Admins & Department Managers: Managing member accounts

How to create Administrators, Department Managers, and Coordinators 

1. Login to your Engine account.
2. Go to Members → Add members.
3. Select the member’s role.
4. Enter the member’s details:
   1. First name, Last name, Email address, Employee ID (optional).
   2. Email must match an Approved email domain in your account. Contact support to update domains.
5. (Optional) Assign a Travel Policy. To create a new one, click Manage travel policies.
6. (Optional) Assign a Department. To create one, go to Members → + Add department.
7. Click  Add member
8. The member’s name should show in the list on the Members page. They’ll also receive an email invitation to finish setting up their account.
   1. If you need to resend the invitation to this member, click on the three dots to the right of their name and click Resend invite.
      
      

1. Login to your Engine account.
2. Go to Members → Add members.
3. Select the member’s role.
4. Enter the member’s details:
   1. First name, Last name, Email address, Employee ID (optional).
   2. Email must match an Approved email domain in your account. Contact support to update domains.
5. (Optional) Assign a Travel Policy. To create a new one, click Manage travel policies.
6. (Optional) Assign a Department. To create one, go to Members → + Add department.
7. Checkbox: Allow member to book their own travel
   1. If you’re adding a Traveler that you want to book their own travel, leave that box checked. 
   2. If you’re adding a View-Only Traveler, uncheck the box. This prevents them from booking their own travel. [Learn what View-Only Travelers can do here.]
8. Click Add member
9. The member’s name should show in the list on the Members page. They’ll also receive an email invitation to finish setting up their account.
   1. If you need to resend the invitation to this member, click on the three dots to the right of their name and click Resend invite.
      
      

As an Admin, you can add multiple members at once via CSV upload. If you do not input a specific role for each member in the CSV, then by default each member will be a Traveler. 

1. Login to your Engine account.
2. Go to Members → Bulk upload.
3. Download the provided CSV template.
4. Fill in member details with the following field requirements:
   1. Required fields
      1. First Name: Text only
      2. Last Name: Text only
      3. Email: Must be a valid email address and match approved company domains.
   2. Optional fields and formatting
      1. Phone: (+X XXX-XXX-XXXX)
      2. Employee ID: Alphanumeric.
      3. Role: Must match predefined roles exactly (Department Manager, Coordinator, Traveler, View Only Traveler).
      4. Travel Policy: Enter exact policy name as set in Engine.
      5. Department: Text only
      6. DOB: YYYY/MM/DD
      7. Country Code: Two-letter ISO code (e.g., US, IN, FR).
      8. Gender: Male, Female.
      9. KTN (Known Traveler Number): Alphanumeric.
      10. Redress Number: Numeric.
      11. Passport Number: Alphanumeric.
      12. Nationality: (e.g.: United States of America)
      13. Passport Expiration: Format YYYY/MM/DD.
      14. Skip Invitation: Enter Skip to prevent an invitation from being sent.
5. Upload the CSV by clicking Select a CSV file.
6. Select Add members.
7. If you receive an error message, check that each field follows the required format above.
8. You can leave the page while the upload runs in the background. Within an hour, you’ll receive a confirmation email from Engine.
9. After successful upload, the new members will appear under Members.

1. Login to your Engine account.
2. Select Members.
3. Search and then click on the name of the member you want to edit. 
4. Select Edit in the top right corner. 
5. Change the information as needed. 
6. Click on Save changes.
   
   

1. Login to your Engine account.
2. Select Members.
3. Search for the member’s name.
4. Check the box next to the member's name.
5. Click on Delete in red under All members.
6. A pop-up box will ask if you are sure, as the Delete action is final and the member will no longer be able to use their Engine account.
7. Click Delete.
   
   

All Members, regardless of role, can change their own Engine profile information: name, phone number, traveler information such as date of birth, gender, country of residence, Known Traveler Number (KTN), Redress Number, and passport information. 

On Desktop:

1. Log in to your Engine account.
2. Click your initials in the top-right corner → My Settings → Edit.
3. Update your information.
4. Click Save changes.

In the App:

1. Log in to the Engine app.
2. Tap Account → Edit.
3. Update contact or traveler info.
4. Tap Save.

For changes to account information (Business Name, Email, Currency, Billing Codes, Direct Bill (DB) Credit Limits), to add features (Flex or Incidental Coverage), or to reactivate archived member accounts, please contact your Engine Account Manager.