How to use the Arval Mobility Platform

Welcome! Meet the Arval Mobility Platform to manage your employee mobility solutions.

Thanks to this platform, you will be able to create a personalised mobility plan for each employee, optimize the salary packages of your employees, offer them a mobility budget etc.

How? Simple, by using this platform on a daily basis and expanding its content according to your needs. Sounds like a lot of work? No worries, this HOW TO manual will help you to manage things smoothly. To be able to add employees, assign budgets, send mobility expenses to payroll and manage mobility budgets all in one tool and with a few simple clicks, is rather time-saving.

If you’re looking for a specific subject, try ctrl/cmd f and type the word you’re looking for.

Sounds great doesn’t it?!

Welcome screen

The welcome screen gives you access to the Arval Mobility Platform (Arval Belgium nv (optimile.eu)). Make sure you log in using your correct email address and password. If all goes well, you are now logged in!

We got you!

  1. Follow this link Arval Belgium nv (optimile.eu).
  2. Enter the email address and password of your choice.
  3. Re-enter your password as a double check.

All done! You can now log in using your email address and password.

We got you!

  1. Follow this link Arval Belgium nv (optimile.eu).
  2. Enter your email address.
  3. You will receive an email to set your new password.
  4. Choose your new password. Click the eye icon to verify that the password you entered is correct.

All done! You can now log in with your new password.

Flexibility is important to us. We want flexible mobility to be accessible to everyone. This also includes speaking your language. On the right-hand side, at the top of your screen, use the drop-down menu to set your language.

This dashboard seems a lillte empty right now, but don’t worry, you can start customizing your personal dashboard very soon. On the left side of your screen you will see the main menus: Account, Users, Import & Export, Mobility, Administration. This manual explains in detail the functionalities of eacht main and all sub menu’s. Let’s get you started!

Account

This page, Account, Account details, is all about you! Your contact, company, billing details and bank information are listed on this page. Please note that some fields are mandatory, such as email address, language and bank information. If you want tot edit your account details, please do wehener you want! Dont forget to click the Save button below when you’re all set.

On this page, Account, Invoices, you will see a list of your invoices.

On this page, Account, Payment methods, you will see a list of your saved payment methods that can be used to make payments. A saved payment method can be used to make payments without having to enter your payment details again. Quick, easy and time-saving!

Import & export

Including salary benefits in your payroll can be time-consuming. The Arval Mobility platform integrates with your social secretariat or payroll agency to ensure that mobility options from your payroll are handled correctly and automatically. This saves you hours of administration. So first, we need to import existing data from our social secretariat containing HR related data of your employees, such as first name, last name, address, email, phone number etc. The same action will be performed to load mobility and budget data later on. This is not an automated action, but a manual action. No worries though, the following HOW TO’S will guide you through it step by step.

  1. Go to the main menu Import & Export and then click Import. Select your file by clicking Choose file.
  2. Your file is now ready for import. Click Start import. Please note that Start Import will only become visible if the check in step one is completed. The file should always be displayed when opening the import screen.
  3. A message will appear that your file has been imported successfully. 

Please note possible error messages:

  • Wrong file type, layout, format or size: The allowed file extension is ‘CSV’.
  • Wrong file content: The file contains mistakes, e.g. empty or missing fields.
  • Missing required columns: The missing required column is represented by a column value (1 to 45) in the error message. Please consult the accompanying list to find out which column is missing.

You have to re-upload your CSV file when an employee has been added or changed, but also in case of updates such as adjustments to personal data, adjustments to the number of hours worked, adjustments to contract data, periods of suspension etc. To ensure data quality, the adjustments of employees can only be done by import.

Manual adjustments of employees who are linked to a social secretariat are not allowed. You can easily import new employees in bulk. You do not have to add every new employee separately or launch a manual update here. Just add them all at once with our smooth bulk import feature! Simply download our CSV template, paste the employees you want to add and import the CSV file. Your social secretariat generates the CSV file with a certain frequency, but it is up to you, the customer, when to upload the file again to update your overview.

Users

Once the data from your social secretariat are integrated, you will be able to see the employees on your payroll if you navigate to the main manu Users, Overview. This section is the core of your platform. Next to Users, Overview page you can navigate to the Users, Tag Manager page. These two pages are important for performing bulk actions, grouping employees by means of creating tags and adding tags to employees etc. Continue reading to find out the ins and outs of these two important pages.

On the Overview page, you get an overview of all your users at a glance. This screen is your main starting point for using the platform. Here, you can search for users, filter on tags that appear in alphabetical order on the user’s line, roles and user status, navigate through your search filter, select users and deselect them again, perform actions and view each user in detail:

  • You can select and deselect users by ticking and unticking the boxes in front of the user’s name.
  • You can search for users on first name, last name, company name in the search bar.

Please note that when applying a search filter and using the Previous and Next navigation buttons at the bottom, you are navigating within your filter, not in your complete file.

  • You can sort by most recent, name ascending, name descending, company ascending, company descending.
  • You can perform actions such as send an app invite to users, deactivate and delete users in bulk or on individual level.
    • When deactivating a user, (1) their access to the platform is closed (for users with user roles), and (2) they cannot use budgets in the app.

You can filter on:

      • Status (inactive or active).
      • Role: the result is not visible on the overview page, only on the user’s detail page.
      • Tag colour and/or tag name: You can filter by tag name, using the tag colours as preliminary filters. For example, you click the tag colour ‘green’, then put your cursor in the search bar ‘Tag name’, press ENTER or APPLY and your search results will only show the green coloured tag names. The colour helps you to look up the tag names with that colour. By selecting a colour beforehand, you make a preliminary selection. If you only filter by tag colour, you get an OR-result filter, if you filter by colour and by name, you get an AND-result of your filter action.

You can clear your filter afterwards.

But, there’s more! Click the breadcrumb icon on the right-hand side of a random user in your list in order to send an app invite or to get a more detailed view of this user. Click View and have a look at the User info, Mobility policies, Current role(s), and Tags assigned to the user.

You can perform bulk actions by selecting the users first and then clicking the Actions button on the right-hand side to send an app invite or to deactivate and delete users.

How to deactivate users?

Deactivation may be useful when an employee leaves the company and you want to keep the history of his/her user. When deactivated, the user will no longer be able to use the budget. A deactivated user will lose access to the platform. He or she can still open the app, but perform no new actions.

From the user’s detail page: Click the breadcrumb icon next to the previous and next buttons and select Deactivate.

From the user overview page: Click the Actions button and select Deactivate.

 

How to delete users?

The Delete function may only be used if the person has not used a mobility budget or hasn’t been linked to a mobility policy. A user to which a role has been assigned, cannot be deleted.

From the user’s detail page: Click the breadcrumb icon next to the previous and next buttons and select Delete.

From the Overview page: Select the specific users by ticking the box(es), click the Actions button and select Delete.

On the Users, Overview page hover over the user you want to adjust. Now you have two possibilities depending on how many users you want to adjust: Only one on individual level or several in bulk:

  • Work with more than one user at the same time: Select the users you want to adjust and click the Actions Choose in the drop down list the action you want to implement for the multiple users. Now you can implement the action in bulk, such as Send app invite.
  • Work with only one user: Hover over the user details icon (breadcrumb icon) on the right-hand side of the user of your choice. Choose in the drop down list the option View. This is a page in view mode. No actions can be taken from here yet. The page we see now is more like a dashboard with subpages on which we can edit.

In Users, navigate to the Overview page and hover over the user details icon (breadcrumb icon) on the right side of the user of your choice. Choose in the drop down list the option View. Now you get to see the user info, mobility policies with indication of used and remaining credit, and the assigned tags and roles of the individual user.

This is a page in view mode. No actions can be taken from here yet, except for assigning roles and sending a platform invite by clicking the breadcrumb icon next to the previous and next buttons and selecting Send platform invite. The page we see now is more like a dashboard with subpages on which we can edit.

In Users, navigate to the Overview page and hover over the user details icon (breadcrumb icon) on the right side of the user of your choice. Choose in the drop down list the option View. Scroll down to the middle of the page where you get to see the mobility policies with their used and remaining budgets of the individual user. This is a page in view mode. No actions can be taken from here. The page we see now is more like a dashboard with subpages on which we can edit.

A budget can be thought as a very simple user’s bank account: He can have money on it, buy things with it, recharge it and have more than one budget. For example, a user can use one budget to buy train tickets and another budget to buy bus tickets.

In this section you can assign a predefined set of 4 roles to your users. Assigning roles is an important functionality in order to have your user database as completely as possible. Permissions will be linked to the different user roles in order to grant access to a screen and/or functions or data shown on the screen. The predefined roles have predefined rights. So, a user role will determine what a user can see (page permission), can do (operational permission) and for which company a user can do something (data permission). This gives you the possibility to link your internal services (HR, finance etc.) to an appropriate user role for your employees.

When you select a user and go to his or her detail view (via the user details icon or breadcrumb icon), you will see the section Current role(s), where you can find the assign bar and a short explanation of the 5 roles that you can choose from:

  • Customer Administrator Role: This is the ‘all in’ account. This user has the right to do anything and has access to everything. It has to be linked to a company email address. This account can manage account settings and payment methods.
  • HR Role: This user can import and manage employees (deactivate/delete/manage user roles), can invite employees to the platform and app. This user can also manage tags and access the HR report.
  • Fleet Role: This user can manage (create, activate, deactivate, duplicate, delete) mobility policies. This user can manage tags and open the fleet report, can open a user profile and see the basic personal info and employment info of each employee.
  • Finance Role: This user can open payment data or finance reporting, see and control expenses. Can access invoices and manage tags.

From a user’s detail page you can assign roles to a user in the section Current role(s). With the drop down list, you can add a role and click Apply. You can link one or more roles to a user. Roles can be added or taken away. If a user has two user roles with different permissions assigned, the least restrictive permission takes precedence. For example, if one role has the Read permission assigned and another user role has the Write permission assigned, Write takes precedence.

When analysing your missions, you may choose to tag your entries or users in order to group them or to tag individual users. By tagging hem, management actions can be performed in bulk. By tagging users, you can quickly find these tags – and the corresponding tagged users – in filters or search fields. This allows you to quickly find multiple users in one search and perform actions in bulk. This significantly reduces your administration workload.

Now, what are tags exactly? Tags are labels or keywords for identifying users that are relevant to your project. Users can be assigned either one or several tags. The assigned tags are stored on individual user level and can be used in search fields and filters. They are completely independent and cannot be linked to mobility policies, roles etc. Tags are managed separately. Users with an Administrator, HR, Fleet or Financial role can create, edit and remove tags. Next to these features, you are able to:

  • Use filters on Tag Manager charts.
  • Select a group of users on the manage user page in order to send an invite to use the app.
  • Select a group of users in order to link/unlink these to/from a mobility policy.
  • Select a group of users on the report page.

Apart from these general features, there are some key functionalities of tagging in the Arval Mobility platform that the following HOW TO’S dive into so that you know the ins and outs of the Tag Manager tab, in order to create, manage and remove tags.

Tags are managed from the Users, Tag manager page. Dive in!

In Users navigate to the Tag Manager page. Here you can jump right in and create a tag by hitting Create tag. Once you have clicked this button, your New tag screen will appear. Here you can create a new tag:

  1. Choose a tag name.
  2. Provide a short description of the tag.
  3. Choose a tag colour (colours can be re-used)
  4. Add users to your tag by selecting them in the left column and move them to the right column by using the arrows.
  5. Hit the Save

Please note that each user can have multiple tags (unlimited) and each tag has a max. length. The total number of tags that can be created is infinite though.

Please note that creating tags in bulk from the Users, Tag manager page is not yet possible.

Tags will be visible on:

  • The Users, Overview page;
  • The detail page of each user by hovering over the user details icon (breadcrumb icon) on the right side of the user;
  • The Mobility, Mobility policies detail page.
  • The Reporting page

This will allow you to quickly see which user has which tag(s).

In Users navigate to the Tag manager page. Here you get an overview of all the existing, created tags.

Please note that each user can have multiple tags (unlimited), but only the first two tags are visible on the Users, Overview page. The tags are shown in alphabetical order.

Tags are also visible on the user’s detail page. Wait, explain me again how I access the detailed page of a user? Go to Users, Overview. Hover over the user of your choice. Click the more details icon (breadcrumb icon) on the right-hand side of the user bar and hit View. The details of the user are visible from there, including the added tags. Tags are also visible in the mobility policy screen and report screen in order to quickly find the right employees. Especially on the mobility policy, this is a great added value.

In Users navigate to the Tag Manager page and hover over the tag you want to remove. Click the more details icon (breadcrumb icon) on the right side.

From there, you can Delete the tag altogether.

In Users  navigate to the Tag Manager page. Hover over the Search bar. Here you can search for tags.

Please note that if multiple tags (tag A and tag B) are entered in the search field, the result will be that users having tag A AND tag B are shown, not tag A OR tag B.

In Users navigate to the Tag Manager page. Hover over the Filter button. Here you can filter your tags.

Tags can be edited (title, content details, colour) from the tag detail screen. In Users navigate to the Tag Manager page. Hover over the tag you want to edit. Click the more details icon (breadcrumb icon) on the right side and hit View details. From there you’ll be able to Edit the name and tag colour, as well as provide an optional description etc. Works great, doesn’t it?!

Mobility

This section is about Mobility Policies and Expenses. But, no mobility without a budget to spend. A budget can be thought as a very simple user’s bank account: he or she can have money on it, buy things with it, recharge it and have more than one budget. For example, a user can use one budget to buy train tickets and another budget ot buy bus tickets. A user can have multiple types of budgets, e.g. a Simple Budget and a Simple Mobility Policy. ‘Budget’ contains info concerning the amount of money. ‘Mobility Policy’ contains info concerning re-currency, status, start and end date, and possible mobility services.

Let’s explain the concept of a Mobility Policy.

A Mobility Policy can be considered as a list of rules about how to control and edit the budget of a user: for example, a Policy can define that a budget receives € 150 every month for the next 2 years. With a Policy you can only link one budget, so a budget can be associated with one or more Mobility Services. In a word, a Mobility Policy is defined by a combination of a budget and mobility options. Every company has its own specific Mobility Policies.

Go to Mobility, Mobility policies. Here you get an overview of all the created Mobility policies. You get a glance of the policy name, the assigned amount, the start and end date and the status of the policy. You can search for mobility policies in the search bar and you can filter them on their status (active, deactivated and draft). Click the more details icon (breadcrumb icon) on the right side of each Mobility policy line and select View to see which users belong to this specific Mobility policy (tab Users) and to see the settings of this specific Mobility policy (tab Settings).

Tab Settings: this tab gives you an overview of the settings of this particular mobility policy. The settings include:

  • Policy settings: policy name, policy type, budget renewal (in case of Professional policy type), budget duration. These settings are set and cannot be changed in this overview screen.
  • Mobility options: parking, car sharing, bike sharing, expenses, charging, bus, train, GBFS. At least one mobility option should be selected. Mobility options can be modified in this overview screen.
  • Available profiles across all pages.
  • Registered profiles.

Don’t forget to click the Save button below when you’re all set.

The tab shows an overview of the users in detail of this particular mobility policy. This means users who are currently linked and users who are removed from this particular policy (expired). The status information includes: name, budget status as set, credit status, start date, end date.


Additionally, you can search by user name, filter on user status (linked (default on) & expired), tag colour, tag name, date and credit. The latter means that you can filter on the credit that is still left by setting a range.
Additionally, you can perform actions.

This tab shows an overview of the users of this particular mobility policy. This includes users who are currently linked and users who are removed from this particular policy (expired). The status information includes: name, budget status as set, used and not used credit, summary, paid out (after export to payroll), start date, end date. Additionally, you can search by user name, filter on user status (linked (default on) & expired), tag colour, tag name, date and credit. The latter means that you can filter on the credit that is still left by setting a range. Additionally, you can perform actions.

Using the details icon (breadcrumb icon) on the right-hand side of the user of your choice, you can perform actions in bulk or per user.

  1. In the main menu Mobility, navigate to the Mobility Policies
  2. Click the button Create policy.
  3. Your New mobility policy is now ready to get customised. Four categories need to be filled out.
    1. Policy settings: Here you have to set the general information about the policy, such as Policy name, Policy type, Budget renewal, Budget duration. These are all required fields, except for the End date of the budget duration:
      • Policy name: Choose a name for your policy, no restrictions.
      • Policy type (or type of budget): Choose between Professional or Federal, labelled accordingly in the app. The settings are different for Professional and Federal. (1) When choosing Federal, the ‘budget renewal’ option is not shown as the budget is always personal. (2) The Federal budget is always an annual budget with the end date fixed at 31/12/xx. That is why you cannot set a budget renewal for a federal budget, but you can for a professional The duration of the budget must be set for both. Note: The settings for a Professional and Federal budget look differently in the User-screen: how much is your budget, how much has been used, how much is left etc.
      • Budget renewal: Set the maximum amount with which the budget will be topped up once, once a week (select day of the week) or once a month (select calendar day of the month).
      • Budget duration: Choose the start and end date (optionally). You can plan a mobility policy upfront by setting a start date in the future.
    2. Mobility Options: Parking, Bike sharing, Car sharing, Expenses, Bus, Train, Charging lite. These are the available mobility options you can choose from. When adding Charging lite as a mobility option, your employee can’t start a charging session or a transaction through the app. He or she can however look up charging stations. The Charging lite option allows you to only search for charging stations in the app.   
    3. Available users: Search the available users and tick the desired user. Once a user is ticked, the arrow on the right lights up. Click the arrow to add the user to the users to be added to this mobility policy. You can also filter on active/deactivated users.
    4. Registered users: These are all the users linked to this mobility policy.
  1. Click Save as a draft or Activate. If you choose to Save as a draft, you will be able to modify your saved policy later on. Don’t forget to Activate the draft afterwards.

The result of your newly created mobility policy is visible if you navigate to Mobility, Mobility Policies.

In the main menu Mobility, Mobility policies:

  1. On the right hand side at the top of your screen you will see the search You can only search on mobility policy or on budget. Undo your search result by clicking the magnifier icon.
  2. Next to the search bar you will find the filter Here you can filter on the status of the mobility policy: active, deactivated and draft. The filter only works within the active search.

In Mobility, Mobility policies, hover over the mobility policy from which you want to remove or to which you want to add an employee. Click the more details icon (breadcrumb icon) on the right side. Click View to see the details of this mobility policy.

Scroll down, search the Available users by filtering on user status (active, deactivated) or filtering on tags and/or user status, which saves you a lot of time (e.g. filter on Sales tag > open Stales tag > add a mobility policy to the Sales-employees). Then, tick the desired user. Once a user is ticked, the right arrow turns from greyish into black. Click the arrow to add the Available user to the Registered users column. Your user is now added to the Registered users of this mobility policy. From there, you can Remove or Add employees as many as you like, just in one click.

Sounds like you are saving a lot of time already! However, don’t forget to save your changes!

If you want to check whether the mobility policy has been added correctly, you do a check by double clicking the name of your user in de Available or Registered users column, you can click through to the employee’s user detail page..

In Mobility, Mobility policies, hover over the mobility policy you want to edit. Click the more details icon (breadcrumb icon) on the right side to select the option View. Again, click the more details icon (breadcrumb icon) on the right-hand side next to the mobility policy name to select the option you want: Deactivate, Duplicate, Delete.

Please always be aware when using these options that:

  • Deactivate: By using this option, the employees linked to the policy can no longer use the budget. They are no longer visible by users in the app.
  • Delete:
    • A draft policy can always be deleted.
    • Deleting is not possible if:
      • The policy is active (= policy is in use)
      • The policy is deactivated but a user bought something with it (= policy has been used)
      • The policy is deactivated and still has some users linked to it, although nobody bought anything (= deleting is impossible unless there are no users linked to it)
  • Duplicate: makes a copy from the policy you’re in.

Things can get busy, we are well aware of that. Although it’s easy to overlook your pending expenses, the Arval Mobility Platform will help you to be on track with your expenses administration.

The tabs New, Pending and Warning, give you a clear overview of your employees’ expenses that need to be approved (or refused) or have been approved (or refused) in the past. An employee is limited to his budget when submitting expenses.

Please note that in order to be able to add expenses, the Mobility Option “Expenses” should be ticked on the Mobility Policy detail page. As a reminder, here is where you can find and customize the Mobility Options: In Mobility navigate to the Mobility Policies page and hover over the mobility policy of which you want to display the details. Click the more details icon (breadcrumb icon) on the right side and select View. On the mobility policy detail page, scroll down and click the mobility option Expenses. In the drop down list, tick the box Expenses. Now you’re set!

In Mobility, Expenses, navigate to the Refund requests page. Here you get an overview of all refund requests: who requests the refund, what type of expense are we talking about, what was the date of purchase, the amount, the VAT percentage (only in case of a professional budget, not with a federal budget) etc. These are also the items on which you can search in the search bar. If you hover over the expense line, you can click View on the right-hand side to see the details of the expense and Hide them again, e.g.:

  • Mobility policy: The mobility policy to which the expense is classified
  • Budget: Professional or Federal
  • Expense value: This is the amount of the expense
  • Expense date: The date on which the expense occurred
  • Optional remarks

Once your employee has bought a ticket, he can add it to his expenses and complete the above mentioned fields.

In Mobility, Expenses, navigate to the Pending page. Here you get an overview of all pending requests and their details: who requests the refund, what type of expense are we talking about, what was the date of purchase, the amount, the VAT percentage. If you want to see more details, hover over the expense line, click the breadcrumb icon on the right-hand side to show the details and the Hide button afterwards.

Now, how do you proceed? Firstly, select the expenses you want to approve. Then, on your right-hand side, hover over the Actions button and click Approve selected. Thanks to the instant payment feature of the platform, once the expense has been approved, the employee is reimbursed. Nice, isn’t it?!

In Mobility, Expenses, navigate to the Pending page. Here you get an overview of all pending requests and their details: who requests the refund, what type of expense are we talking about, what was the date of purchase, the amount, the VAT percentage. If you want to see more details, hover over the expense line, click the breadcrumb icon on the right-hand side to show the details and the Hide button afterwards.

Now, how do you proceed? Firstly, select the expenses you want to approve. Then, on your right-hand side, hover over the Actions button and click Decline selected. Thanks to the instant payment feature of the platform, once the expense has been approved, the employee is reimbursed. Nice, isn’t it?!

A message will appear to inform you that the refusal of the expense will be immediate and irreversible. Now is the moment to whether confirm or cancel your refusal.

Please note that at this stage of the development, employees do not get notified when you decline an expense. Your employee will not yet receive an email notification when an expense got refused. He or she will only see the ‘Rejected’ sign in the app. So ,try to avoid refused expenses being forgotten about.

Please note that if you refuse an expense, you can choose whether to make the budget available again or not. If you choose the first option, the monthly budget of your employee may exceed the allowed monthly budget, because the budget from a refused expense note has been added.

In Mobility, Expenses, click the Filter button. Here you get an overview of all requests (refused and approved requests).

In Mobility, Expenses, you can set up a payment mandate. Follow the steps below to have your payment mandate set up in no time!

  1. Select Payment Methods and add a payment method.
  2. Select Direct Debit.
  3. Enter the account number linked to the Direct Debit.
  4. Have a look at a preview of the document and choose the signing method.
  5. Insert your ID and continue.
  6. Enter your Belgian ID card pin.
  7. The verification is done.
  8. The signed document will be emailed to the customer contact email address.

All set!

Administration

Navigate to Administration, Create report. Here you can create basic bulk reports for yourself as an employer. Fill in the report settings and select the users you wish to add. Finally, click the Create button below to create your report. Easy peasy!

There are three different reports you are able to create, each with its own specifics:

  • HR Extended report: Contains info of employees like from the social secretariat: employees’ roles and their user status.
  • Financial Stats Report: Monthly summary of mobility services used, number of times they have been used and their price (including and excluding VAT).
  • Financial Extended Report: Comprehensive overview for each mobility service. Contains more detailed information per purchase (time, product, employee etc.).
  • Mobility policies detail Report: Provides a dump report showing the details of and the linked users to the mobility policies.
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