When you think of Departments, maybe you think of a department store. In Australia - Myer and David Jones. In the UK, Selfridges and Marks & Spencer and in the US, Macy's & JC Penney.

Now that you're thinking of shopping (if not already window shopping on a retailer's website as you read this and "work") and I have (most of) your attention, managing Departments in the Locomote Corporate Travel Platform is as easy as clicking "Add to my Cart" when internet shopping.

A Department is where you define specific groups for travellers; these groups can then be linked to Policy Groups, Credit Cards and/or Memberships. These Departments are then selected when setting up a Traveller so that when the traveller creates a booking, the associated policy group settings, credit cards and/or memberships will be displayed.

And so you have created a Department 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 Departments. And if you came for a how to guide.. well, 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 Departments. If needed you can also remove Travellers from their preferred or specified modules.

Add travellers to a department

  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 Departments

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

  4. In Users in Departments find the traveller you wish to add to the department 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 department

  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 Departments

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

  4. In Users in Departments 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 Department assignments via profiles

Add Remove

  1. An alternative way to assign a Department 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 Department field

  7. From this field, a drop-down box will appear with Department options. Select the appropriate department

  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 Departments

  11. Search by Name or Code to locate the Department

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

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

  1. An alternative way to remove a Department 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 Department 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 Departments

  11. Search by Name or Code to locate the Department

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

  13. In Users in Departments identify the traveller from the list that you just removed where their name should not be listed.

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