Creating a New User

Objective

After completing this lesson, you will be able to create a production and test user.

User Administration Overview

User Administration is where you handle creating and maintaining user profiles. The Employee Administrator and Role Administrator take care of manually setting up and managing these profiles.

In the User Administration section, you can create production and test users, update employee information, assign approvers, reset Multi-Factor Authentication, deactivate profiles, and assign user roles.

This section connects employee profiles for all applications. You can set up profiles manually through the UI, use the on-demand import, schedule a job, or use Web Services integrations. No matter how you create the profile, all profile reviews will happen in User Administration.

Create a New User

Creating a user profile involves three main parts: Role(s), General Settings, and Expense and Invoice Settings. You'll need to assign at least one role and fill in all fields marked with an asterisk or a red strip. Make sure the user’s CTE Logon Name and Employee ID are unique.

To create a new user:

Steps

  1. select Add New User. You can also select Add User from the left-side admin menu.

    The image displays a User Administration web page for the company Learning Services‑Training12. It shows options to Add New User and Import Users, and a Show Filters toggle. The Filters area includes drop downs for manager, employee group configuration, and report list users. It lets you set user status, max results, and search text. It lets you choose to search by name, email, or login. Check boxes select columns to display: Login, Manager, Employee Group Configuration, Email, and Employee ID. Search and Reset buttons sit above an A–Z index for browsing users. A note prompts you to search for an employee.

  2. Complete all required fields and select Save.

    The image displays a user setup form with sections for Roles, General Settings, and Expense and Invoice Settings. Top buttons let you Save, Save and Notify New User, or Cancel. Roles include Expense User, Expense Approver, Authorized Support Contact, Invoice User, and Invoice Approver, with an employee group configuration set to Global. General settings fields capture login name, password and verify password, title, first, middle, preferred, and last name, suffix, employee ID, email address, and activation and termination dates. Expense and invoice settings offer dropdowns for employee group, invoice group, reimbursement currency, country of residence, state or province, payroll details, country, department, cost center, default language, and an Exempt From Approval checkbox.

  3. If you want to create a test user, select the Is a Test User? field in the Expense and Invoice Settings section. Please note that test permissions are only available when you first create the user profile. Once the account is saved, it can't be converted to a test user later on.

    The image displays a user setup form for an expense and invoice system. Top buttons read Save, Save and Notify New User, and Cancel. The Roles section shows Expense User selected. General Settings include fields for login name, password, names, activation date set to 06/17/2025, employee ID, and email. Expense and Invoice Settings feature an unchecked “Is a Test User?” box highlighted in pink and fields for groups, location, currency, department, and cost center.

  4. Once you save the profile, the links for assigning approvers will show up. To assign approvers, select the Approvers link, then search for the approver and select Assign.

    The image displays the Expense and Invoice Settings page with the Approvers link highlighted. A panel opens to manage approvers for a user. The panel shows a Save button and fields to specify default approvers for expense reports, cash advance requests, invoice requests, and purchase requests. The page includes fields for employee group, invoice group, ledger set to SAP, country of residence set to United States, reimbursement currency set to US Dollar, state or province, department set to Los Angeles, and cost center set to Clients. An unchecked “Is a Test User?” box appears. Buttons at the bottom read Save, Save and New, and Cancel.

Summary

  • Successfully created new user profiles in Concur Expense Professional Edition.
  • Distinguished between production and test user profiles.
  • Assigned roles and approvers correctly.
  • Understood the importance of unique employee IDs and logon names.
  • Navigated the User Administration module effectively.

Learning

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