Information.

    • Title

    • First Name

    • Middle Name

    • Last Name

    • Suffix

    • User Name

    • Birth Date

    • Gender

  2. Complete the following options for Employee Information:
    Note: for Enabled Profile Reporting Fields, you may see all fields based on what is enabled under Profile Settings. Enabled fields are open editable field. Disabled fields are grayed out.

  • Example Fields:

    • VIP Indicator

    • Employee ID

  1. Complete the Additional Information, which is configured through Customer Fields.

  2. Click Save.
    Note:  If the field is followed by an asterisk, you will be required to complete the field before saving.

Addresses and Phone Numbers

The address and phone number section may contain Business and Personal address, email and phone information, and you can also configure additional information through custom fields.

  1. Complete the Business Address, phone, and business email fields.
    Note: Additional Email 1 and 2 are custom fields: Configured through Customer Fields

  2. Complete the home address, phone and personal email.

  3. Click Save once you have completed your edits to this section.
    Note:  If the field is followed by an asterisk, you will be required to complete the field before saving.

Emergency Contact

  1. Designate who to contact incase of an emergency.

  2. Enter full name, relationship, email, country, address and phone.

  3. Click Save.

Payment Cards

Payment options can be configured based on groups.

  • VIP: Purchase using credit card within profile.

  • Executive: Purchase using credit card within profile or site card.

  • Default Group: Purchase using site card.

Payments can be configured in several ways:

  • Restricted to site card (company corporate card).

    • If a site card is set to required, the user has the ability to add their credit card to their profile, but they will not have the ability to select it as a default for those services which are restricted.

  • Use card within profile.

  • Allow user to select between site card or card within their profile.

  1. Choose an option for each card in the Default payment cards area. For example:

    • Airline payment card - Restricted to site card.

    • Hotel payment card - User’s Credit Card from profile.

  2. Click Save.

Service Preferences Travel

This section contains everything from home airport, reward programs to Known Traveler Number and much more. 
Note: What displays is based on how you have configured your profiles under the settings tab.  You can add and remove options as needed. 

  1. Complete the fields in the Air, Hotel, Car, Train, Car Service, Travel Documents, and Additional Information sections.

    • Air Preferences

      • Home Airport

      • Seat Preferences Air Special Request

      • Air Membership (Frequent Flier Numbers)

      • Meal Preferences

      • Preferred Fare Type

    • Hotel Preferences

      • Hotel Amenities

      • Hotel Special Requests

      • Hotel Membership (Reward Programs)

    • Rental Car Preferences

      • Default Car Size

      • Car Special Requests

      • Car Memberships (Reward Programs)

    • Train Preferences

      • Home Train Station

      • Preferred Service Class

      • Rail Carrier (Reward Programs)

      • Default Search Type

    • Car Service Preferences

      • Default alias first name.

      • Last Name.

      • Show Car Service option after booking travel: Allows user to opt out displaying car services after booking by unchecking the box.

      Note: Will not display if Car Services is not enabled.

    • Travel Documents

      • Passport

      • Visa

      • National ID Information

    • Additional Information

      • Fields created under Custom Fields.

      • Below is an example of additional fields created to allow user to provide further information to the dedicated agent team, if they book offline with an agent.  Will not show within the booking process, as they know their own travel preferences.

  2. Click Save.

Notifications

Not available. You must impersonate the user account to edit notifications for the user.

Delegates

Two options exist for delegate access setup:

  • Assign a delegate to a user’s account

  • Become a delegate

To Assign a delegate to a user’s account:

  1. Navigate to People Who can Book For Me.

  2. Click Add a delegate.

  3. Search by first name, last name or email address.
    Note: You can search by partial name or email address, as a similar name list will be presented.

  4. Click radio button to the left of delegate’s name.

  5. Click Save.

To become a delegate:

  1. Navigate to People I Can Book For.

  2. Click Become a delegate.

  3. Search by first name, last name or email address.
    Note: You can search by partial name or email address, as a similar name list will be presented.

  4. Click the radio button left of the user’s name.

  5. Click Save.

  6. Repeat process if needing to add more than one delegate or user.

Display Settings

  1. Customize date, time, time zone, measurements, currency and country.

  2. Click Save.