In this lesson, you will learn how to use the Act as Another User feature in Concur Travel to manage travel bookings on behalf of others, including how to switch user views, navigate the Arranger’s dashboard, and perform key tasks such as viewing itineraries, editing travel preferences, and accessing manifests.
Note
Please be aware that some options may be unavailable based on your organization's configuration.
Acting as another user
The Act as Another User feature in Concur Travel allows authorized users, such as travel arrangers or assistants, to access and manage travel bookings on behalf of another user. This includes searching for travel options, making reservations, and managing itineraries. It ensures continuity and support for employees who delegate their travel arrangements to others.
If you have been assigned to be a Travel assistant/arranger, use the Act as Another User list that is available in the Profile menu.
To start acting as another user, complete the following steps:
- Select the Profile icon.
- In the Act as Another User section, open the dropdown menu and select the desired option:
- Myself – Act as yourself.
- A Delegate for another user who has granted you this permission – Act on behalf of a user who has granted you the delegate permission. If selected and you’re an assigned arranger, a search field or dropdown will appear with the names of those users.
- A Travel Arranger for any user – Act on behalf of any user in your organization. If you have self-assign permission, a search field or dropdown will appear with the names of users who have not rejected you as their assistant.
- Locate and select the desired user.
- Select Switch to start the session.
The travel options and tasks for the selected user now appear.
When acting on behalf of the selected user, a green prompt appears in the upper-right corner of the page, and the single 'user' icon changes to a double 'user' icon.
To return to acting as yourself, select the green prompt Acting as <name of a user>, choose Myself, and then select Switch.
Arranger's view
To access the Travel Arranger View page, the arranger needs to complete the following steps:
- Select Home.
- Select Travel.
- Navigate to the Arrangers tab.
To view and manage traveler activity, the arranger selects the Upcoming Travelers tab.
On the Upcoming Travelers tab, the following can be done:
- Search for travelers based on names or travel dates.
- View the traveler's contact number.
- Select a trip name to access the Trip Actions menu to view the itinerary, cancel the trip, and so on.
- Select the + to the left of the trip name to view the segment information.
- Select Travel Preferences to view a summary of the traveler's travel preferences.
- Select Edit at the bottom of the Travel Preferences section to edit the preferences in Profile, including adding another Travel Arranger under the Assistants and Travel Arrangers section.
- Enter Notes and Tasks as reminders for the arranger. Select the Private checkbox to hide them from other arrangers.
Manifests tab
If your organization has enabled Multi-User Clone Trip feature, the Manifests tab displays information similar to the Upcoming Travelers tab. The date search functions the same way, and the Filter Results by Name field uses the manifest names. Existing manifests appear in the list if the arranger has any within the specified date range.
I'm assisting tab
As an arranger, you can do the following on the I'm Assisting tab:
- Check the list of travelers you are assisting and select the icon in the right-most column to discontinue the arranger association.
- Select the traveler's name to edit their travel preferences in Profile, including the Assistants and Travel Arrangers section to add another arranger.
Lesson Summary
In this lesson, you learned how to act on behalf of other users and manage their travel bookings in Concur Travel.