How-To

Setup: Quick Start for Basic Programs

Need to plan a trip right now? Go from sign-in to itinerary in 6 quick steps.

1. Access Your Site

  • Go to http://www.egencia.com via your Web browser.
  • Simply click Sign In to get to the proper sign-in screen. After your initial visit, you will always be taken directly to the Egencia sign-in page (unless you have manually deleted your browser's cookies).
  • Enter your user name and password.
  • You're in!

2. Company Profile


From the homepage, click on Company Profile. Review and complete fields as needed:

  • Company display name
  • Car corporate discount numbers (optional)
  • Airline company rewards discount program numbers (optional)
  • Custom company profile fields (optional)
  • Service levels (optional)
  • Etc. (See complete information in the Company Profile section.)

3. Self-Registration Setting

Go back to the homepage, click Manage Users → Modify the Self-Registration Setting.

How will your users begin using the program? Choose from the following options for your travelers:

  • Self-registration with immediate access
  • Self-registration with (your/a designated approver's) approval
  • No self-registration allowed

4. Your Own Profile

From the homepage, go to My Profile (in the yellow toolbar at the top of the page). Complete or edit your own profile information:

  • Name (first, middle, last)
  • E-mail settings
  • Traveler information (passport, emergency contacts, etc)
  • Travel preferences (details on air, hotel and car preferences, including frequent flyer numbers, etc)
  • Purchase and billing information (personal credit cards)
  • Home airport

5. User Profile(s)

To set up one user profile at a time:

Go to Manage Users → New user account.

Create a profile for a user by entering the following information:

  • First name, middle name, last name
  • User name
  • Password (user may later change this if allowed)
  • E-mail address
  • User role (choose Traveler for now)
  • Check the box for: Add this account to the list of users whose travel I can arrange
  • Check the box for: Send an e-mail message to this user with instructions on how to sign in
  • Any department or custom data fields you have created for your company

-OR-

To invite multiple users to set up their own profiles:

Go to Manage Users → Send e-mail invitations.

Enter the e-mail addresses of the travelers you'd like to invite to register (contingent on your self-registration setting above). Edit the sample e-mail template and send.

-OR-

create guest listings, please see the section Manage Users - HOW-TO | Guests.

6. Book Travel

You're ready to go!  If you wish, go to Broadcast Messages from the homepage to leave your team members an on-site welcome message.