Create a User Account on Swile Travel

On Swile Travel, only two types of users can create an employee:

• A Swile Travel administrator.
• A user who has been given the User Creator role.

To add an employee on Swile Travel, first go to your admin area:

1. Step 1: Go to your Swile Travel admin area.
2. Step 2: Click on Employees.
3. Step 3: Click on Add an employee.

Three options will then appear. Each is explained in detail just after this section:

• Option 1 — Invite employees by email: invite one or more employees via their email address. They will fill in their own details.
• Option 2 — Create a single employee: create an employee by entering their personal details, travel settings, and analytical codes.
• Option 3 — Import employees via a .csv file: download our .csv template, fill it in with your employees' details, then import it to create multiple employees at once.

On Swile Travel, you can generate an invitation link for your existing employees:

1. Step 1: Click on Invite employees by email.
2. Step 2: To schedule the invitation, tick Send the invitation at a later date, choose your preferred date, then confirm.

On Swile Travel, if no approver is specified, only the administrator will be able to approve bookings, according to the travel policy the employee is linked to.

To create just one employee on Swile Travel, follow these steps:

1. Step 1: Click on Create a single employee.

2. Step 2: Fill in the required information.

   

3. Step 3: Select the default travel policy, or a custom policy if you have several travel policies set up on Swile Travel.

   

4. Step 4: Enter the analytical fields.

   

Create without inviting or create and invite: which should you choose on Swile Travel?

When finalising the creation of an employee on Swile Travel, you have two options:

• Create and invite to use Swile Travel: the employee can update their profile, view and manage their bookings. You can then:
  • send them an invitation by email only: they will fill in their own details;
  • fill in their details yourself, then invite them;
  • schedule the invitation for a later date: tick the option and choose the date you want.
• Create the employee without inviting them: you make bookings on their behalf, and they do not have access to their profile. The employee will only receive confirmation, change, and cancellation emails. This option is recommended if you do not want them to manage their own bookings.

To create several employees at once on Swile Travel, use the CSV file import:

1. Step 1: Click on Import employees via a .csv file.

   

2. Step 2: Download the CSV template provided and fill in the details.

   

3. Step 3: Fill in the file using the three documents provided, which contain all the information needed for the import.

   

4. Step 4: A double check is required: tick all the boxes, then confirm and finalise the import.