You can use the People page to add new people to Perk and change the settings for existing people. Perk uses the information in the person's profile when employees or guests book a trip or submit an expense in Perk.
You can edit a person’s profile manually or sync data directly from a third-party system using an HR integration or using SCIM. People can change certain information themselves, provided it is not synced automatically.
Caution: It’s important that all of the profile information is complete and up to date so that there are no issues during the booking process.
When you access the People page, you can see the list of all people in your Perk account. You can search for them by name or email, or filter by a specific attribute. People are grouped into:
- Active: The person can sign into Perk.
- Invited: The person has been sent an invitation by email but has not yet accepted. To learn more, see Invite new people by email.
- Archived: The person can no longer access Perk. To learn more, see Archive and delete people.
You can add new people by clicking Invite people. You can export people from Perk by clicking Export data. This lets you generate a CSV or XLS file with people data, either filtered to include only displayed people and columns or all data.
To edit someone else's profile:
- Go to the People page.
- Click the person's name.
- Go to the part of your profile you want to change and click Edit.
- Make the changes and click Save.
Profile
Each person has their own profile in Perk. Their profile contains the following information:
- Personal information, such as date of birth, country of residence, and contact information, is used to book your trips.
- Travel documents, loyalty, and frequent flyer programs are used to book your trips.
- Personal payment cards and train discount cards for paying for trips.
- Account preferences.
- Company settings, such as travel policies, approval processes, and assigned cost objects.
By default, Perk uses the initials of the person’s first and last name as a profile picture. If they prefer, they can upload a new picture.
You can resend or revoke invitations from a person’s profile by clicking the three dots in the top-right corner. These options only appear if the person hasn’t accepted the invite.
Personal
This tab includes key information about the person, which is used for booking trips and managing expenses. People can edit personal and contact information, such as date of birth, sex, and country, but they can’t edit their name or role.
- Personal information: Name, date of birth, sex, and country of residence.
- Contact information: Used for communicating with the person about their travel plans. You see the sign-in email as the primary email address. They can also add a secondary email. It is recommended that they add a contact number so they are notified of any travel updates and an emergency contact. Office and home addresses are optional but can be used as the starting point for calculating trip expenses or for shipping Perk cards.
- Access and permissions: You can see their role in Perk and the companies where they perform that role. You can change a person’s role at any time.
Wallet
In this tab, you can find travel documents and payment-related information such as personal payment cards, discount cards, and loyalty programs. Usually, people fill this section themselves:
- Travel documents: People can add one or more travel documents to their profile.
- Personal payment cards: To cover private expenses or trips where you reimburse them for travel afterwards, people can add personal payment cards.
- Train discount cards: For better rates, people can add a discount card for booking train tickets.
- Loyalty programs: To collect points when they book hotels, trains, rental cars, or flights on Perk, people can add any loyalty programs.
Preferences
In this tab, you can find settings associated with the Perk account, such as language and display settings, any delegates, connected calendars, and notifications. You can initially set these preferences; however, people can change them at any time.
- Language and display: Choose the language, currency, time format, and units of measurement used for the person in Perk.
- Expense & invoice delegates: For expense and invoice processing, you can set who can submit and approve expenses or invoices on behalf of the person.
- Out-of-office: If the person approves travel bookings for others as part of your company’s approval policy and they are out of the office, you can set up a backup approver while they’re away.
- Calendars: People can sync trips directly to their work calendar by setting up a calendar integration with their Microsoft Outlook or Google account, or even using an ICS file.
- Notifications: Choose which notifications you want people to receive for travel and expense processing.
Organization
In this tab, you configure the company’s business processes for the person, such as the company structure - department, team, and cost object. You can also manage assigned travel policies and approval processes, including approval limits, if applicable.
To collect specific information for the person if needed, you can set up custom fields in the person's profile.
| Setting | Description |
|---|---|
| Company | Name of the company the person belongs to. The account admin must have already added the company. |
| Cost object | Cost object are used for tracking the person’s travel expenses. This cost object is automatically selected when booking travel. When submitting expenses, the person may be able to select other cost objects. |
| Unique ID | Unique ID used to identify the person in the finance system. |
| Groups | Group to which the person belongs. For example, you can use groups to assign multiple people to a specific travel policy. |
| Line manager | Who the person reports to. You can use the line manager to determine the approval process for the peron's trips, expenses, and invoices. |
| Travel policy | Travel policy assigned to the person. You must have already created the policy to assign it to the person. |
| Travel approval process | The approval process that applies to the person's travel bookings. |
| Employee policy | Assigned employee policy that determines the expense categories, rules, per diem rates, and mileage rates that apply to the person. |
| Expense auto approval limit |
If the person acts as an approver for expenses, you can set a limit under which all expenses are automatically approved. Expressed in the company currency. Required for line manager approval processes for expenses only. This field is only present when the spend approval strategy is set to Line manager in Settings > Account > Companies > Spend settings. |
| Spend approval escalation limit |
If the person acts as an approver for expenses or invoices, this is the person’s approval limit. Any expenses or invoices over this limit must be also approved by another person. Expressed in the company currency. Required for line manager approval processes for expenses and invoices. This field is only present when the spend approval strategy is set to Line manager and the Activate auto approval is selected in Settings > Account > Companies > Spend settings. |
| Tax reports | If expenses are liable to tax, Perk can automatically generate tax reports that contain a summary of reimbursements by expense type. |
| Corporate FAQs, TMPL Privacy Policy, Company card T&Cs | If your company uses Perk Cards, displays legal information about the Perk Card program. |