As an Admin on Engine, you can enable special permissions for the Department Managers, Coordinators and Travelers on your account. Click the More tab and then Settings to review and edit these user permissions.
Roles & Permissions
User Types
There are 4 types of users on Engine: the Admin, the Department Manager, the Coordinator, and the Traveler. These roles are assigned to the users as you create Members on your account. Each role has different access to the account. Review the User Access section below for more information.
User Access
Overlapping reservations allows the user type to book multiple reservations with overlapping dates. Normally an individual Traveler wouldn’t need this type of permission, but if they are booking for others, you can give a Traveler this permission.
Activity & Reporting for Coordinators allows the Admin, Department Manager, andCoordinator to access company-wide travel activity (in Trips) and reporting (in Trends). If this is disabled by an Admin, Department Manager, or Coordinator, those users will only see their own activity and trips.
Sending Admin confirmation emails can only be enabled or disabled for the Admin users. This feature enables an email to be sent to all Admins after every reservation is made.
Integrations
HR platform Members sync
Signing on and booking is even better when you connect your Engine account to other applications. We support more than 40 HR platform integrations that will connect your employees directly to Engine for easy access and booking.
Single Sign-On
Configure single sign-on for your users so they don’t have to reMember a new password for Engine. Use your own identity providers with SAML to configure this in Engine.
FlexPro or Flex
Manage your FlexPro or Flex options here. Learn the difference between Flex and FlexPro.
Billing & Payments
Enable Billable Checkbox
Enable this permission to allow Travelers to mark a trip as billable. This will let your accounting department know whether a stay is billable to a customer or not.
Show Direct Billing Available Credit
Enabling this permission shows the user the amount of available credit on a Direct Billing account at checkout.
Show GSA Per Diem
When this feature is enabled, any user on your account can view the U.S. General Services Administration (GSA) per diem rate for that property on search.
Travel Policies
Create and manage your company’s Travel Policies here. Define room rates, set features based on your budget needs, and assign policies to specific Members.
Custom Fields
With Custom Fields, you can add company-specific details to reservations and reports—like job codes, work order numbers, or travel reasons. You can also make fields required and control which users can view them, ensuring the right information is captured every time.
Saved Locations
Save locations in Engine to quickly find hotels nearby. Most companies add office locations to make booking more efficient and hassle-free.
Preferences
Property Reviews Notifications
By enabling Members and guests to review their most recent stays, you help Engine to provide a robust and trustworthy property ratings system. Disabling this feature turns off property review requests delivered via email and in-app notifications, but Members can still review properties on their Itinerary and Trips pages.
Itinerary Confirmation Per Traveler
When turned on, separate itinerary confirmation emails will be sent to each Traveler on a booking. These emails will only include the personal and financial information for that specific Traveler, not the whole group. Travelers will not receive cancellation or modification confirmations.
People who booked the trip and other account Admins or Department Managers will still get the full group itinerary, as well as cancellation and modification confirmations.
This is most useful when working with third parties and contractors, or when you don't want Travelers to see all the trip details for the whole group.
Notification Settings
Choose which notifications you would like your Members to receive via email and text. Note that these changes will affect everyone in your organization.
System Emails
This feature allows Admins to include additional notes in system-generated emails sent to all selected account Members. Please note any text in this section will be included in all selected emails until it is removed.
Company Branding
Make your Engine account feel more like home. Add your company logo and update the invite link banner for your Travelers on Engine.