Account Setup Tips Guide

Welcome to getting the most out of your TripActions Account! 

We've outlined some of the key concepts on how to configure your account to your company's needs that are great to know as the admin of your TripActions account.  These tips will help get you to the goal of a healthy and successful account quickly.   

We also hold a live weekly webinar for admins where we cover all of our Getting Started topics in depth with a TripActions expert.  The call is 45-minutes and the links below will allow you to sign up for the date that works best for you: 

Topics covered in this Guide: If you'd like to skip ahead to anything click on the eight links in the sidebar to the right and jump to the topic you're interested in.   

And don't forget our other getting started guides: 

 Account setup tips


1.  Invite Users

 

How do I invite new users? 

  1. You’ll start this three-step process by clicking on the “Invite User” button in the Users tab of your admin dashboard.  

    1.gif



    2.  Then you’ll fill out their fields for their department, manager, approver, policy level and more for better reporting and out of policy alerts down the road. 


    2.gif



    3.  The employee will receive an email from TripActions asking them to fill out the rest of their profile and make sure they are responsible for entering their legal name, d.o.b., and travel details for points.  

    If you’d like to resend the invite you’ll click on their name in the Users tab, then the gear icon to the right of their name and last click on 'invite user' to send them the email.  Otherwise, they can to tripactions.com and click on login. 

    They will be prompted to create their password and profile and will be connected to your account as long as their email domain is your company's domain. 

    3.gif
 

 

 

 

 

2.  Disable a User Account

How do I disable the account of an employee who has left the company? 

  • Go to the admin dashboard
  • Click Users
  • Search for the person's name
  • Click on their name
  • Click on the gear icon to the right of their name and disable them 
  • Here's what this looks like: 

4.gif

 

 

 

 

 

3. Admin Permissions

How can I give my team full or limited admin rights?

You have two choices here - either provide someone with full admin rights and allow them access to everything or only grant them access to individual portions of your admin dashboard.  Here's how you do this:

1.  Full Admin rights:
  • Click on their name.
  • Click on the gear icon to the right of their name. 
  • Click grant admin permissions. 
  • You can also revoke those permissions here. 

5.gif

 

 

2.  Limited Admin permissions:

 
If you’d like to allow individual users to see only certain sections of the admin dashboard you can go to the individuals' profile in the User tab of your admin dashboard.
  • Click on their name
  • Choose the setting tab 
  • Toggle the permissions you’d like for them to have. 
  • Here are the permissions you can grant inside their settings tab: 
    • The invite guest feature for hiring managers, HR, and taking care of your board
    • Dashboard access for a high-level view of your savings patterns
    • Live Map access for HR
    • Reports access (great for your accounting team to have access to invoices and the reconciliation feature


6.gif

 

4.  Delegate Permissions

How can I configure their account so they can manage other people's travel? 

You can grant delegate permissions to the people on your team that actively book and manage travel for others in the Users tab of your admin dashboard. 

We suggest that you have your delegates join our live weekly webinar every Tuesday.  It is designed to help delegates get the most out of managing others travel efficiently. 

You have two choices of what type of delegate permissions you can grant - manage everybody's travel or just selected users. Here's how you do this: 

  • Click on the delegates name in the Users tab
  • Click on the delegates tab 
  • Grant them either permission to manage everybody's travel or just selected users
  • Learn more about Delegates here

7.gif

 

 

 

5.  Setting Policy

Where can I set this up and what are your suggestions on my policy? 

You have three levels of policy to configure for flights, hotels, and cars.

If your policy settings are violated during the booking progress, the traveler will be notified why they are out of policy during the booking process and asked to provide a reason.  They will be allowed to continue making the booking and if they do an email will go to their approver.  You'll learn about this process in the next segment of this article.  

Pro Tip: It's important to know that while the booking can be allowed, the traveler will not be eligible for rewards on this particular booking.  

Here are the three levels of policy that you can assign to any one person: 

  • Default, director, and executive.  
  • Each level can have their own rules applied to them. 
  • These can be applied to each traveler on the user tab

Suggestions on policy for each category: 

  • Flights: 
    • There are both short haul and long haul policies for each level here.  Long haul is determined by the number of minutes set in the upper left and is currently defaulted to 480 mins or 8 hours.  
    • Here are our suggestions on how to set policies with flights in TripActions: 
      • Maximum Price:  We recommend leaving this at “0”.  This will allow the algorithm to determine the fair market price for any flight based on the number of days before booking, choices available in the market for that time of year.  This will help place more of a dynamic policy in place and help you not have to determine the fair pricing for each route your team flies during each season of the year.  
      • Lead Time for In-Policy Bookings: We recommend 3 to 7 days here as you most likely have people that have to travel on last second trips consistently.  

        Pro Tip: If you're not sure about your needs here you can always set it to 3 days and allow a few months to pass so that you have all the data in your reports to review.  The data will tell you both if you have a problem and exactly what type of problem you have.  Often we find that there are issues at the individual level instead of at a company or department level


        8.png

  • Hotels: You again have three choices for each level of policy to set up here if you need them.  

    Here are our suggestions on how to set policies with hotels in TripActions: 
    • Setting your policy to $0 means that the TripActions algorithm will examine hotels suitable for business travel and determine a fair price both in a given time and location.
    • $250 a night is the lowest we recommend adding if you are staying in the bigger cities in the U.S.A.  
    • If you know you don’t stay in those bigger cities then a lower number can make sense.  
    • Anyone violating that policy will not be able to make rewards and will have to fill out a reason for why they are booking out of policy.  

9.png


 

6.  Approval Settings

How do I make sure my approvals for out of policy bookings are set up correctly?  

People in your company who have been designated as "Approvers and Managers” in the Users tab of your admin dashboard will receive out-of-policy emails.  (See how to change permissions for users in your account)

  • Here are the steps for approvals on out-of-policy bookings: 
    • The traveler sees a popup letting them know why they are out of policy. 
    • The traveler has the chance to write a reason why they are still booking this option. 
    • The traveler’s ‘approver,' which is determined in the Users tab of your Admin dashboard, and the travelers receive an email that shows what the policy violation is, what the reason is.
    • The approver has the chance to cancel the booking if needed.  
    • A second email will be sent to the approver that includes the manager and traveler just in case the first one is missed. 
    • Flights are booked if no action is taken from these emails.  
      • Pro Tip:  As a rule of thumb, US airlines typically give you 24-hours to void flights free of charge after they have been booked. Once the flight goes past that point it becomes ‘ticketed’ and all the change fees for that flight will be applied by the airline.  Disclaimer: the airline makes the rules on when a flight can’t be voided anymore so be sure to check if there is any doubt.  
    • Here is a copy of the email sent for approval and where to click to void a booking: 
      10.png

 

 

7.  Company Credit Card

How can I add a company credit card for payment? 

You can make one or more credit cards available to your team to book and/or reserve their travel. They won’t be able to see the full information on the card and you can determine which departments will have access to any given credit card.   

Here’s how to set up a card: 

    • Go to the company settings in your Admin Dashboard
    • Enter in a credit card
    • Decide which department has access to this card
      • You can enter the same card twice if it’s needed for one than more department. 
    • Then make the card either mandatory, available, or not available for flights and hotels. (see our recommendations below) 

      11.gif



      • TripActions Recommendations:

        • Flights: "Mandatory" and "available" are great options for flights as a flight can be charged on the spot.  

          The traveler will not have to physically show the credit card at the airport which makes this option easy for everyone.  

          *While this makes life easier for accounting in the long run but can block people from earning points if they have a credit card that earns them points.  Your travelers will still earn loyalty points for being on the flight - they just can’t ‘double dip’ if they pay with the company credit card.   


        • Hotels: We recommend that you set your card to “available" or "not available" for hotels.  The reason is that more than 80% of the hotels available are in our marketplace are “free cancellation” rooms vs. “pay now".  

          It’s good to know about these two options and avoid any confusion within your team if they are not used to paying with the company card already.  Here is what you can expect with each: 

          • Free Cancellation = one must present a card at the hotel that corresponds with the name on their driver’s license.  The card that is making the booking within TripActions will not be charged at the time of booking but rather be used just as a deposit.  

            This means the traveler will have to physically present a card at the time of check-in to both pay for the room and to pay for incidentals.

          • Pay now = the card that is making the booking within TripActions will be charged on the spot for the hotel.  One will still have to present a credit card to cover incidentals upon check-in.  

            These rooms are typically non-changeable and/or non-refundable which is good to keep in mind when booking these rooms.  

            Pro Tip: The hotels that say "Pay Now” typically offer the biggest savings to the traveler and your company but almost never come with loyalty point or status.  That’s one of the reasons the TripActions rewards are in place if your company chose this plan for your account.  


8.  Custom Reporting Fields

Where can I create fields that will show at checkout for better reporting?

Do you visit certain clients often or want to be able to filter which invoices you'll bill back to that client? 

You can set up fields that your team will have to fill out at checkout will add the robust reporting you have at your fingertips in the reporting tab.  Here's how: 

Go to your “Company Settings” in your Admin Dashboard and scroll to the bottom.  

    • Check the box to make any field live 
    • Click edit to create a custom title 
    • Choose a list or a free form-text for each custom field.  
      • Lists will always have a spot for “other” where a free-µform reason can be added 
    • Bill to Client: if you choose this option it's important to know that rewards will not be eligible when someone has clicked this checkbox at the time of searching to make a booking. 
      • Anything marked as "bill to client" will be easily filtered in your reports. 
      • In those reports, you'll be able to have access to the invoices.  (learn more about reporting here) 
12.gif

 

 

And don't forget our other getting started guides: 

Also, if you're interested in knowing more there is a more in-depth set of articles in the Administration section of your TripActions knowledge base.

 

Have more questions? Submit a request