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Selective
Travel Management
Traveller Profiles
with Selective Travel Management
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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
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You will receive an email from Selective Travel Management to authenticate your profile.
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.
Follow the link 'Click here to proceed'.
This will direct you back to the portals homepage.
7. Go back to The Hub and login with the credentials created.
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Selective
Travel Management
My Profile
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Accessing My Profile
To create your Traveller Profile
1. On the The Hub, select 'My Profile'.
2. Enter your email address and password as set up when registering.
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.
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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'.
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'.
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.
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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).
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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.
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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
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.
To edit your profile, click on the ‘edit’ tab on the right of the titles.
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.
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Selective
Travel Management
Travel Arranger Profiles
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Managing Profiles as a Travel Arranger
To Create your Traveller Profile
1. On the The Hub, select 'My Profile'.
2. Enter your email address and password as set up when registering.
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.
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See page 8 for information on how to complete the quick step process.
Follow the steps on page 9 to complete each section of your profile.
To Manage Traveller Profiles
1. To manage a traveller profile, click 'Manage Other Profiles'.
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.
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To Manage your Traveller Profile
To manage your own traveller profile, click 'Manage My Own Profile'.
Manage My Own Profile
Follow the steps on page 9 to complete your traveller profile.
To Add a New Traveller Profile
Click 'Add New Traveller'.
Add New Traveller
Fill out the required fields including the Traveller's First Name, Surname and Email Address. Click 'Start Profile'.
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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.
See page 8 for information on how to complete the quick step process
Follow the steps on page 9 to complete each section of the profile.
To Edit an Existing Traveller Profile
To edit an existing traveller profile, click the 'Select Traveller' dropdown menu and select the traveller from the list.
Select Traveller
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.
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Selective
Travel Management
Travel Coordinator
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Accessing Users
To display access levels for users
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. 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'.
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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'.
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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 | Booking Tool | Role | Scope | Dependents | Actions |
|---|---|---|---|---|---|
| Aaron Bolt | ✓ | Traveller | Trade Client Profile (BAR) | None / None | ✓ |
| Admin User | ✗ | NONE | Trade Client Profile (BAR) | None / None | ✓ |
| Adrian Administrator | ✓ | Traveller | Trade Client Profile (BAR) | None / None | ✓ |
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
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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
| Name | Booking Tool | Role | Scope | Dependents | Actions |
|---|---|---|---|---|---|
| Adrian Approver | ✓ | Approver | Trade Client Profile (BAR) | None / 8 | ✓ |
| Adrian Flynn | ✗ | NONE | Trade Client Profile (BAR) | None / None | ✓ |
| Booker Covid | ✓ | Manager | Trade Client Profile (BAR) | 1 / 1 | ✓ |
| David Fingland Arranger | ✓ | Arranger | Trade Client Profile (Arranger For 4 Travellers. Not an Approver. | ||
| Gina Doe Arranger | ✓ | Arranger | Trade Client Profile (BAR) | 4 / None | ✓ |
Actions
Here you can make changes to the above information for a user.
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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
| Name | Booking Tool | Role | Scope | Dependents | Actions |
|---|---|---|---|---|---|
| Aaron Bolt | ✓ | Traveller | Trade Client Profile (BAR) | None / None | ✓ |
| Admin User | ✗ | NONE | Trade Client Profile (BAR) | None / None | ✓ |
| Adrian Administrator | ✓ | Traveller | Trade Client Profile (BAR) | None / None | ✓ |
2. Use the dropdown menus to select the role and/or scope.
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Selective Travel Management
Business Travel. Simplified.