This article is for Swile Travel administrators. It explains how to add a colleague to Swile Travel in two scenarios: either the colleague is already in your Swile space for another product — in which case you just need to activate Swile Travel for them — or they are not yet listed — so you’ll need to create their profile and invite them.
Who can add a colleague on Swile Travel?
On Swile Travel, only two types of users can add a colleague:
- A Swile Travel administrator.
- A user who has been given the User Creator role.
How do I activate Swile Travel for a colleague who’s already in the Swile space?
💡 Prerequisite
To activate Swile Travel for a colleague, you must be an administrator for several Swile products, including Swile Travel. If you are only an administrator for Swile Travel, you won’t have this option.
- Step 1: Go to your Swile admin space.
- Step 2: Open the Colleagues menu, then search for the colleague using the search bar.
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Step 3: Tick the box in front of their name to select them.
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Step 4: In the banner that appears at the bottom of the page, click Edit in bulk.
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Step 5: Select Activate a product, then choose the Travel product from the dropdown menu of available Swile programmes.
- Step 6: Click Confirm.
✅ All done
An invitation is automatically sent to the colleague so they can complete their Swile Travel profile.
How do I add a colleague who isn’t yet in your list of colleagues?
To add a colleague who doesn’t yet exist on Swile Travel, and if you can’t find them in your list of colleagues:
- Step 1: Go to your admin space
- Step 2: Click on the Colleagues menu (on the left)
- Step 3: Click Add a colleague.
You’ll then see three options for creating a colleague on Swile Travel:
- Option 1 — Invite colleagues by email: invite one or more colleagues via their email address. Your colleagues will fill in their own personal details.
- Option 2 — Create a single colleague: create a colleague by entering their personal details, travel settings and analytical codes.
- Option 3 — Import colleagues via a .csv file: download our .csv template, fill it in with your colleagues’ details, then import it to create multiple colleagues at once.
Here’s a breakdown of these three options:
Option 1 — How do I invite colleagues by email on Swile Travel?
On Swile Travel, you can send an email invitation to your existing colleagues:
- Step 1: Click Invite colleagues by email.
- Step 2: Enter their email address, the relevant billing entities, and specify managers and approvers. You can set a later invitation date if needed. To do this, tick the Send invitation at a later date option, enter the desired date, then confirm.
Option 2 — How do I create a single colleague on Swile Travel?
To create just one colleague on Swile Travel, follow these steps:
- Step 1: Click Create a single colleague.
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Step 2: Fill in the required information (first name, last name, email, date of birth, and if needed, employee number and manager).
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Step 3: Enter the colleague’s phone number (recommended), email language, gender (useful for issuing travel tickets), billing entities and approvers.
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Step 4: Fill in the analytical fields (cost centre and team).
Create without inviting or create and invite: which option on Swile Travel?
When finalising the creation of a colleague on Swile Travel, you have two options:
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Create and invite to use Swile Travel: the colleague can update their profile, view and manage their bookings. You can then:
- send them an email invitation only: they’ll fill in their own details;
- fill in their details yourself, then invite them;
- schedule the invitation for a later date: tick the option and enter the desired date.
- Create the colleague without inviting them: you make bookings on their behalf, and they don’t have access to their profile. The colleague will only receive confirmation, change and cancellation emails. This option is recommended if you don’t want them to manage their own bookings.
Option 3 — How do I import several colleagues via a CSV file on Swile Travel?
To create several colleagues at once on Swile Travel, use the CSV file import:
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Step 1: Click Import colleagues via a .csv file.
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Step 2: Download the CSV template provided and fill in the details.
- Step 3: Fill in the file using the documents provided (Filling Guide), which contain all the data needed for the import. Click Next.
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Step 4: A double check is required: tick all the boxes, then upload your file and confirm.
💡 Good to know
On Swile Travel, whether approval is triggered does not depend on whether an approver is listed on the colleague’s profile, but on the Approval Rules you set up. If no approval rule is set, all bookings go through without approval, including those outside policy.
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