Initial User & Validation Guide

Overview

The final step in establishing your Kaptio foundation is creating users and validating the entire configuration. This guide covers initial user setup, Kaptio permission sets, and a comprehensive validation process to ensure your foundation is ready for the next phase.

Prerequisites

Before creating users, ensure you have completed:

• Organization Structure - Business Units and Sales Channels
• Currency & Tax Configuration - Currencies, exchange rates, and tax profiles
• Salesforce admin access with user creation permissions

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Part 1: Understanding Kaptio Permissions

Permission Layer Model

Kaptio security operates on multiple layers:

Kaptio Permission Sets

Kaptio provides out-of-the-box permission sets for common roles:

Permission Set	Purpose	Typical User
(Kaptio) Build Itineraries	Full itinerary creation and management	Reservation consultants, product managers
(Kaptio) View Proposals	Read-only access to proposals	Customers via portal
(Kaptio) Itinerary Comments	Comment on itineraries	Customers, internal reviewers
(Kaptio) Supplier Actions	Confirm/reject supplier requests	Supplier portal users
(Kaptio) Customer Payment	Process customer payments	Customer portal, payment pages

Role Hierarchy Considerations

Consider how your Salesforce role hierarchy interacts with Kaptio:

Role Level	Typical Access
Executive	All Business Units, all channels, reports
Manager	Own Business Unit, all channels within
Consultant	Own Business Unit, assigned channels
Agent	Single channel access

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Part 2: Creating Initial Users

Step 1: Plan Your User Set

For initial foundation setup, you typically need:

User Type	Qty	Purpose
System Admin	1-2	Configuration, troubleshooting
Product Admin	1-2	Product/service setup
Test Reservation User	1	End-to-end booking validation
Report User	1	Financial validation

Step 2: Create Salesforce Users

Navigate to Setup → Users → New User.

Required Fields

Field	Description	Recommendation
First Name	User’s first name	Use real names
Last Name	User’s last name	Use real names
Email	Login email	Use work email
Username	Unique identifier	email@orgname.kaptio
Profile	Base permissions	”Standard User” or custom
Role	Hierarchy position	Match to org structure
User License	Salesforce license	”Salesforce”
Active	Enable login	✓

Step 3: Assign Kaptio Permission Sets

After creating the user:

1. Navigate to the user record
2. Find Permission Set Assignments related list
3. Click Edit Assignments
4. Add appropriate Kaptio permission sets:
   • (Kaptio) Build Itineraries for reservation users
   • Additional sets as needed
5. Click Save

Step 4: Deploy Additional Permission Sets (if needed)

If your org doesn’t have the Kaptio permission sets installed:

1. Download the permission set package from Kaptio Support
2. Log into Salesforce Workbench
3. Select environment (Production or Sandbox)
4. Navigate to Migration → Deploy
5. Upload the KaptioTravelPermissionSets.zip file
6. Leave all checkboxes unticked
7. Click Next to deploy
8. Verify deployment status shows success

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Part 3: User Configuration in Kaptio

Step 5: Assign User to Business Unit

For users to work within Kaptio:

1. Navigate to the user’s Salesforce record
2. Find Business Unit or Default Brand field
3. Assign the appropriate Business Unit
4. Save the record

Step 6: Configure User Defaults

Set user-level defaults for efficiency:

Setting	Location	Purpose
Default Business Unit	User record	Pre-selected on new itineraries
Default Channel	User record	Pre-selected channel
Default Currency	User record	Default display currency
Locale	User record	Date/number formatting

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Part 4: Foundation Validation

Validation Overview

Complete these tests to confirm your foundation is properly configured:

Foundation Validation
├── Business Unit Test
├── Sales Channel Test
├── Currency Test
├── Tax Test
├── User Access Test
└── End-to-End Booking Test

Test 1: Business Unit Validation

Objective: Confirm Business Units are correctly configured.

Step	Action	Expected Result
1	Navigate to Business Unit list	See all configured BUs
2	Open a Business Unit record	All required fields populated
3	Verify Default Currency	Correct currency assigned
4	Verify Tax Handling	Correct method selected
5	Check Active status	BU is Active

Pass criteria: All Business Units show correct configuration.

Test 2: Sales Channel Validation

Objective: Confirm Sales Channels are correctly configured.

Step	Action	Expected Result
1	Navigate to Channel list	See all configured channels
2	For each channel, verify BU link	Correct Business Unit assigned
3	Check booking prefix	Unique prefix configured
4	Check channel type	Correct type (Direct, Agent, etc.)
5	Verify Active status	Channel is Active

Pass criteria: All channels correctly linked and configured.

Test 3: Currency Validation

Objective: Confirm currencies and exchange rates work.

Step	Action	Expected Result
1	List all currencies	See all required currencies
2	Create test itinerary	Default currency correct
3	Add service with foreign currency cost	Cost converts correctly
4	Check exchange rate applied	Correct Buy Rate used
5	Change selling currency	Price converts correctly

Pass criteria: Currency conversions match expected calculations.

Test 4: Tax Validation

Objective: Confirm tax calculates correctly.

Step	Action	Expected Result
1	Verify Tax Profile linked to BU	Profile active and assigned
2	Create test itinerary	Tax handling per BU setting
3	Add taxable service	Tax calculates at correct rate
4	Add zero-rated service	No tax applied
5	Review itinerary total	Tax total is correct

Pass criteria: Tax calculations match expected values.

Test 5: User Access Validation

Objective: Confirm users can access appropriate features.

Step	Action	Expected Result
1	Log in as test reservation user	Successful login
2	Navigate to Itineraries	Can view itinerary list
3	Click New Itinerary	Create form opens
4	Select Business Unit	Assigned BU available
5	Select Sales Channel	Assigned channels available

Pass criteria: Users see only what they should access.

Test 6: End-to-End Booking Test

Objective: Create a complete test booking through the system.

Step	Action	Expected Result
1	Create new itinerary	Itinerary created successfully
2	Select Business Unit	BU assigned
3	Select Sales Channel	Channel assigned
4	Verify booking number	Correct prefix (e.g., WEB-10001)
5	Add a test service	Service added with price
6	Verify currency	Correct currency displayed
7	Verify tax	Tax calculated correctly
8	Save itinerary	Saves without error

Pass criteria: Complete booking flow works end-to-end.

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Part 5: Go-Live Readiness Checklist

Foundation Sign-Off Criteria

Before proceeding to product/service setup, confirm:

Organization Structure

• All Business Units created and active
• All Sales Channels created and linked to BUs
• Booking prefixes are unique and meaningful
• Channel types correctly assigned

Currency & Exchange

• All required currencies exist
• Business Unit default currencies set
• Exchange rates configured for all pairs
• Buy and Sell rates differentiated
• Rate effective dates are correct

Tax Configuration

• Tax handling method set per Business Unit
• Tax Profiles created and linked
• Tax Groups created for service types
• Tax calculations verified

Users & Access

• Admin users created with full access
• Test users created with appropriate permissions
• Permission sets assigned correctly
• Users assigned to correct Business Units
• Role hierarchy reflects organizational structure

Validation

• End-to-end booking test passed
• Currency conversion verified
• Tax calculation verified
• No configuration errors in test

Sign-Off Record

Document your foundation validation:

Item	Validated By	Date	Status
Business Units			☐ Pass ☐ Fail
Sales Channels			☐ Pass ☐ Fail
Currencies			☐ Pass ☐ Fail
Exchange Rates			☐ Pass ☐ Fail
Tax Profiles			☐ Pass ☐ Fail
User Access			☐ Pass ☐ Fail
End-to-End Test			☐ Pass ☐ Fail

Foundation Approved: ☐ Yes ☐ No

Approved By: _______________ Date: _______________

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Part 6: Handoff to Operations

What’s Ready

With foundation complete, these elements are ready:

• ✓ Organizational structure (BUs, Channels)
• ✓ Financial configuration (Currency, Tax)
• ✓ User access and permissions
• ✓ Booking number generation

What’s Next

The foundation supports these next steps:

1. Supplier & Service Setup - Create your travel catalog
2. Package Configuration - Build sellable products
3. Channel Configuration - Configure channel-specific settings (templates, payments)
4. Integration Setup - Connect to external systems

Knowledge Transfer

Ensure the following is documented for ongoing operations:

• Business Unit structure rationale
• Sales Channel purpose and audience
• Currency/FX management approach
• Tax handling decisions
• User role definitions

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Troubleshooting

Common Issues

Issue: User can’t see Business Units

• Check: User is assigned to at least one Business Unit
• Check: Permission sets include BU access
• Check: Role hierarchy allows visibility

Issue: Permission set not available

• Check: Permission sets deployed correctly
• Check: User license supports the permission set
• Check: No conflicting profile restrictions

Issue: Booking number not generating

• Check: Channel has booking number scheme configured
• Check: Next number is set
• Check: Prefix is not blank

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Related Schema Objects

Object	API Name	Purpose
User	User	Salesforce user records
Permission Set	PermissionSet	Feature permissions
Permission Set Assignment	PermissionSetAssignment	User-permission link
Profile	Profile	Base user permissions

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See Also

• Establish Platform Foundation - The outcome this guide supports
• Organization Structure Guide - First guide in the foundation series
• Currency & Tax Configuration - Second guide in the foundation series