Creating and Maintaining New Attendee Types

Objective

After completing this lesson, you will be able to configure and describe attendees.

Attendees Overview

You can use the Attendees area to add and modify the list of attendee types available for items such as business meals and entertainment. You can also deactivate attendee types, but once deactivated, you cannot reactivate the attendee type(s) again.

When you create new attendee types, you must activate them for each group in the Group Configurations area. Only users with Unrestricted access can make configuration changes in Group Configuration.

- The image displays the Attendees page in Expense Admin. It shows tabs for Attendee Types and Settings. Buttons for New, Modify, and Deactivate sit above a table. The table lists attendee types, type codes, form names, user add status, and active status. Rows include Business Guest, Employee, Employees (not in Concur), Healthcare Professional, No Shows, Spouse or Partner, and Undefined.

Configure Attendees

To add a new attendee type:

Steps

  1. From the Attendees page, on the Attendee Types tab, select New.

    The image displays the Attendees page in Expense Admin. The Attendee Types tab is open. Buttons for New, Modify, and Deactivate appear above a table. The table shows columns for Attendee Type, Attendee Type Code, Form Name, User Add, and Active. Rows include Business Guest, Contractor, Employee, Employees not in Concur, Healthcare Professional, No Shows, Spouse or Partner, and Undefined.

  2. In the Attendee Type window, complete the required fields and then select Save.

    The image displays a pop-up titled Attendee Type over the Attendees page; it includes fields for Attendee Type Name and Attendee Type Code, drop-downs for Expense Attendee Form set to Default HCP Attendee Form, Fields for duplicate search, and Default search for attendees; check boxes allow users to add attendees, edit the count, and edit the status, with only the add option selected; Save and Cancel buttons sit at the bottom.

Manage Attendees

Settings can impact the way attendees behave in the system.

To configure attendee settings:

Steps

  1. On the Attendees page in the Settings tab, define the available settings.

    The image displays the Attendees Settings page in Expense Admin. A Save button appears at the top. The page shows many settings with check boxes and drop-down menus. Options cover annual cost totals for expense and invoice types. Options also include showing My Team in search, adding attendees from meeting email files, displaying calendar year totals, enabling attendee type group management, checking for duplicates across types, and creating employees as attendees automatically. Fields at the bottom set audit group fields and category and expense type groups for attendee totals.

  2. When you're done, select Save.

Summary

  • Add and modify attendee types (e.g., for business meals) in the Attendees area.
  • Deactivated attendee types cannot be reactivated.
  • Activate new attendee types for each group in Group Configurations (Unrestricted access required).
  • Configure attendee settings to control system behavior.

Learning

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