How-To

How To: Traveler Groups

Traveler groups can be organized along many lines: by department, by rank, etc. You might split your travelers into Sales, Marketing, IS, Development (particularly if their travel charges should be associated with distinct central billing cards); or you could group them as Executives and All Other, respectively.

Should I Create Traveler Groups?

If you are not setting policy, you may elect to not create traveler groups. Many policy settings and other options can be set specifically by traveler group.

How To Set Up a Traveler Group

From the homepage, go to Power Tools → Policy → Traveler Groups. This will take you to the main Traveler Group control panel.

Click Create a new traveler group. On this screen you will choose:

  • A name for your traveler group
  • "Open" or "closed" status (whether or not users can assign themselves to this group during account creation)
  • Whether the group has Default status (users are automatically assigned to this group unless another is specified)

Create one or several groups this way, then click Traveler Groups in the left-hand navigation bar to return to the main page. From this page you can continue to add groups or edit existing ones.

Clicking on [Traveler Group Name] will allow you to change the group's basic settings

Policy settings will allow you to modify:

  • Flights: Class of Service; Advance Purchase; Low Fare; Reasonable Flights
  • Hotels: Lodging Per Diem; Negotiated Rate
  • Car: Car Class

NOTE: These settings can also be changed for groups within the Travel Policies module.

Payment options will allow you to modify:

  • Available central billing payment cards, whether company or personal, and what they may be used to purchase (i.e. air, hotel and/or car). (See more in the Central Billing Cards section.)

Enforcement will allow you to modify:

  • Reason Code requirement or non-requirement
  • Notification e-mail option, sent when travelers break policy (set by traveler group and/or within the traveler's individual profile, as entered by the Travel Manager. If user profiles are bulk loaded during program implementation, then these additional contact address may also be loaded at this time)

Members will display a list of that group's members. You may also add members to a group from this page. (See section Manage Users | How To: Travelers - Create Profiles.)