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
Click on the user Avatar and select Admin to access the Admin home page
In the left-hand panel under Assign Travellers To, click on Policy Groups
To add a traveller, click on the Name of the Policy Group (displayed in blue text)
In Users in Policy group find the traveller you wish to add to the group by typing their name into the search field
Once the traveller is displayed, select the name and click Add
A green notification banner will display, confirming the user has been added.
Remove travellers from a policy group
Click on the user Avatar and select Admin to access the Admin home page
In the left-hand panel under Assign Travellers To, click on Policy Groups
To remove a traveller, click on the Name of the Policy Group (displayed in blue text)
In Users in Policy group identify the traveller from the list that you wish to remove
To the left of the traveller name click Remove
A prompt will appear, asking to Confirm or Cancel; click Confirm to remove
The list will update, where the traveller name will be removed.
Configure Policy Group assignments via profiles
Add Remove
An alternative way to assign a Policy Group is via the user profile
Click on the user Avatar and select View Profiles to access all Company Profiles
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
Once located, to the right-hand side of the user's name click Edit
In Edit Employee Profile, navigate to the Personal tab (by default, this should be the first page the profile loads on)
From this tab, under the Organisation Details sub-heading, locate the Policy group field
From this field, a drop-down box will appear with Policy Group options. Select the appropriate group
Click Update Profile to save changes
To confirm changes, click on the user Avatar and select Admin to access the Admin home page
In the left-hand panel under Assign Travellers To, click on Policy Groups
Search by Name or Code to locate the Policy Group
Once the group is identified, click on the Name of the group (displayed in blue text)
In Users in Policy group identify the traveller from the list that you just added where their name should appear.
An alternative way to remove a Policy Group is via the user profile
Click on the user Avatar and select View Profiles to access all Company Profiles
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
Once located, to the right-hand side of the user's name click Edit
In Edit Employee Profile, navigate to the Personal tab (by default, this should be the first page the profile loads on)
From this tab, under the Organisation Details sub-heading, locate the Policy group field
To remove, change the current selection and choose the blank option
Click Update Profile to save changes
To confirm changes, click on the user Avatar and select Admin to access the Admin home page
In the left-hand panel under Assign Travellers To, click on Policy Groups
Search by Name or Code to locate the Policy Group
Once the group is identified, click on the Name of the group (displayed in blue text)
In Users in Policy group identify the traveller from the list that you just removed where their name should no longer be listed.