How do I set up Proxy Management for my Organization?

The Proxy Management feature allows for an Authorized Traveler to designate a Proxy to fulfill their Travel Registry requirements. Administrators with permission have the ability to define when a Traveler can be considered an Authorized Traveler and can designate their own Proxy. An Authorized Traveler is a traveler who has the ability assign their own Proxy, while a Proxy is a Traveler who can create, edit, and manage   Authorized Travelers can be defined by data associated with Traveler Type or a Custom Field created by admins. 

• To use Traveler Type, admins can select from one or more types. For example... 
  • A Traveler is considered an Authorized Traveler if the 'Traveler Type' is equal to Faculty, Staff, Guest, or Other.
• To use a Custom Field, admins can select any custom field and their preferred data criteria. For example...
  • A Traveler is considered an Authorized Traveler if the 'Allow Proxy' custom field is equal to 'Yes'.
    
    

Once an Authorized Traveler designates their Proxy, the proxy can create, edit, and manage various aspects of a travel plan, including the Authorized Traveler's Solo Plan, itinerary details, and complete eligible Plan Forms. 

A Proxy user can be added in two ways...

• Any admin with permission can add a Proxy through the Proxy Management tab within Organization Settings
• Authorized Travelers can add a proxy while logged into Via

Step 1. To activate the Proxy Management feature for your organization...

1. Click your profile picture or silhouette
2. Click Settings
3. Click Proxy Management
4. Toggle the Enable Proxy Travel Management setting to on

Step 2. To define rules that can identify Authorized Travelers...

1. Select the Traveler field from the drop-down and logic
2. Enter preferred Values 
3. Click Save
   
   

Step 3. Invite a Proxy User one at a time...

1. Click your profile picture or silhouette
2. Click Settings
3. Click Proxy Management
4. Click Proxy Users tab 
5. Click Invite Proxy
6. Complete all required fields
7. Click Invite Proxy

Step 3. To invite one or more Proxy Users in batch...

1. Click your profile picture or silhouette
2. Click Settings
3. Click Proxy Management
4. Click the Proxy Users tab 
5. Click Batch Invite Proxy(s)
6. Download CSV Template 
   1. Leave the header rows in the order that we give them
7. Upload completed CSV template
8. Click Invite Proxy