Organization-specific user profile fields

Organization-defined user profile fields are fields, specific to your company or organization, that you add to the profile records of your users and travelers. This feature allows you to expand user profile records to include attributes that are unique to your organization (e.g., cost centers, employee job title levels, departments, project codes). Once created, you can update these user profile fields manually, via a CSV file upload, or directly via the API. 

Organization-defined user profile fields are different from custom fields. Custom fields are not associated with a user’s profile and generally only appear when booking travel on confirmation and checkout pages. Also, custom fields can be created in the Online Booking Tool by administrators and do not require a special request to a Spotnana implementation manager.

To add an organization-defined user profile field

To add a new field to your user profile records, your administrator must contact their Spotnana implementation manager. That manager will then initiate a request with the Spotnana engineering department to add the new field to your user profile structure and create an associated ticket. You will be notified when this request has been completed. 

To populate an organization-defined user profile field with a value

Once the new user profile field exists, you can supply a value for that field for each user record by one of the following methods:

• Update each user record manually. To do this:

  • Select Users from the Program menu. The Travelers page will be displayed. 

  • Locate and select the name of the user for whom you want to update the value of the new user profile field. The user profile page will be displayed. 

  • Scroll down to the Employment Details section of the page. 

  • Locate the new user profile field and enter a value in the field. 

  • Click Save. 

• Update the value of the field for all users via a CSV file upload using this process.

• Update the value of the field for all users via the API.

• Update the value of the field for all users via SFTP from your HR feed.

Where will the organization-defined user profile field be visible

The organization-defined user profile field (and its value) will be visible within the following locations in the Online Booking Tool. 

• The user can view it in their own user profile (when accessed by them from My Profile). To locate organization-defined user profile fields, select Work (on the left hand side under Profile). 

• Administrators can view (and edit) it in the user’s profile record. To locate it, select Users from the Program menu, then click the user’s row on the Travelers page. Scroll down to the Employment Details section of the page. Administrators can also edit the value of the field. 

• All users with access to the Companion view (e.g., agents, administrators) can view it. To locate the field, access the Companion view, search for the desired user, and select the Work tab. 

If you update your user records using a CSV file, the new profile field will automatically be added as a column to your CSV file template.