How it works
An admin enables Allowed with Approval within the lodging, flight, or car rules of a travel policy, chooses approvers, and sets the notification method. When a traveler selects an out-of-policy option, they provide a reason and submit a request from the booking flow. The approver receives an email or text, reviews the current price and booking details, then approves and books or declines with a reason. Fares and rates are not held while a request is pending, so the price shown at approval is the price booked. The traveler is notified of the decision by email. If approved, the booking appears on their Trips page; declined and expired requests are removed from Trips.
Who it is for and how to use it
It is for companies that permit justified travel exceptions but want a decision before booking. Approval rules can cover lodging, flights, and rental cars. Requests can go to all admins by default or selected admins, and optionally to department managers. Define clear thresholds, configure the appropriate approvers and notification method, and assign the travel policy to the relevant members or departments.
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 notifications can be enabled | Approver receives email or text |
| Outcome | Booking can continue immediately | Traveler is notified after the decision |
FAQ
Who can approve a request?
All company admins are approvers by default. Admins can instead select specific admins and optionally include department managers.
How are approvers notified?
Approvers can be notified by email or text.
What happens after approval?
Approve and Book completes the reservation for the traveler at the current refreshed price.
How long does an approval request remain open?
Requests expire after 24 hours. For same-day reservations, they expire at the end of the reservation day.
Which travel types support approvals?
Allowed with Approval can be configured within lodging, flight, and rental-car rules in Travel Policies.
Further reading
Try Engine Approvals.
Free to use. No contracts.