Navigating Concur Travel Profile Settings

Objective

After completing this lesson, you will be able to set up and update your legacy Concur Travel profile.

Concur Travel Profile Settings

Before creating a booking in SAP Concur Travel, you must complete your Profile Settings. Initially, you'll enter information in the following sections: Personal Information, Company Information, Emergency Contact, and Credit Card. Completing this process ensures you’re ready to book travel. Even if you don't make any changes, you must save your profile before you can book a trip in Concur Travel.

In this lesson, you will learn how to access your Concur Travel profile and explore the available profile options.

To access your Concur Travel profile:

  1. Select the Profile icon (top right corner).
  2. Select Profile Settings.This figure shows the Profile Options page of SAP Concur, where users can customize their information, travel settings, and other settings, with the user's profile settings menu displayed.

Note

Please be aware that some options may be unavailable based on your Organization's configuration.

Profile Options

The most commonly used profile tasks can be found on the Profile Options page. You can also access these profile settings from the menu on the left. Let's take a look at each of the Profile Options individually.

Your Information: In this section, you can review and update your Personal Information, Company Information, Contact Information, Emergency Contact, Email Address, and Credit Card details. Your Concur Travel profile is categorized into three sections:

  1. Your Information
  2. Travel Settings
  3. Other Settings

Note

Some organizations restrict the changes users can make in their profile (these fields are grayed out).

Personal Information: In this section, you must verify that your first, middle, and last names are identical to the names on the photo identification you will present at the airport.

This figure illustrates a user interface for entering profile information, emphasizing the importance of matching names on identification with those entered to ensure compliance with airport security requirements, with specific fields marked as required for profile completion.

Company Information

Based on organization's configuration, this section will have information related to Employee Manager, Employee Position/Title, and custom fields.

Note

Depending on your organization's configuration, you may not be able to edit these fields. If any of these fields are incorrect and you cannot edit them, contact your travel manager/administrator.

This figure displays a section of a Company Information form where the user can input details such as the manager's name, Employee Position/Title, and the mandatory cost center number before saving.

Contact Information

Add your work and home phone numbers in this section. Keeping your contact information up to date allows agents to contact you with important travel-related information.

This figure is a Contact Information form indicating that either a work phone or home phone must be specified to proceed.

Email Addresses

In this section, you can add and verify your email addresses. Verifying an email address ensures you receive important notifications related to your travel.

This figure displays an interface for adding and verifying Email Addresses for travel notifications, with links to additional information and a section showing an unverified email address.

Sponsored Guest Users

Note

Depending on your organization's configuration, you may or may not see Sponsored Guest Users information.

A Sponsored Guest is a non-employee who is given access to book travel by a Sponsor. The Sponsor is any user assigned the sponsor permission.

This figure shows a section for Sponsored Guest Users where the user has no sponsored guest users defined and can add one by clicking on Add a Sponsored Guest User.

In the sponsor's profile, the Sponsored Guest Users section lists all guest users the employee is sponsoring. When a Sponsored Guest User is added, the Sponsor User can terminate the sponsorship or view the Sponsored Guest User from the sponsor’s own profile page.

This figure shows a section for Sponsored Guest User, when a Sponsored Guest User is added.

Emergency Contact

You can enter your Emergency Contact information is this section. Be sure to update your contact details regularly and inform your designated contact person that they have been listed.

This figure depicts a form intended for collecting Emergency Contact information, including fields for name, relationship, address, city, state/province, postal code, country/region, phone, and alternate phone, with an option to save the details.

Credit Cards

You can add a credit card or make changes to your existing credit cards in this section.

Note

If your organization uses Corporate Ghost Cards, business travel accounts (BTA cards), or other centrally billed payment methods, these typically do not appear in this section. If you are assigned to use a Corporate Ghost Card or centrally billed payment methods, it will be indicated when you reserve your trip.

This figure shows a saved Visa credit card profile with an option to add a new card, displaying details such as card type, partial card number, expiration date, and update/delete options.

To add a credit card:

  1. Select Add a Credit Card.
  2. Complete the required fields.
  3. Select Save.

Hint

In Concur Travel, credit cards expire on the last day of the month. So, if the card expiration is set to June 2025, then the card expires on June 30.
This figure is a form for adding a credit card, requiring details such as display name, card type, credit card number, expiration date, usage preferences, billing address, and includes options for setting defaults and allowing non-employee use.

Note

When a Sponsored Guest User is added, you may see a section for them in the Credit Cards area, depending on your organization's configuration.

To update credit card information:

  1. Select the pencil icon.This figure shows a saved Visa credit card displaying details such as card type, partial card number, expiration date, and update/delete options.
  2. Make the desired changes.
  3. Select Save.

Travel Settings

Travel Preferences: In the Travel Preferences section, you can choose your discount travel rates/fare classes, as well as set your preferences for air travel, hotel, and car rentals.

Air Travel Preferences

Use this section to add or update Air Travel Preferences.

This figure depicts an air travel preferences form, allowing users to specify options for seat, seat section, special meals, ticket delivery, preferred departure airport, other air travel preferences, and medical alerts.

Note

For seat-related preferences, not all airlines support every option listed, and your frequent flyer status may determine whether your preferences can be honored.

Hotel Preferences

Use this section to add or update Hotel Preferences.

This figure shows a form for hotel preferences, including room type and smoking preference selection, a message box for the hotel vendor, and checkboxes for specifying accessibility needs such as wheelchair access and blind accessibility.

Car Rental Preferences

Use this section to add or update Car Rental Preferences.

This figure displays a form interface for selecting car rental preferences, such as car type, smoking preference, and car transmission, with an optional field to send a message to the car rental vendor.

Note

SAP Concur can collect your preferences and provide them to airlines or travel agencies, but cannot guarantee these preferences will be honored for every reservation.

International Travel

Use this section to add or update Passport and Visa information.

To add a passport:

  1. Select Add a Passport.
  2. Enter all the required information.
  3. Select Save.This figure shows a section of an online profile interface where users can add their passport and visa information to facilitate international travel.

To add a visa:

  1. Select Add a Visa.
  2. Enter all the required information.
  3. Select Save.

If you do not have a passport, select the I do not have a passport checkbox.

Note

You can add as many as two passports and ten visas.

Frequent-Traveler Programs

In the Frequent-Traveler Programs section, you can add your Frequent Traveler, Driver, and Hotel Guest Programs. To enter your membership details, select Add a Program.

This figure illustrates a user interface for adding travel programs for frequent travelers, drivers, and hotel guests.This figure illustrates a user interface which allows up to five travel programs added, with options to input program details and search vendors, but currently shows no programs defined.

Note

Ensure that the name on your membership aligns exactly with the name in your profile, including any middle initial. If you enter a program incorrectly, you will get a profile error from the reservation system.

Assistants/Arrangers

You can choose an assistant or arranger to view and modify your profile or to book travel and trips on your behalf. Each traveler can have one primary assistant.

To assign someone to book travel on your behalf:

  1. Navigate to the Assistants and Travel Arrangers section.
  2. Select Add an Assistant. This figure illustrates the process of adding an assistant.
  3. Search for and choose individuals within your organization who you'd like to authorize for travel-related tasks.
  4. Use the checkboxes to grant them permission to book travel for you or to designate them as your primary assistant for travel.This figure displays the Concur Solutions section for adding an assistant, enabling you to assign individuals to handle your travel-related tasks.

    Note

    The assistant must be an existing travel user. You cannot assign a user as a primary assistant if their profile does not include a work phone number.

  5. When you've made your selections, select Save.

    Note

    There are several Save buttons on the profile page. Every Save button saves the entire profile.

Lesson Summary

In this lesson, you learned how to access your Concur Travel profile and navigated through the available profile options.

Learning

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