Traveldoo - Release Note 2018.2

Dear Customers,

We are pleased to inform you that the Traveldoo 2018.2 release will be installed and made available to you between 19^th June and 3^rd July.

These Release Notes cover what’s new in the Traveldoo platform. They describe the new features in this update, the impact on the user interface and explain any configuration needed.

We have included as much useful information as we can in these notes and would appreciate it if you could consider this document as confidential.

Feature availability or suitability might depend on your contract or configuration. If you have further questions regarding any of the new functionality in this release, or suggestions about how we can make our release process better, please do not hesitate to contact your Traveldoo account manager or the Customer Service team.

Kind Regards,

Traveldoo Customer Service

 

TRAVEL: Display of Cancellation Deadline Time for Hotels

• Products: Travel
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

Some of the hotel providers to which Traveldoo is connected provide a date and time for the cancellation deadline of hotel rates. When provided, Traveldoo now displays the time as well as the date to end users, ensuring that travellers have all available information to review.

What’s new for travellers / arrangers?

The message informing the end user about the cancellation deadline has been updated in order to include the time of the deadline, as well as the fact that the deadline is provided in local time.

What’s new for administrators?

No administrative changes needed.

 

TRAVEL: Improved Trip History

• Products: Travel
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

A history of all the actions taken for a trip is available on each trip page. This history has been improved to indicate whether the approver who approved or rejected a trip was acting as the substitute for the regular approver.

This new information enhances Traveldoo’s audit capabilities, providing the exact status of the approver who took a decision for a trip.

What’s new for travellers / arrangers / supervisors?

End users opening a trip will see whether the approver who took a decision was a substitute.

What’s new for administrators?

No administrative changes needed.

 

TRAVEL: Updated Message for Eurostar E-Ticket

• Products: Travel
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

We have updated the message that is displayed when the selection contains an e-ticket Eurostar fare. The message now explains what is expected from the traveller to register prior to travelling.

What’s new for travellers / arrangers?

The message is displayed on the confirmation page when the end user proceeds with the reservation. It is also displayed in the booked trip page.

What’s new for administrators?

No administrative changes needed.

 

TRAVEL: Improved Management of Titles

• Products: Travel
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

We have improved our management of social titles on the confirmation page. When no title has been set in the user’s profile, we now ask the user to choose which title to use.

What’s new for travellers / arrangers?

If no value has been set in the user’s profile, the “Title” field is now displayed as empty. The user has to select a title before being able to confirm the booking.

 

Any change made to the Title from this page will be automatically saved at the user profile level.

What’s new for administrators?

No administrative changes needed.

 

CONNECTIVITY: EasyJet – Labels for Fares

• Products: Travel
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

EasyJet labels for fares were not displayed correctly. This behaviour has been corrected.

There are 3 types of fares for EasyJet available through Python (Elsy Arres), priced in the following order:

• Standard (Y): lowest fare, does not include any ancillary products
• Inclusive (B): lowest fare including one 23kg hold bag and standard allocated seat
• Flexi (W): flexible fare including hold baggage, upfront seat, additional cabin bag, bistro voucher

What’s new for travellers / arrangers / supervisors / accountants?

EasyJet fare labels:

What’s new for administrators?

No administrative changes needed.

 

CONNECTIVITY: Sabre – New Hotel Passive Segment

• Products: Travel
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? Yes
• Optional? Yes

Overview

Traveldoo is proposing a new Traveldoo hotel passive segment format for Sabre which could be implemented for any customers.

Advantages

The advantage is to have a standard hotel passive segment format that provides the level of information expected by TMCs and customers.

What’s new for travellers / arrangers / supervisors / accountants?

No change.

What’s new for administrators?

This new passive segment will be implemented on customer request.

Please contact Traveldoo Services to set this new passive segment.

 

EXPENSE: Perdiems for Belgium added

• Products: Expense
• Markets: Belgium, Denmark, Germany
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? Yes
• Optional? Yes

Overview

In many countries companies can provide “per diem” allowances to their employees to cover their business trip expenses, including meals and accommodation expenses.

The “per diem” allowances are calculated from a set of rates defined by the country’s government.

Advantages

This feature allows the Traveldoo Expense tool to be compliant with these 3 countries’ markets.  

For companies deploying in Germany, Denmark, and now in Belgium, their employees can claim statutory per diem allowances for daily subsistence.

What’s new for travellers / arrangers?

The procedure for claiming a per diem allowance is similar to that for any other expense type, except that the claim form consists of three sections rather than one.

To claim a per diem allowance:

1. On the Expense report, click Add an expense.
2. Choose the “Perdiem” expense type (name can be different depending on clients / countries).
3. Complete the screens according to the descriptions below.
4. When all the screens are complete, click Save (or Save and add new to start a new per diem claim).

Section 1 - Adding the Itinerary

On the first screen, you add details of your departure and return dates and times for the trip, together with arrival and departure dates and times for each destination (dates and times refer to local time):

 

Section 2 – Adding Details of Meals Provided

In the second section, you add details of any meals that were provided (for example, by a host organization). The amount of the allowance is reduced accordingly. Check the boxes corresponding to the meals provided:

 

Section 3 – Confirmation

The final screen shows a summary of the allowances for each day of the trip, together with the total for the trip:

What’s new for administrators?

A new expense type needs to be configured with the business property “Perdiem”:

 

A new section, Perdiem Rates, is available in the Administration tool (Resources > Expense resources > Perdiem Rates).

The administrator can download the file with the rates for a given country:

 

EXPENSE: Generating accounting batches

• Product: Expense
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

Accounting export batch generation has been improved.

The main change is to trigger the generation of accounting batches every hour, 7 days a week, 24 hours a day.

Advantages

This new batch generation will:

• strengthen and improve the performance of our platform
• distribute the workload throughout the day
• respond to demand relating to Traveldoo usage in different time zones
• allow faster reaction if a batch generates an error

What’s new for administrators?

Users with an Administrator role will always be able to check the status of each export in the Traveldoo Administration menu.

 

EXTRACTION: Added multiselection for the search criterion "Organization"

Extraction | Reporting

• Products: Extraction
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

As part of the improvement of the new Extraction module, Traveldoo has enhanced the selection of the values for the “Organization” search criterion by allowing a multi-value selection of entities:

What’s new for Extraction users?

A new capability for refining search criteria for the “Organization” field.

What’s new for administrators?

No administration changes needed.

 

EXTRACTION: Invoice extract

Extraction | Invoice | Reporting

• Products: Invoice
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

As part of the improvement of the new Extraction module, Traveldoo offers a new specific report allowing the extraction of invoice data:

 

The new format specification will be available soon from this Support site – search for “format specification”.

What’s new for invoice managers?

A new specific invoice extract, with all the information imported into Traveldoo Invoice application, and also filtering capabilities by range such as Approval period, Due period or Import Period.

What’s new for administrators?

No administration changes needed.

 

INTERFACE: Monitoring of invoice statement import

Monitoring | Invoice

• Products: All
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

As part of the improvement of its services, Traveldoo offers a new Interface module, giving access to the results of data imports to, or exports from, the Traveldoo application.

The new items monitored are the invoice statements imported in the Traveldoo Invoice application.  This will allow you to monitor the success or failure of these updates to the Traveldoo database.

What’s new for interface monitoring managers?

A new module allowing access to the results of the import, and in the event of a failure, to a report detailing the errors.

What’s new for administrators?

A new section, Interface monitoring setting, in the Org menu, allowing the administrator to set up rights for users to access the Interface module.

 

MOBILE: Geolocation functionality for adding an expense

New expense | Expense location| Use geolocation

• Products: Expense, Mobile, iOS
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

While creating an expense transaction, you might want to attach the exact location of the expense by selecting the geolocation functionality. When you choose geolocation, certain fields are filled in automatically, thereby helping in expense creation.

Advantages

You can now simplify the creation of your expense claims. When geolocation is selected, the expense location will contain the exact address, and the currency, merchant, and date fields are completed automatically.

What’s new for travellers?

When you tap the geolocation icon you are given a list of nearby locations, from which you can select the most appropriate one. Following this, the currency, merchant, and date fields are automatically filled in based on the expense location.

      

What’s new for administrators?

No administration changes needed.

 

MOBILE: Expense report creation from mission order or trip

New expense report| source: Traveldoo trip or mission order

• Products: Expense, Mobile, iOS
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

On the web version of the Traveldoo application, it is possible to create an expense report from an existing Traveldoo trip or mission order. This feature works well on the web, and from this release it also works on the mobile app.

Advantages

Previously, it was not possible to create expense reports on mobile, and thus it was necessary to log in to the web to do so. Now users can manage their expenses using the mobile app.

What’s new for travellers?

When you create a new expense report, depending on the setup you are prompted to choose one of these options:

• From mission order - the expense report is created from an existing mission order, which you select from a list.
• From Traveldoo trip – the expense report is created from an existing trip, which you select from a list.
• From scratch – a brand new expense report is created.

What’s new for administrators?

No administration changes needed.

 

MOBILE: New Expense app for Android

• Products: Expense, Mobile, Android
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

We are delighted to offer registered users of Traveldoo Expense a new, completely revised version of the Mobile Expense app for Android, enabling you to create and submit expense claims wherever you are in the world.

Advantages

You can now simplify the creation, submission and management of your expense claims:

• Do your expenses on the go – no need to wait until after your business trip
• Take pictures of your receipts to submit with your claim
• Add all your usual business codes, like cost centers or project numbers
• Enjoy an engaging user experience with assisted expense creation
• Submit your expenses faster and get reimbursed more quickly!

What’s new for travellers?

         

A completely revised look and feel, consistent with the latest Mobile Travel app from Traveldoo, makes it easy to create expense reports, add expense items and scan receipts.

Roles

The mobile app is available only for the ‘user’ role, in that the user can create and submit an expense. The ‘approver’ role is not available yet (planned for Q4 2018), and the ‘accountant’ role is not planned for the mobile app. Also, there are no plans to onboard delegates on the mobile app.

How do I get it?

(Registered Traveldoo Expense users only) In the Play Store app, search for Traveldoo, scroll down to Traveldoo Expense and tap   . Sign in with your Traveldoo Mobile username and password and you’re ready to go!

How do I log in?

To log in to Traveldoo Expense on your device, you need to set up your mobile account in your Traveldoo profile page on the website.

Once you are in your profile, go to the “Mobile registration” page.

You can then choose to enable your mobile access and use the same credentials that you use on the website, or enable your mobile account and use a new username and password:

 

What’s new for administrators?

No administration changes needed.

 

DOCUMENTATION: Latest updates

• Products: Travel, Expense
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

On the Travel tool, the PDF user guide has been replaced by a new interactive help system.

For the Expense tool, the PDF user guide has been updated to include documentation of recently-release Extraction features.

A new Administration Guide is available to assist in configuration of the Travel tool.

What’s new for travellers / arrangers / supervisors / accountants?

Users of the Travel tool can now click the “?” button at the top right of any Travel screen to access the Travel help system. This is fully searchable and is adaptable to any screen size.

The Expense User Guide, available by clicking the “?” button at the top right of any Expense screen, now includes expanded documentation on the Expense-related features of the Extraction module.

What’s new for administrators?

System administrators with access to this Traveldoo Knowledge Base (https://new-esupport.traveldoo.com/hc/en-gb) can view Administration Guide articles, giving comprehensive instructions on configuring and maintaining the Travel tool, by clicking the Administration icon:

 

Click the Administration Guide link at the left of the next screen, then See all articles at the bottom, then click the heading of an article to read it.

Administrators can also obtain a PDF copy of the Administration Guide (Travel) on request from Traveldoo.