Frequently Asked Questions (FAQs) About Site Administration

Setting Up the Site

What are the requirements, such as browser versions for using the site, and calendar versions for integration?

See the Minimum Site Requirements.

Can I change site settings, such as the spend management messages the user sees?

Yes. See General Settings for details.

How do I enable use of the mobile app for my site?

Enter a support case with Deem — see Entering a Support Case for instructions. You can then customize the mobile device support information, upgrade reminders, and reauthorization intervals. See Etta Mobile for details.

How do I enable another language for my site?

As a site administrator, you can enable English plus one other language on a site. Currently Canadian French and Mexican Spanish languages are available, and plans are underway for additional languages. See Enabling Another Language for a Site.

How do my users find help? Is there a user guide?

The user guides is integrated with the help content. Users can click Help in the dropdown menu in the upper right corner of the site page. You can also click these links to see the help content:

Managing Users

How do I upload users for my organization into the site?

As a site administrator, you can add multiple users to your site at once in a file upload, and you can also update user profiles at once in a file upload. You can use the templates provided in the Partner Dashboard. See Managing and Supporting Site Users for details.

How do I upload delegates for users to the site?

You can upload user-delegate relationships (for a description of what a delegate is, see Editing a User Profile and Setting Delegates) using the templates provided in the Partner Dashboard. You follow the same process as for uploading user profiles. See Uploading User Profiles for details.

How do I enable open enrollment?

As an administrator, you can enable visitors to create a new account while maintaining a secure site. The visitor can access the sign-in page and click the Create a new account link. To learn how to enable open enrollment, see Open Enrollment.

Note: This option is typically used by companies that don't have or don't want to set up an ongoing user profile feed for new user registration. Other options include creating users manually and sending them emails to join the site, or uploading user profiles – see Managing and Supporting Site Users for details.

How do I set up a guest traveler?

As an administrator, you can add a user with the first and last names set to "Guest" and configure the user properly. You can then book travel for the guest as a delegate, or use impersonation from the Partner Dashboard. See Setting Up a Guest Traveler.

How do I impersonate a user for travel booking?

As an administrator, you can impersonate a user to determine what the user is experiencing. Impersonation lets you log into Deem as the impersonated user to clearly identify and address issues affecting the user, or to book travel for the user. See Impersonating a User for details.

How do I set password restrictions?

As an administrator you can set the criteria for user passwords, including password expiration rules, password length requirements, and the number of failed sign-in attempts permitted before a user ID is locked from the system. See Password Security for details.

Setting Up Travel

How do I set up travel policies?

The Partner Dashboard provides an engine for matching rules to user groups. Rules are sets of policies and configuration settings that you define and name. Groups are groups of users.
You assign sets, as rules, to user groups. The services and options that a user sees are governed by these rules. See Overview of Sets and Rules for Groups for an overview.

In order to have different travel policies for different groups of users, you create or edit each policy list, and then organize the policy lists into sets that can be assigned to groups. See Adding or Editing a Travel Policy for details.

How do I show travel policies to users when they are booking, changing, or canceling a trip?

The display configuration controls how the system displays policy information to the user. As an administrator, you can use the Partner Dashboard to build a display configuration list that defines how to show travel policies, search parameters, booking choices, and changing and canceling choices. You can then add one or more lists to a set, and assign the set to one or more groups of users. See Adding or Editing a Display Configuration for details.

How does automated ticket exchange (ATE) work and how do I configure it?

See Configuring and Using Automated Ticket Exchange for details and frequently asked questions (FAQs) about ATE.

How does pre-trip approval (PTA) work and how do I configure it?

Pre-trip approval (PTA) is a process put into place to better manage business travel by allowing a trip to be approved or declined before it is ticketed. It offers an automatic method of controlling travel spending by designating travel approvers who can approve or deny a user's travel request. See Setting Up and Deploying Pre-Trip Approval for details.

What are the features and limitations of using Southwest Direct Access for booking flights?

See Southwest Direct Access (SDA) Frequently Asked Questions (FAQs) for details.

How do I set up hotel per diem limits and policies?

As an administrator, you can use the Partner Dashboard to set up hotel per diem limits and hotel policies. See Setting Up Hotel Per Diem and Policies.

How do I control which vendors appear at the top of search results for air, hotel, and rental car trips?

As an administrator, you can use the Partner Dashboard to control how preferred and restricted vendors appear within the search results. See Managing Vendor Preferences for details.

How do I set up train travel?

As an administrator, you can use the Partner Dashboard to set up train booking in both the US and Canada. See Setting Up Train Travel.

How do I set up custom fields to appear during the booking and purchase flow?

Custom fields are available if you need to collect custom information or provide additional sevices for specialized booking or profile requirements. See Creating and Managing Custom Fields for details.

Can I generate reports about travel service usage?

As a site administrator, you can schedule detailed reports for later retrieval by using the Reports tab. You can generate a service activity summary or detailed report on activity with regard to flight cancellations, unused tickets, and the use of services such as hotel booking and airport parking reservations. See Reports Tab for Generating Reports for details.

Setting Up Other Services

How do I upload cost allocations for Expense?

See /wiki/spaces/EN/pages/6160404 for details.

How do I set up Shipping?

As an administrator, you can use the Partner Dashboard to set up the Shipping service for groups of users. The Shipping service connects with your provider accounts for FedEx, UPS, DHL, and USPS. See /wiki/spaces/EN/pages/12845179.

How do I set up Shopping (formerly Purchase)?

As an administrator, you can use the Partner Dashboard to set up the Shopping e-procurement service for groups of users. See Deem Shopping for details. 

How do I set up Car Service for Travel users?

Travel users can book car services (as described in "Managing Car Service Reservations" in the user help). You can configure Car Service to include custom rates. See Configuring Car Service for details.

What solutions do you offer travel agents for booking car services?

In addition to the car services that Travel users can book, Deem offers several car service booking tools for travel professionals, including the Deem Car Service Red App for the Sabre Red system. See "Deem Car Service for Travel Professionals" for details.

Managing Meetings

How do I set up integration with a meeting provider to control travel spending to meetings?

Organizations can use groups to manage control over travel spending for meetings. If your organization uses a meeting provider such as StarCITE or Cvent, as the site administrator you can set up groups to have rules for meeting travel in the Partner Dashboard. As a result, meeting participants can book travel with travel policies, preferences, and messages that are either consistent with their regular business travel, or specific for a meeting type. See Managing Meetings on a Site for details.