Groups make it easy for admins to configure different approval processes for different teams or different reporting levels in the company. It is also useful for filtering relevant insights for travel and expense spending at group level. Learn how to create a group and configure group settings below.
Create a group
- Sign in to your Navisteps admin account
- Go to Company Settings -> Groups
- Click on (+) button to add a new group
- Enter the required information
Set a meaningful name to identify the users who would be added to this group. Companies may use it freely to identify an approver or the department, location or hierarchy of users in this group. E.g. Joe Brook's team, Marketing, Directors, Sales executives, Malaysia branch engineers
Select the trip and expense report approver(s) for this group. We recommend adding at least two approvers to ensure operational continuity even when one of them is out of office, especially as travel bookings tend to require prompt approvals.
Select an existing policy from the dropdown menu to apply to this group. Find out how to set up policies here.
In-policy need approval
Enabling this setting means that all requests from the group's users require approval, even if selections are within policy settings.
If this setting is deselected, users in this group would be able to proceed with bookings without seeking approval from the approver, as long as all their selections are within policy settings. If users' selections are 'out-of-policy', approvals will still be required before users can proceed to complete bookings.
Out-of-policy options available (Recommended)
We recommend that this setting is enabled. Doing so will allow the display of out-of-policy services to users, which may in some cases be essential or useful for the company to consider (for instance when in-policy options are limited or unavailable). However, users will never be able to independently book these out-of-policy services without obtaining approval from their respective approvers, hence there is no real risk that users would violate policy terms unnecessarily.
If this setting is de-selected, out-of-policy services will not be displayed to users. This ensures that all bookings initiated by the user will be within policy limits.
- Click Save to finish
Once you have set up your groups, learn how to assign users to groups here!
Users who are not assigned to any group will automatically be assigned to the company's default group.
As an admin, you will be able to filter and view expenses tagged under each group on the Insights page.
Get in touch with us at [email protected] if you need any help.