Assign a user to a role

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

Use this procedure to assign an existing user to a role. 

The more efficient way to give a user access to roles and permissions is to add them to a group. For instructions and how to add users to groups, see Role, group, and permissions management and access controls (RBAC).  

The user profile must already exist for you to be able to assign a role to them. For instructions on how to create a user profile, see Create a user profile.

1. Login to the Online Booking tool. 
2. Select People from the Program menu. The Users page will be displayed.
3. Locate the row of the user you want to assign to a role and click the name. You can use the search function to locate the desired user by their email address. The General tab of the user profile will be displayed. 
4. Click the Groups and roles tab. The contents of the Groups and roles tab will be displayed. 
5. Click Assign role in the Assigned roles section. The Assign role dialog box will appear. 
6. Select the desired role from the Select roles menu. For a full description of the roles available within the system, seeRole, group, and permissions management and access controls (RBAC) and User roles and descriptions in detail.
7. Define the scope to be applied to this role for the user. The options are:
   • Full platform - If selected, the user will have access to this role for all users in the system. 
   • Condition access - If selected, you must select the conditions that define the scope for the role. Use the fields provided to define the conditional access. For example: If Contracting TMC is one of [TMC_name]. To add additional conditions, click Add condition. To add additional scope, click Add scope. 
8. When done, click Assign. The user will be assigned to the selected role with the selected scope. 

All users are automatically assigned the Traveler role. This allows them to book travel for themselves (except for guests with profiles, and guests without profiles if the administrator has enabled that feature), add personal payment methods, update their travel profile and travel documents, modify or cancel exiting bookings, and request arrangers.
These users can't book travel for other company employees or access any of the administrator features (located in the Program menu).

Groups that allow users to perform actions for other travelers

Company Travel Arrangers (group)

To allow specific users to arrange travel for all travelers, assign them to the Company Travel Arrangers group. Users in this group can book travel for themselves as well as for all other users within your organization (and guests). 

These users can't access any of the administrator features (located in the Program menu). However, arrangers can edit the profile of travelers for whom they can arrange travel by clicking Edit Traveler during checkout.

You can also set individual users to be arrangers for other users or assign users to a specific arranger. To learn how to do this, see Assign travelers to an arranger or arrangers to a traveler

Company Admins (group)

Users in this group automatically gain access to several roles that allow them to book travel for themselves as well as for any other users within the organization (and guest). In addition company admins can also access the Program menu which allows them to use administrative features such as:

• defining travel policy
• adding users 
• removing users 
• assigning users to roles (described on this page)
• assigning approvers
• assigning travel arrangers to other travelers
• adding and configuring corporate cards as payment methods
• viewing analytics and metrics 
• using the Safety feature

Related Topics

• Create a user profile
• Role, group, and permissions management and access controls (RBAC)
• User roles and descriptions in detail
• Stealth travel - Concepts and management