Create New User Account

Owned by Malissa Olofernes
Last updated: Feb 01, 2024 by Ellen Tieberg
5 min read

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Overview

TMC and their clients can manually create accounts with appropriate permissions. User profiles can be created through the Deem Partner Dashboard with appropriate permissions. For more information, see Partner Dashboard/Console Admin Permissions.

Profiles can be created through the following options, please select links for further information.

Note: If you creating users through an HR feed or Web Services, DO NOT create profiles manually. Manually creating profiles with these services enabled may result in inaccurate profiles, overwritten data, or deactivated user accounts.

Manually Create User Profiles

To manually create a user profile for a new account:

  1. From the Partner Dashboard home page of the site you want to modify, select the Users tab.
    Note: You may only have access to the Users tab depending on permissions granted.

  2. Select the Add a New User link to display the Add a New User page.

Account Information

  1. Test users only. Select Support Account if the account is a test user. This setting:

    • Saves the account from being deactivated if it is configured for an HR feed or Web Services.

    • Excludes the account from Deem reports.

  2. Do not select the Guest User check box. This field is not currently used.

  3. In User Name, enter the user identifier that the end user will enter when they sign on.

    • User names must contain only characters (a-z, A-Z), digits (0-9),and special characters: . ,@, - or _. The length must be between 1 and 64 characters.

    • Typically, an email address is entered for the user name. However, the user name can be another identifier such as an Employee ID. If single sign on (SSO) is enabled for a company, the company User ID can be used.

  4. In External ID, enter a unique identifier for the end user.
    Typically, the External ID is that same as the User Name. However, if there is a possibility that the User Name may change in the future, it is recommended choose an External ID that will not change, such as an Employee ID. For example, a static External ID that is different from the User Name may make updates easier and more precise for HR feeds and expense tools.

  5. In Email, enter the end user’s email address.

  6. The Groupware ID field automatically fills in the address entered in the Email field. The Groupware ID much match the user’s email address.

  7. Optional. Select a Title for the user from the list.

  8. In First Name, Middle Name, and Last Name text boxes, enter the user’s legal name exactly is it is displayed in their travel documents.
    Note: When configuring profiles, you can choose to set the Name fields to be User Editable, which allows the traveler to update their own name fields.

Travel Approver Settings

Travel Approver Settings are available only if Pre-Trip Approval - PTA is configured for approvals by the manager within the profile.

Note: Account creation using HR feed/ Profile Upload or Web Services is recommended if PTA is enabled and the manager from profile is configured.

  1. If travel approval is required for the user. In Travel Approver Name, select the approving manager’s name for the list.
    Note: If the manager’s name is not displayed in the list, either the manager’s account has not be created or activated. Or, the account was not granted travel approver permissions.

  2. If the user will grant travel approval. Select Travel Approver Permissions if the user is a manager who is designated to approve travel.

Admin and Activation Settings

  1. Do NOT select Site Administrator.

  2. Select Activate Account to activate the user’s account when saved.

  3. In Password Options, select either:

    • Have system generate random password to generate an activation email and force the client to reset their password after their initial login.

    • Pre-defined password for user to define the password for the user. You must then provide the password to the user.
      If you select this option, it is recommended to select the Force user to change password on first login.

Note: System-generated passwords are recommended for security. However, you may want to choose pre-defined passwords if your ease of login for your users is a higher priority. Pre-defined passwords can also be used when creating test accounts.

  1. Optional. Select Generate Activation Email to send an email to the user . Select Preview Activation Email to display a sample email.

Save Options

  1. After all account information is completed, select from:

    • Save User to save this account and exit the Add a User page.

    • Save & Add Another to save this account and refresh the Add a User page to create another user account.

    • Save & Edit User to save the current account, then display the Edit User Profile page for this account. On this page, you can add more detailed account information, including the user’s contact information, permissions and delegations, travel preferences, travel documentation, and localization preferences.