Travel / Travel Management
Approval Workflows for Out-of-Policy Bookings
Last updated September 1, 2026
At a glance
Engine Approvals routes out-of-policy lodging requests to department managers or selected admins by email or text. An approver can approve and book in one step, or decline with a reason.
How it works
An admin enables Allowed with Approval on a travel policy, chooses approvers, and sets the notification method. When a traveler selects an out-of-policy option, they submit a request from the booking flow. The approver gets an email or text and can approve and book, completing the reservation, or decline with a reason. The traveler sees the outcome by email and on the trips page.
Who it is for and how to use it
It is for companies that permit justified lodging exceptions but want a decision before booking. Route requests to department managers or to selected admins across a policy. Define clear thresholds, assign approvers who can respond quickly, and tell travelers what to include in a request.
Engine Approvals vs. Allowed with Reason
| Dimension | Allowed with Reason | Engine Approvals |
|---|---|---|
| Decision | Traveler proceeds after selecting a reason | Approver must approve and book or decline |
| Notification | Admin receives an email notice | Approver receives email or text |
| Outcome | Booking can continue immediately | Traveler is notified after the decision |
FAQ
Who can approve a request?
A department manager or selected admin, depending on the policy configuration.
How are approvers notified?
Approvers can be notified by email or text.
What happens after approval?
The approver can approve and book, which completes the reservation.
Are multi-tier approval chains supported?
Requests route to a single approver per policy today; talk to the Engine team about multi-step approval needs.
Do destination rules trigger approvals?
Approvals trigger on policy rules such as rate caps rather than destinations.