A policy is an attitude, a movement. An idea or plan to build a strategy and fulfill a dream; all used to base decisions upon. The best policy and one that often gets lost in 2018 is honesty. 100% truth. Benjamin Franklin said it best and it rings as true and as loud as ever.
The Locomote Corporate Travel Platform understands this and allows the flexibility to ensure its users receives the most honest experience by utilising (if the company chooses to) Policy Groups. In a nutshell, a Policy Group governs the policy configurations within the Locomote platform. A company can dictate a set of rules/parameters that forms the basis for the Policy Rules and effects the experience the user will have.
For example, Policy Rules (from a Policy Group) can determine what vendors are shown (for Air, Hotel and Car) as well as what rates are displayed.
As a Company Administrator, you have the ability and the responsibility to manage the company data and either adopt existing policy groups structure that your company utilises in other systems, or you can go rogue and create your own entries for the Locomote platform. Once the groups are created, as the admin you also have the ability to edit and deactivate other existing departments and then, assign or remove travellers assigned to the Policy Group(s).
Need to Know
By default, when a company is first created there are no Policy Groups. Policy Group is a mandatory field within a user's profile. To configure Policy Groups in uPolicy, please contact your Travel Management Company (TMC.)
Create a Policy Group
Click on the user Avatar and select Admin to access the Admin home page
From the left-hand panel under Assign Travellers To click on Policy Groups
In Policy Groups, click on + Policy Group
Fill in the necessary fields ie. create a Name for the department, enter a unique Code and then click Save
A green notification will appear at the top of the page to confirm that the 'Policy Group was successfully created.'
The newly created Policy Group should now appear as an active group, within the Policy Groups page
The new Policy Group will now be available to assign employees (travellers) to.
If you need to Add or Remove Travellers to a Policy Group, please refer to this article.
Edit 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
On the Policy Groups page, locate the group you require to edit within the list. Policy Groups can be searched on by Name or Code
Once the group has been identified, click on Edit to the right of the appropriate entry
Make the required changes (ie. either to Name or Code) and click Save
A green notification will appear at the top of the page to confirm that your changes to the Policy Group were successfully updated.
Remember
You cannot delete a Policy Group; this is due to the group being tied to historical trip data. You can only archive or disable (as shown below) which will keep any historical trip data intact.
Disable 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
On the Policy Groups page, locate the group you require to archive within the list. Policy Groups can be searched on by Name or Code
Once the group has been identified, click on the active toggle under State heading, next to the appropriate entry
A prompt will confirm with "Are you sure you want make this policy group inactive?" Click Cancel to back out of disabling the group or click Proceed to proceed with disabling the group
A green notification will appear at the top of the page to confirm that the Policy Group has been "Successfully inactivated."
The Policy Group will now appear inactive in the list, where the Edit button will be removed
To edit or change an inactive Policy Group, you will first need to reactive the group.
Remember
If you receive 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.
Note
Policy Group data can be exported by clicking Export to CSV in the header bar (to the right of + Policy Group). This will produce a basic report of Departments, with created, updated and deleted (archived) dates.
