Events - information event manager instead of participant

[LauV]

Hi, 

We just activated the Events functionality, and noticed that inside the created Travel Requests, for each travel segment, the info that is pulled (name, date of birth etc) is the info of the Event Manager instead of the info of the Participant.

So everything would be booked under the Event Manager name, which would cause issues for train, plane etc...

Is it the expected behaviour? or an issue linked to setup on our side?

Thank you,

Laura

[PoojaKumatkar · Accepted solution]

Hi @LauV ,

As per my understanding, this feature creates a copy of the request in each participant’s profile, including all the details from the original request.

If any personal information is captured in the request header or segment forms, each participant should review the request, update their personal details wherever necessary, add any additional segments if required, and then submit the request.

Workaround Solution:

If you capture personal details in the employee profile and map them to the Request Header fields (with these fields set to read-only for users), the system should ideally populate the details from each participant’s respective profile when the request is automatically created, rather than copying the Event Manager’s details.

However, I would recommend testing this approach first to validate the system’s actual behavior.

Note: With this approach, we would capture only generic request details in the Request module and populate the personal details from each employee’s profile into the corresponding request.

Please refer to the support article linked below, particularly the last paragraph, for further clarification.

Article Number	000055823
Title	What is Request Event manager role under Request module for ?
Details	We have role named Request Event manager under Request module and need to know what is the purpose of the same.
Resolution/Answer	Request Event manger role is for: The user assigned this role can create a "master" event request for multiple event attendees.  This role must be assigned with the Request Proxy Logon role The role will allow the user to create a Event request where they can add multiple attendees to the same request. In Create New Request user will have more option that New Event Request as below.  Assume that an assistant works for several employees and all of those employees will be attending the same conference. Without the Event Request feature, the assistant would have to create virtually the same request over and over – one for each of the employees. Using the Event Request feature, the assistant creates one "master" request that contains the names of the employees and all of the common information such as flight, hotel, conference fees, etc. Then – with one click – the assistant creates a copy for each employee and sends each employee a notification. The employees then use their own copies as a starting point, add any additional information, and submit their request.
Cause
Additional Information	Request Event Guide

If this answers your query, then please mark solution as accepted.

[samasuraj]

Hi @LauV 

Topic: Events - information event manager instead of participant

Please check the below. Hope this helps.

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This appears to be an SAP Concur Request / Events participant data-mapping issue.

Expected behavior: Travel reservations should use the actual participant's personal information, not the Event Manager's. However, whether the Event Manager initially owns the Travel Request depends on the configured Events workflow.

Recommended resolution — step by step

1. Verify Event Configuration: Check the event setup and how participants are assigned to Travel Requests.
2. Check Participant Profiles: Confirm each participant has the correct name, date of birth, and traveler profile information.
3. Verify Request Ownership: Determine whether the Travel Request is created for the participant or under the Event Manager's profile.
4. Review Delegate Permissions: Ensure the Event Manager is authorized to create requests on behalf of participants.
5. Check Field Mapping: Verify that traveler information is populated from the participant profile rather than the Event Manager profile.
6. Perform UAT: Create a test event with two participants and verify the traveler information in each generated request.
7. Escalate to SAP Concur Support: If the configuration is correct but the Event Manager's information continues to populate, raise a support case.

Root cause possibilities

• Incorrect participant-to-request association.
• Request created under the Event Manager rather than the traveler.
• Incorrect profile or integration mapping.
• Product limitation or defect in the activated Events functionality.

One question: Are you using SAP Concur Event Management integrated with Concur Request, or a third-party event-management solution? This determines the exact configuration and resolution steps.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[LauV]

Hi, 

Thanks a lot for your replies.

We are using Concur Event Management and Concur Request.

After further investigation, the issue on our side is caused by a custom development on another page which is interfering with the events and showing the information of the event manager rather than the participant.

So we'll need to work another custom development to adapt the event functionality without impacting the already existing customization.

Thanks and regards

Laura