Create a user profile

Use this procedure to manually create user profiles in the Online Booking tool for your travelers. 

This feature is only available to users who are members of the Company Admins group. 

Your company may import user profiles automatically from your HR database or other system. If this is how you create user profiles within the Online Booking Tool (OBT), you do not need to create profiles manually using the procedure described on this page. 

1. Login to the Online Booking tool. 
2. Select People from the Program menu. The Users page will be displayed. 
3. Click Add User and select Add manually from the menu. The Add new user page will be displayed. 
4. Select the relevant value from the Type menu:
   • Employee: An individual who is an employee of the company and who has a corporate email address. 
   • Guest: Non-employees. This could be a guest traveler, a consultant, a candidate visiting your office, an intern, or any "one time travel" person. Guest travelers are unable to access the Spotnana OBT or to book for themselves. Any travel for these guests will need to be booked by a member of the Company Travel Arrangers or Company Admins groups (or by someone who has been assigned to them as an arranger).
5. Then, depending on the type of traveler you are creating, follow the relevant instructions:

   If you selected Employee as the Traveler Type

   Enter values for all required fields (those with an * asterisk next to them in the OBT):  First name and Last name (under Traveler Information) Email (under Contact Details). This should be the traveler's corporate email address.  Employee ID (under Employment Details) - If your organization does not have Employee IDs, re-enter the corporate email address in that field.  Legal Entity (under Company Settings) If applicable, you can also enter the following:  Manager (for approvals) - Click Add Manager, then enter an email address Office Department  Cost Center Note: Members of the TMC Admins group can also set the Tier (VIP or Standard) field. The VIP tier is used to indicate a premium traveler tier for which you provide a higher level of service. TMC Admins group members can set different fees for VIP travelers. When done, click Add.

   If you selected Guest as the Traveler Type

   Enter values for all required fields (those with an * asterisk next to them in the OBT):  First name, Last name and Gender (under Traveler Information) Email (under Contact Details)  Legal Entity (under Company Settings) If applicable, you can also enter the following:  Manager (if approvals are needed for trips) - Click Add Manager, then enter an email address Office Department  Cost Center When done, click Add.

6. Once you have created and saved the traveler's profile, you should also assign the traveler to any relevant groups or roles. 

Related Topics

• Assign a user to a role
• Role, group, and permissions management and access controls (RBAC)
• User roles and descriptions in detail
• Edit a user profile
• Edit my profile (for a full list of values a user can edit in their own profile)