Personal details

If necessary, click the Manage profile menu at the top of the page. Click Personal details in the navigation area on the left of the page.

The Personal details area is included if you arrange travel for yourself. If you are viewing this area you are either a Traveller only or a Traveller and arranger.

You will see a message at the top of your personal details showing that you are currently editing these details. There are several forms that refer to different aspects of a personal profile. An extended navigation area immediately below the message allows you to locate different details. Click on any of the boxes to navigate to the form for that topic.

Personal details can include a number of forms. As you select each item in the navigation area, the name of the form currently displayed changes to bold italics.

If you make changes to information on any of the forms, click Save when you have finished. To abort the changes, click Cancel.

Warning: It is very important to save your changes. If you fail to do so, when you switch to another page, your changes will not be saved.

Personal details form

See also Passports and Expense details, displayed on separate web pages.

The default Personal details form displays your username at the top. You cannot edit your username here. Your Role is already populated and your ability to change this is limited. You can modify all the remaining boxes on this form, but you must match the name information with that on your current passport(s).

Note: For information only, at the bottom of this form, you may be able to view the Activation status and Account status of your profile, depending on the configuration.

Contact details form

The purpose of the Contact details form is to store information that may be required in order to contact you by email or by telephone. There is provision for more than one entry.

Company details form

The information required on this form has been configured specifically for your organization. It provides information about your employment. It may include a requirement for information relevant to billing and/or purchase orders for which you will need to provide the correct details. Remember to click Save to ensure that your details are retained.

Credit card form

This form allows you to store credit card details against your profile. You can add more than one card if you wish and if required; set each card for one or more specific purposes.

Existing cards registered on the system are listed at the top. If necessary you can select one of these and edit the information. Validation is conducted to ensure that you have entered information in the required format.

To edit or remove your card:

You can edit an existing card or remove it entirely.

1. Click Select to the right of the card to be edited. The lower area of the form will now display the stored values for this card. The stored card hides some of the digits, replacing them with X for protection of the card and to prevent fraud.

   You can add or remove purposes for the card, but at least one category must be selected. The list of usage options is configurable. This feature is system configurable so may or may not be visible.

2. Edit each of the boxes you want to change.
3. If you make changes to information on any of the forms, click Save when you have finished. To abort the changes, click Cancel.
4. If the card is no longer valid or required you can safely delete it from the system. To do so, in the list of cards, locate the one to be removed and click Delete to the right. A message will be displayed for you to confirm deletion.

   As soon as you click OK on this message, the card is completely removed.

To set up a new card:

1. Click New.
2. Type the Card holder’s name in the first box. This must be typed as it appears on the card.
3. Click the filter arrow to the right and select the Card type from those listed.
4. Type the Card number. You must type this number carefully with no spaces between number groups. The number is validated against the Card type.
5. Type the Expiration date in the format displayed.
6. Select at least one of the check boxes for usage, if applicable.
7. Click Save to keep the card. It will then be displayed in the Existing credit card details area. If you do not want to save the changes or do not have all the correct information to hand, click Cancel.

   Warning: If any of the validation rules do not pass when you click Save, a message will be displayed at the top of the page to tell you. Check the information you have entered and correct it before clicking Save again.

8. Repeat the above procedure to add another card, if required.

To set up a private car:

If configured on your site, you may wish to add details of your private car, for example, to arrange airport parking, if available.

1. Click Private car in the navigation area to open the Private car form.
2. Edit or add the details as required.
3. Click Save.

Passport form

This form is configured for your organization. Although the system provides for entry of multiple passports for an individual, your configuration may reduce this feature. Click here for more information on configuration of a passport.

Expenses form

If you are using the Expenses module, click here for more information.