Pack of wolves. Convocation of Eagles. Nursery of raccoons. School of dolphins. Group of employees.

Groups are essential to how we live, work and go about our day-to-day lives. That's why in the Locomote Corporate Travel Platform, we have given the ability to organise employees via Groups, to easily and logically place travellers, arrangers, authorisers, administrators and other roles into customised groupings to help create separate groups for reporting and/or assign specific workflows.

As the Company Administrator, you can either adopt current groups that your company utilises in other systems so that any department groups or employee groups makes sense, or you can go full maverick and create your own groups for the Locomote platform. Once the groups are created, as admin you also have the ability to edit and deactivate other existing employee groups.

By successfully managing the groups, you will keep the user data organised and squared away, which will only help reporting and make things easier and efficient later on.

Remember

If travellers/authorisers, are not assigned to an Employee Group, no workflow will appear for the traveller. If no Authoriser is assigned, workflow that requires approval will be disabled.

If you need to Add or Remove Travellers from an Employee Group, please refer to this article.

Create an Employee Group

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

  2. There are two ways to access Employee Groups; first way is via the Dashboard after selecting Admin. Select the Create Group tile

  3. The second way is via the left-hand panel under Assign Travellers To. Click on Employee Groups

  4. If you selected the first way via the Dashboard, a New Employee Group prompt will appear immediately. If you selected the second way, in Employee Groups, click on + Employee group

  5. Fill in the necessary fields ie. create a Name for the employee group, enter a Code if needed and select the Type (ie Traveller, Authoriser etc.), then click Save

  6. A green notification will appear at the top of the page to confirm that the 'Employee group was successfully created.'

  7. The newly created Employee Group should now appear as an active group, in within the Employee Groups page

  8. You can sort the list by the headers (Name, Type, Created at and State ie. Active or Inactive)

  9. The Employee Group will now be available to assign employees (travellers) to.

Need to Know

Once the Type has been set, this cannot be changed. To ‘undo’ changes, the group will need to be deactivate and re-created correctly.

Edit an Employee 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 Employee Groups

  3. On the Employee Groups page, locate the group you require to edit within the list. Groups can be searched on by Name or Code, otherwise you can sort the list by the headers (Name, Type, Created at and State ie. Active or Inactive)

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

  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 Employee Group were successfully updated.

Note

You cannot delete an Employee 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 an Employee 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 Employee Groups

  3. On the Employee Groups page, locate the group you require to archive within the list. Reasons can be searched on by Name or Code, otherwise you can sort the list by the headers (Name, Type, Created at and State ie. Active or Inactive)

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

  5. A prompt will confirm with "Are you Sure?" Click Cancel to back out of disabling the group 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 Employee Group has been "Successfully inactivated."

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

  8. To edit or change an inactive Employee Group, you will first need to reactive the group.

Note

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

Did this answer your question?