"The path to the CEO's office should not be through the CFO's office, and it should not be through the marketing department. It needs to be through engineering and design." - Elon Musk

When you think of departments you think of blocks, units, groupings. Categorisation. Organisation. Things that can be divided into divisions, into areas of expertise, responsibility. Departments are already set within a company, no doubt. Even a small company will have a management level and then... everyone else. The Locomote Corporate Travel Platform understands this, but allows the flexibility and customisation for it to not be a necessity if the company does not need it.

Essentially 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. One of the main purposes of the Department field is for reporting purposes e.g. 'How much did X Department spend on trips to the United Kingdom?'

As a Company Administrator, you have the ability and the responsibility to manage the company data and either adopt existing departmental structure that your company utilises in other systems, or you can go rogue and create your own entries for the Locomote platform. Once the departments 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 department.

Need to Know

By default, when a company is first created there are no Departments. The Department is an optional field within a user's profile and when submitting a trip request. Whether it is enabled is dependent on whether Departments are enabled for the company. To enable the Department field for submitting trip requests, contact implementations@locomote.com

Create a Department

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

  2. From the left-hand panel under Assign Travellers To. click on Departments

  3. In Departments, click on + Department

  4. Fill in the necessary fields ie. create a Name for the department, enter a unique Code and then click Save

  5. A green notification will appear at the top of the page to confirm that the 'Department was successfully created.'

  6. The newly created Departments should now appear as an active entry, within the Departments page

  7. The new Department will now be available to assign employees (travellers) to.

If you need to Add or Remove Travellers to a Department, please refer to this article.

Edit 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. On the Departments page, locate the group you require to edit within the list. Departments can be searched on by Name or Code

  4. Once the department has been identified, click on Edit to the right of the appropriate entry

  5. Make the required changes (ie. either to Name or Code) and click Save

  6. A green notification will appear at the top of the page to confirm that your changes to the Department were successfully updated.

Remember

You cannot delete a Department; this is due to the department 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 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. On the Departments page, locate the group you require to archive within the list. Departments can be searched on by Name or Code

  4. Once the department has been identified, click on the active toggle under State heading, next to the appropriate entry

  5. A prompt will confirm with "Changing this department state to Inactive will remove all associated data, including department level credit cards, memberships and rates." Click Cancel to back out of disabling the department or click Proceed to proceed with disabling the group

  6. A green notification will appear at the top of the page to confirm that the Department has been "Successfully inactivated."

  7. The Department will now appear inactive in the list, where the Edit button will be removed

  8. To edit or change an inactive Department, you will first need to reactive the department.

Note

Departments data can be exported by clicking Export to CSV in the header bar (to the right of + Department). This will produce a basic report of Departments, with created, updated and deleted (archived) dates.

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