Creating New Users

Objective

After completing this lesson, you will be able to create a new user in Company Administration for Concur Travel.

How to Create a New User

In the User Administration, you can create a new user or edit existing user profiles. Let’s look at how you create a new user.

Steps

On the User Administration page, select the Add New User link.

The User Details page appears. Fill in the appropriate general settings. To learn more about these fields, refer to the labeled graphic and corresponding table.

The image shows the User Details page in SAP Concur’s admin portal for editing or creating user profiles. At the top are blue buttons: Save, Save and Notify New User, Save and New, and Cancel. Number 1 points to the General Settings section, 2 to the required Password and Verify Password fields, 3 to Account Activation Date, and 4 to the Employee ID field. Other fields include login name, email, full name, suffix, and account termination date. The Non-Employee Settings section allows selection of user type, sponsor name, sponsorship dates, and a vendor message, plus options to edit, save, or make the user an employee. The Data Retention section at the bottom includes a Hold User button to preserve user data until deleted.

Setting	Description / Action
1: CTE Login Name	Enter a unique Login ID for the user.
2: Password	Assign and verify the password.
3: Name Fields	Enter the user’s title and complete the name fields based on the identification they use when traveling. Use the Preferred Name field to enter a nickname.
4: Employee ID	Enter the user’s unique Employee ID.

Scroll down to Travel Settings and fill in the appropriate fields. To learn more about these fields, refer to the labeled graphic and corresponding table.

Setting	Description / Action
1: User Group Membership	Select the checkbox for the applicable group to assign the user to the appropriate group.
2: Rule Class	Assign a user to a Travel Rule class from the Rule Class list. The users rule class determines which travel policy they follow when booking travel.
3: Manager Name	Assign a manager to the user.
4: Org Unit/Division	Select the applicable Org. Unit/Division for the user.
5: Custom Fields	Enter the custom field value when you create the user profile.
6: Save Options	You have the following options after populating all applicable fields: Select Save to save the profile Select Save and Notify to save the profile and notify the user by email that their profile is active Select Save and New to save the current profile and open a new form to create a profile for another user Select Cancel to discard the profile details you entered

Note

The User Details page is also accessible from the Add User link on the left menu panel of the Company Administration page.

Result

The user profile is created and appears in the list of users of the User Administration page.

The image shows the User Administration page in SAP Concur’s admin portal. At the top are options to add a new user and apply filters by manager, org unit, location, user status, number of results, and search field (name, email, login). Display columns can be toggled for Login ID, Manager, Org Unit, and Job Title. An alphabetical index is available for quick navigation. The bottom section lists users in a table showing last and first name, job title, org unit, location, login ID, manager, and an icon (pen and paper) for editing each user.

User Admin Import Template

You can also create and modify user information with the user general information template, accessible in the Import Data feature. It is common practice to use this option when adding or updating multiple users in a site.

The user general information import template is made up of an instructions tab, various tabs to update a variety of user information, and tabs at the very end that include codes needed for specific fields.

To learn more about the import template, review the following labeled graphic and corresponding table.

The image shows an Excel template used to create and update user records and profiles in SAP Concur Travel. The screenshot displays two sheets within the template. The main sheet marked with number 1 provides instructions for filling out the template, including details about required fields, field definitions, data formats, and examples for each column. It explains what each data field means, such as Login ID, last name, first name, password, employee ID, travel class, organization unit, cost center, email address, mobile number, and additional custom fields. The second sheet, marked with numbe 2, shown in a smaller window, is titled User Information and contains the column headers for the user data input, such as Login ID, last name, middle name, first name, date of birth, and password, along with other required and optional fields. Admins use this template to gather and enter all necessary information to upload multiple user records efficiently into SAP Concur Travel.

Tab	Description / Action
1. Instructions	The Instructions tab includes relevant information to populate each tab for import appropriately, such as specific formatting requirements where applicable and required fields. Fields that are bold are required; all other fields are optional.
2. User Information	The User Information tab includes general information about each user including their login information to access Concur Travel.

The last three tabs in the import template include codes for the following:

User Information Code List- includes codes for multiple fields located in the User Information tab
Non-Employee User Type – includes codes for the Non-Employee User type field in the Sponsored Guest tab
Travel Preferences Code List – includes codes for multiple fields located in the Travel Preferences tab

The image shows code lists used for uploading user information and travel preferences in SAP Concur Travel. There are three sections. The first section, User Information Code List, provides codes and descriptions for emergency contact relations (such as brother, parent, spouse), APIS document types (like passport, U.S. permanent resident card), and visa document types (such as single entry, multi entry, ESTA, Schengen Visa). The second section, Non-Employee User Type, lists codes for different types of non-employee users, such as candidate for hire, contractor, invitational traveler, student/intern, dependent/spouse, board member, and other. The third section, Travel Preferences Code List, provides codes for various travel preferences, including meal preference (gluten-free, halal, vegetarian, etc.), seat preference, row, room type, smoking preference, car types, and vendor codes for airlines, hotels, and car rental providers. These lists are used to standardize data entry and ensure that user profiles and travel preferences are uploaded correctly into SAP Concur Travel.

Note

To learn how to import the template, review the Importing Templates lesson in the Import Data unit.

Summary

Create users manually: User Administration > Add New User; complete User Details and Travel Settings
Enter key details: login ID, password, full name, employee ID; group, rule class, manager, organization unit/division, custom fields
Use save options: Save, Save and Notify, Save and New; or Cancel to discard
Profile saves to the user list; User Details also available via Company Administration > Add User
For bulk updates, use the Import Data template with Instructions, bold fields are required

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