Step-by-Step Setup Guide
Last updated Oct 10, 2024
When first setting up your account in KAYAK for Business, we recommend you start with the configuration settings below. Once you have these setup, you’re ready to start booking travel!
1. Traveler Groups
In order to set up your company’s travel policies, you’ll need to set up your traveler groups first. The group settings will allow you to align individual travelers to departments or seniority levels which can then be used for your travel policies. For example, a VP or above may have different cabin class maximums when booking a flight compared to a standard employee.
To set up your traveler groups, go to:
Admin hub > User management > Groups.
Learn more about Groups.
2. Policies
Your travel policies are the rules and conditions that outline how your company’s employees should book travel. In KAYAK for Business, you can set unique policies for each travel type (i.e. flights, hotels, rental cars, trains, ground transfers). For example, for a flight, you can set a max cabin class within a certain budget and these conditions could differ by traveler group.
To set your policies, go to the policy page for each travel type. For example, for flights, go to:
Admin hub > Flight rules & policies > Flight policies.
Learn more about policies.
3. Approvals
If you would like your travelers to request approval before booking travel, you can set this up for each travel type in settings. You can also setup approvals for travel that is in policy vs out of policy.
In KAYAK for Business, if approval is required at the time of booking, your travelers will be asked to select an approver and will not be able to enter the checkout flow until approval is granted.
Note: We do not currently have automated approval workflows. If approval is required, travelers will have to select an approver at the time of booking. KAYAK is continuously looking for ways to improve and optimize our product and we hope to have more approval workflows soon.
To manage your approval rules for each travel type, go to:
Admin Hub > Approvals > Settings.
Learn more about Approvals.
4. Add users
To set up your travelers so they can start booking travel, you’ll need to first add them in Manage Users.
- If you’re a Biz+ customer, this can either be done by manually entering a users information or by uploading a .CSV file with one or more users
- If you are an Enterprise customer, you also have the option to work with your Account Manager to set up an automated sync out of your HR platform
To start creating your users, go to:
Admin hub > User management > Users.
You’re able to give users any of the following roles:
- Traveler
- Approver
- Sponsored Guest
- Traveler With Guest Permissions
- Travel Arranger
- Travel Manager
- Admin
- Guest
Learn more about Roles.
You’re able to add the following information to each user’s profile:
- Employee ID
- Job Title
- Job Family Group
- Department
- Manager Email
- Manager Employee ID
- Executive Email
- Executive Employee ID
- Employee Location
- Cost Center
- Employee Country
- Traveler Group
- Role
Learn more about Users.
Once you’ve completed these 4 steps, your travelers can start logging in and book travel. When logging in for the first time, your travelers will be prompted to provide any additional profile details required before they can book travel.>
If your company has a shared credit card that you’d like your travelers to use, you can set it up in Payment Methods.
Learn more about the additional features and settings available in KAYAK for Business.
Questions about your account?
Biz+ customers
Submit your questions using our contact form.
Enterprise customers
Contact your account manager directly via email.