Recording Transcript:

So let’s talk about why. Why roles and permissions are important. So if we look at the first green box, establishing the appropriate roles and permission helps maintain data security. So this helps prevent employees from accessing sensitive information that they might not be authorized to see. If we take a look at the pink box, it’s all about maximizing productivity with TravelBank so we can delineate who has access to what. So really helps streamline some of your workflows and approvals. At the end of the day, we don’t want you spending hours and hours in TravelBank. We really want you focusing on your day-to-day tasks. So if we can maximize that productivity, it’s really crucial for the workflows. And then finally, we have the blue box. And this is one that’s some people might not think about, but it’s cost optimization. So by assigning approval permissions to trusted admins and managers, you can really help keep employee spending in check.

So let’s explore the five roles that we have in TravelBank. So we have the Finance role, we have the Admin role, the Manager, Delegate, and Employee. So let me dive into the nuances and the responsibilities of each role to really help you fully understand each one.

So first up, we have our Finance role. So the Finance role can approve expense reports. Usually they’re the final approver. They can also approve reimbursements. Core and Premium Insights is available to them, which is our reporting feature. And then last, a best practice is to have at least two Finance roles. And the reason being is that if someone is out, it is really important not to delay any of those approvals or reimbursements. So at least assigning two, can help alleviate some of that.

Next up, we have our Admins. So the Admins can add and remove users and departments. They can assign delegate users. They can establish managers and user permission levels. Set travel and expense policies. And then just like the finance role, they have access to the Core and Premium Insights for reporting.

Moving on. Our Manager roles usually have the authority to approve travel requests and expense reports. Of course, this isn’t set in stone, and this largely depends on the policy setting, but it’s something that we see a lot of is the managers going in and approving travel requests and expense reports.

All right, so we haven’t discussed Delegates yet, and this is actually one of our most popular features. It allows users to log in on behalf of someone else to book travel or complete expenses. We see many, many executive assistants using this feature, but it’s not just limited to them. For example, maybe a manager is out on extended leave and they might want someone else to approve expenses while they’re out. So for that reason, that’s why it’s one of our most utilized features.

All right, and then lastly, the Employee role. So this is the very basic role that just allows employees to book travel and submit expense reports.

All right, so I just want to quickly highlight some of the key features that are available to admins. So I’ll also cover this in the demo. But if you look at the screen, you’ll see the four features that admins can use. They can bulk import employees or update roles. They can manage and update employee status. They can set up delegate permissions, and then they can disable employees from automatically joining TravelBank without your company’s invitation.

All right, so let’s get into the demo now. So let’s hop in. So I’m currently logged into my demo account right now. So I have the Admin role and the Finance role. In the Admin role, I have Company Settings and then Core Insights available to me. And then the Finance role that I’ve also assigned to myself, you can tell because I have this Manage tab so I can approve reports and send reimbursements. So keep in mind that if you’re not an admin or a finance role, you won’t see these features. So just a quick overview, this is your home page or what we call your dashboard. And from here you can view your corporate cards, your transactions, your expense reports, and then also your travel bookings. But to access the roles and permissions you’ll want to navigate to the Company Settings in the bottom left-hand corner here.

So from here, you’ll see all your company settings. Today we’re going to be focusing on employees. So once you click it, you’ll see your employee directory, delegates and departments. So let’s go ahead and start with employee directory. And as you can see, this is your employee directory where all your employees are listed. And this is where you can view their permissions, departments, who their manager is, the travel policy they’re under, and then status, which is just a way to see if they received an invite to join TravelBank or not. And then additionally, the pencil icon. So this allows for editing of employees. So if you need to terminate an employee, you can do that here. And then you can also resend an invite here as well, which is very important. And then if you need to edit any of the fields, you can definitely do that here.

Another thing I wanted to point out is that you can search by headers. So for example, if you want to search for all admins, you can click on the permission header here and then filter by admins and apply. And then you can see all the admins in the system. When scrolling down, one of the things that I want to highlight is this Block Automatically Joining feature. So this feature allows admins to control whether users can automatically join your organization by using your company domain. So when the setting is turned off, any employee with your company domain can sign up at travelbank.com and they’ll automatically be added to your organization’s directory. On the other hand, when it’s turned on, the setting prevents employees from joining automatically during the sign-up process. So instead they’ll encounter an error message during that registration process. So just as an example, if a new employee joined last week and they visited TravelBank website and they went to sign up and the block feature is off, they can automatically join the company’s employee directory using their work email.

However, if the block feature is enabled, you’ll need to add the employee and generate the invite yourself. So I know that’s a lot to take in, but really our best practice is just to just keep that setting turned on to give admins greater control on when employees join.

All right, so let’s pop up to the top of the screen here. You’ll find two options. Add employee and import. Add employees, pretty straightforward. Ideally this is for adding individuals or small groups. The three fields that are required are employee name, last name, and work email. However, we always recommend filling out as many fields as possible to better build out the profile. And this is where you can import or input, excuse me, who their manager is. You can set them up as admin or finance under the advanced permissions. And then one thing to note is that you can assign the finance role to the entire organization. So if you hit finance here, you’ll see that this box pops up and we can actually assign this finance individual for the entire organization so that they will be the final approver.

So let’s talk about the import feature here. So this allows you to import multiple employees at the same time. So if you’re looking to import a large list, not only do we have a great article on how to do this, but we also have a very user-friendly CSV template to help upload your list of employees. So one thing to note as well, if you do use the import feature for a large list, those employees will receive an invite right away as soon as the upload is complete. So something to keep in mind if you do use this feature. You’ll also see a deactivated, excluded user’s checkbox here. So if you check this box, then it will deactivate all employees who are not on the CSV template. However, if you go ahead and check this box, it will update the employees that are not included in the CSV file, but will not deactivate those who are missing. So if you do need a little bit more information, we do have the help center here to walk you through that. So hopefully that was helpful.

All right, now what I want to do is switch gears from being in the finance and admin role and switch over to Monica, who I set up as an employee. So I’m going to delegate into her account, which I’ll talk about after, but I just want to show you what her profile looks like. So switch here, go to Monica. So when viewing this profile, she doesn’t have the Company Settings at the bottom. She doesn’t have any of the reporting features, she doesn’t have the Manage tab. So all she can really do is book travel and submit expenses. So this is a basic profile right here. On the other hand, let me show you what a manager’s profile looks like by switching to Kate, our manager. Cool, so the only difference that you’ll see here is that Kate has the Manage tab, which is going to enable her to approve expenses and travel requests. So that’s really the only difference with this. She doesn’t have any other reporting as well. So very basic, just the Manage tab to approve expense reports.

All right, so let me get back to my profile. So I want to show you how to set up delegates. And then as a reminder with the delegates, they’ll only be able to assign employees to the delegate roles. So admins only have the ability to do that. So again, I’m in the admin profile. If I go to Company Settings, and then Employees and then Delegates. And then like I mentioned before, this feature is mostly used by executive assistants or someone who goes on extended leave maybe, or maybe it’s someone who doesn’t book their own travel or do their own expense reports. You could come in and set it up here. So this is where admins are going to go. They can add the new hosts and delegates and then also perform the bulk imports. If we add new hosts and delegates, so the host are going to be the individuals in the workplace who authorize delegates to carry out tasks for them. While the delegate is going to be the ones who carry out those tasks. And then we have some additional delegate features for further control.

So if you want the delegates to approve expense reports, if you want to approve their own expense reports. And then same thing for travel. So if you want them to approve their own travel request, they can do that or approve travel requests. So some additional features that delegates have access to.

All right, so let’s hop back into the slide deck here. Cool. All right, so I know that was probably a lot of information coming your way. That’s one of the reasons that we record these, but very grateful for everyone who participated and attended the session. We’re always aiming to deliver some value to our customers, so just want to thank you for giving us this opportunity. But let me see if there’s any questions that came in here. All right, so I’m not seeing any questions. I’ll just go over the two last slides that we have.

We do host these Office Hours every two weeks, so we’ll be sending the recording to this, into your inbox. And then the email will be there for any upcoming sessions. And then we also do have these on demand as well. So we got some other ones that are very valuable that are coming up. And if you can’t attend the sessions, we always send the recordings and we do also have the office hour page on our website. So definitely check that out if you do want some other tips and tricks.

And then lastly, thanks everybody for joining today. If you do have any questions, I’ll stick around. But I do also want to input our questions here. So if you do have further questions after this webinar, we do have our success inbox for assistance. Our support team is always ready and eager to help. And then additionally, if you want to stay updated on product developments, I highly, highly suggest we have our What’s New page on our website. So definitely check that out as well. We’re always updating our product and it’s moving very quickly, so this is a good way to stay up to date on it.

All right, so I think that’s it. I don’t see any questions coming in. So yeah, I don’t see any questions coming in. So thanks again everybody. Have a good rest of your week.