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Selective Travel Management

Traveller Profiles with Selective Travel Management

Contents

This user guide is to assist with registering and logging in to the Selective Traveller Profile Suite.

To access the Traveller Profile Suite, enter the URL for The Hub into your internet browser.

How to Register ..... 3 Reset Password ..... 5 My Profile ..... 6 Accessing My Profile ..... 7 My Profile Details ..... 9 Navigation ..... 11 Travel Arranger Profiles ..... 12 Managing Profiles as a Travel Arranger ..... 13 Travel Coordinator ..... 17 Accessing Users ..... 18 User Role Search Results ..... 20 Managing Roles ..... 22

5. You will receive an email from Selective Travel Management to authenticate your profile.
6. A Selective Travel Management Traveller Profile has been created, using your e-mail address to register the profile. Due to GDPR requirements this e-mail address must be verified as a valid address. Please click on the link below to authorise that this e-mail address is indeed valid. CLICK HERE TO VERIFY EMAIL This link will expire within 1 hour. Should you have any questions relating to this profile or still cannot log in, please contact our Online Helpdesk on +44-28-9068 9674 (9am-5pm Mon to Fri). Please do not reply to this email as it has been sent from an account that is not monitored.
6. Follow the link 'Click here to proceed'. This will direct you back to the portals homepage.

7. 7. Go back to The Hub and login with the credentials created.

Selective Travel Management

My Profile

Accessing My Profile To create your Traveller Profile

1. 1. On the The Hub, select 'My Profile'.

2. 2. Enter your email address and password as set up when registering.

3. 3. There will be various tabs to complete. This is the quick step process to allow you to complete the mandatory fields quickly if required.

4. 4. Mandatory Fields are marked with an asterisk and are based on your individual requirements.

Please note that these mandated fields could be within any of the tabs. All other fields are optional and can be filled in at your earliest convenience. When the mandatory fields have been completed, click 'save'.

5. Once you hit save you will receive a notification on General Data Protection Regulation (GDPR). If the details are correct, click on the purple box to the left of 'I confirm that the information given in this form is accurate' and click 'save'.
6. You will now be taken to the main profile where you can add more personal details regarding travel preferences. You can complete more details for your profile or click 'Log Out' at the top of the page.

My Profile Details

To complete your Traveller Profile

1. Please complete as many fields as possible to aid the booking process.

Personal

This is where you add in your Title, First Name, Middles Name (s), Surname, Date of Birth, Gender and Passenger Type i.e. adult. If certain fields are not filled out you will be displayed with an alert e.g. missing date of birth - required for International travel.

There is also a tick box in the personal tab to agree that the names given in your profile match what is on your passport. If that box is not ticked you will see an alert displayed- 'Not Matched to Passport'.

Contacts

Email Address, Mobile, Landline, Address(es) and Emergency Contacts.

Business

Business Unit, Job Title, Tier and Cost Centre (or any other field as required based on your setup).

Travel Documents

Passports, Driving Licenses, Visas, Car Registrations, ESTA's/E-Visa and TSA Redress.

Travel Communications

Subscription to Travel Alerts and Newsletters. If you are not subscribed, an alert will be displayed - 'Not Subscribed'.

Travel Preferences

Air, Rail, Car Hire and Accommodation Preferences, Loyalty Schemes and Membership Cards.

Permissions

This is based on your set up and if approval or arranger customisations have been set for your organisation.

1) Approver

If an approval process is customised, you need to select a nominated approver from the list. Failure to do so would result in your booking not being sent for approval and being unable to proceed.

2) Arranger

If you would like a nominated arranger from your area to book travel on your behalf, you need to select them from the list, otherwise they will not have access to your profile.

On each tab there is either a ‘Save’ or ‘Finish’ button. Select one to save your amendments. Once you have completed your amendments, either click ‘Home’ to go to The Hub or click ‘Log Out’.

Navigation

Get to know the Traveller Profile Suite

1. Click on the purple plus tab to the left of the titles to expand on the selection. To minimize the selection, click on the purple minus tab to the left of the titles. 2. To edit your profile, click on the ‘edit’ tab on the right of the titles.
2. To edit your profile, click on the ‘edit’ tab on the right of the titles.

3. 3. To expand all categories, click the 'Expand All' tab. To close all categories, click the 'Close All' tab.

Expand All Close All

Note: by clicking on the 'Cancel' or 'Back' button, you will restore the record to it's previously saved state and your new changes will be lost.

Selective Travel Management

Travel Arranger Profiles

Managing Profiles as a Travel Arranger

To Create your Traveller Profile

1. 1. On the The Hub, select 'My Profile'.

2. 2. Enter your email address and password as set up when registering.

3. 3. There will be various tabs to complete. This is the quick step process to allow you to complete the mandatory fields quickly if required.

4. See page 8 for information on how to complete the quick step process.
5. Follow the steps on page 9 to complete each section of your profile.

To Manage Traveller Profiles

1. 1. To manage a traveller profile, click 'Manage Other Profiles'.

2. 2. From here, you can select a traveller profile, add a new traveller or manage your own profile.

Note: if you do not see this option and feel you require this level of access, please contact your internal travel coordinator.

To Manage your Traveller Profile

1. To manage your own traveller profile, click 'Manage My Own Profile'. Manage My Own Profile
2. Follow the steps on page 9 to complete your traveller profile.

To Add a New Traveller Profile

1. Click 'Add New Traveller'.
2. Add New Traveller
2. Fill out the required fields including the Traveller's First Name, Surname and Email Address. Click 'Start Profile'.

3. 3. There will be various tabs to complete. This is the quick step process to allow you to complete the required fields quickly if needed.

4. See page 8 for information on how to complete the quick step process
5. Follow the steps on page 9 to complete each section of the profile.

To Edit an Existing Traveller Profile

1. To edit an existing traveller profile, click the 'Select Traveller' dropdown menu and select the traveller from the list.
2. Select Traveller
2. Follow the steps on page 9 to edit each section of the traveller profile.

Navigation

See page 11 for information on how to navigate the Traveller Profile Suite.

Selective Travel Management

Travel Coordinator

Accessing Users

To display access levels for users

1. 1. Click 'Manage Roles'.

Note: you will only see this option if you have been given access as a travel coordinator by Selective Travel Management. Please contact your internal travel coordinator if you feel you require this level of access.

2. 2. To display a list of users, click the dropdown menus to filter based on your set-up i.e. Faculty, Department or Role. You can also enter a name or email address to look up a specific user. Click 'search'.

4. To remove a search filter, click the X beside the filter.

User Role Coordination
Faculty	Demo Trade Client (DEMO)
Department	DEMO - Demo Account 1
Role	NONE: Access to the Online Booking Tool is not permitted
User Name / Email Address	Firstname Surname or Surname/Firstname or Email Address
Search	Clear

5. To remove all search filters, click 'clear'.

User Role Search Results

To explain access levels for users

1. After searching, the user role search results will be displayed.

User Role Search Results

Name

This is the name of the user.

Booking Tool

This shows if the user has access to Selective Travel Management's Online Booking Tool. If a tick is displayed, the user has access. If a cross is displayed, the user does not have access.

Role

This shows the role of the user based on your set-up. Examples of the different roles include:

NONE - access to the booking tool is not permitted

Traveller - access to the booking tool and can only book for themselves

Traveller Profile Only - traveller profile access only with no access to the booking tool

Approver - access to the booking tool to approve trips pending approval

Arranger - access to the booking tool to book travel for others only

Arranger / Traveller - access to the booking tool and can arrange travel for themselves

Scope

This is the level of access for the user. There are 3 levels:

BAR - top level access i.e. entire client

Trade Client (TC) - mid level access i.e. any tier

Account Level (ACC) - low level access i.e. departmental only

Dependents

If the user is an approver or an arranger, the number of travellers they can approve or book travel for will be displayed. If the user is neither an arranger nor an approver, they will have no dependents. You can hover over the text for further information.

User Role Search Results

Actions

Here you can make changes to the above information for a user.

Managing Roles

To adjust access levels for users

1. To edit a user's access, click the 'eye' icon for the chosen user.

User Role Search Results

2. 2. Use the dropdown menus to select the role and/or scope.

3. Click 'save'.

Selective Travel Management Business Travel. Simplified.