Rules; (noun, pural)

"A set of explicit or understood regulations or principles governing conduct or procedure within a particular area of activity." - Dictionary.com

They are the basis of everything around us in our everyday lives. Rules on the roads, rules in our workplace. We are governed by a set of guidelines; rules of democracy, of government; rules of the law. Even our own moral rules that we live by.

In the Locomote Corporate Travel Platform a rule is also known as 'policy.' A company or corporate policy (which let's face it, is just a fancy word for rules) is formed together to create a group, a Policy Group. The group governs the policy configurations, set by the company to ensure the employees (travellers) who use the Locomote platform to search (or fare shop) and book travel, are within the company 'rules.' If you would like to set or change the rules for Policy Groups in uPolicy, please contact your Travel Management Company (TMC.)

And so you have created a Policy Group and now as the Company Administrator, it's up to you to continue to manage the company profiles and determine how best to assign Travellers to Policy Groups. And if you came for a how to guide.. well, yay! You have certainly come to the right place.

Within the administrator Dashboard you will notice (if you haven't already) a sub-heading titled "Assign Travellers To" and within these modules, you can assign Travellers to anything, from Cost Centres to Employee Groups, to Policy Groups. If needed you can also remove Travellers from their preferred or specified modules.

Remember

If you have received the message "You are unable to make this policy group inactive when in use by travellers" when trying to disable a group, this will be because Travellers are still assigned to the group. To be able to continue with disabling the group, you will need to remove travellers that are assigned to the group first, then you can try again.

Add travellers to a policy group

  1. Click on the user Avatar and select Admin to access the Admin home page

  2. In the left-hand panel under Assign Travellers To, click on Policy Groups

  3. To add a traveller, click on the Name of the Policy Group (displayed in blue text)

  4. In Users in Policy group find the traveller you wish to add to the group by typing their name into the search field

  5. Once the traveller is displayed, select the name and click Add

  6. A green notification banner will display, confirming the user has been added.

Remove travellers from a policy group

  1. Click on the user Avatar and select Admin to access the Admin home page

  2. In the left-hand panel under Assign Travellers To, click on Policy Groups

  3. To remove a traveller, click on the Name of the Policy Group (displayed in blue text)

  4. In Users in Policy group identify the traveller from the list that you wish to remove

  5. To the left of the traveller name click Remove

  6. A prompt will appear, asking to Confirm or Cancel; click Confirm to remove

  7. The list will update, where the traveller name will be removed.

Configure Policy Group assignments via profiles

Add Remove

  1. An alternative way to assign a Policy Group is via the user profile

  2. Click on the user Avatar and select View Profiles to access all Company Profiles

  3. In the Active Profiles tab, locate the user either via the search field at the top (searching by Name, Email or Employee ID) or locate them in the list

  4. Once located, to the right-hand side of the user's name click Edit

  5. In Edit Employee Profile, navigate to the Personal tab (by default, this should be the first page the profile loads on)

  6. From this tab, under the Organisation Details sub-heading, locate the Policy group field

  7. From this field, a drop-down box will appear with Policy Group options. Select the appropriate group

  8. Click Update Profile to save changes

  9. To confirm changes, click on the user Avatar and select Admin to access the Admin home page

  10. In the left-hand panel under Assign Travellers To, click on Policy Groups

  11. Search by Name or Code to locate the Policy Group

  12. Once the group is identified, click on the Name of the group (displayed in blue text)

  13. In Users in Policy group identify the traveller from the list that you just added where their name should appear.

  1. An alternative way to remove a Policy Group is via the user profile

  2. Click on the user Avatar and select View Profiles to access all Company Profiles

  3. In the Active Profiles tab, locate the user either via the search field at the top (searching by Name, Email or Employee ID) or locate them in the list

  4. Once located, to the right-hand side of the user's name click Edit

  5. In Edit Employee Profile, navigate to the Personal tab (by default, this should be the first page the profile loads on)

  6. From this tab, under the Organisation Details sub-heading, locate the Policy group field

  7. To remove, change the current selection and choose the blank option

  8. Click Update Profile to save changes

  9. To confirm changes, click on the user Avatar and select Admin to access the Admin home page

  10. In the left-hand panel under Assign Travellers To, click on Policy Groups

  11. Search by Name or Code to locate the Policy Group

  12. Once the group is identified, click on the Name of the group (displayed in blue text)

  13. In Users in Policy group identify the traveller from the list that you just removed where their name should no longer be listed.

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