Help CenterFor AdminsAdmin ConfigurationApprovals

Approvals

Last updated Jun 20, 2025

As an Admin, you have full control over the travel approval settings for your company. This article explains how to configure approval requirements, manage approvers, and set up auto-decision rules to ensure a smooth booking process.

Overview

You can require travelers to send their travel for approval. This allows your organization to maintain compliance with company policies and manage costs effectively.

Approvals are set by vertical:

✈️ Flights
🏨 Hotels
🚗 Rental cars

There are 3 approval settings for when approval is required:

All bookings (all travel must be approved).
Only if the booking is out of policy for the vertical (only travel that exceeds the company budget requires approval).
Send Notification

When approval is enabled you set Auto-Decision rules.

Approval flow

If you have set that approval is required, the traveler’s booking request will be sent to their assigned approver once the flight/hotel/rental car is booked.

The approver receives the notification immediately and has the chance to approve or decline the request within the void window. It will not cost anything if booking is declined by the approver within the void window (typically 24h).
If no action is taken, the system will follow the auto-decision rule you have set.

Configuring the auto-decision rule

You can define what happens if the approver does not take action within the void window:

Keep booking: The booking is automatically confirmed. [Default setting]
Cancel booking: The booking is automatically canceled.

This setting ensures that bookings do not remain in pending status indefinitely.

Managing approvers

You can designate who in your company has approver permissions.

Approval by Manager or Executive

You can assign the traveler’s manager or executive to have approval permissions.
Make sure to have each traveler mapped with their manager or executive in the user management settings. Managers and Executives can be mapped to the Travelers profile via CSV user upload, SSO (Single Sign-On) Integration and lastly, by manually editing.

Approval by Custom Approver

If you want to extend approval permissions beyond the traveler’s Manager or an Executive, you can set up custom approvers and allow travelers to seek approval from them.
For example, when managers or executives are unavailable to approve, or not mapped to the traveler yet, you can give approval permission to a traveler to approve or decline.

Approval by Admins

Admin users are always granted with approver permissions by default. Travelers can always select an Admin to send for approval, if there are no Manager/Executive approvers or Custom Approvers set.

By customizing your travel approval flow, you can enforce company policies while ensuring a seamless experience for travelers. If you need further assistance, please contact support.