Please follow the steps below to create a new trip:  

1. Log into the platform with a user that has an Admin or a Pro profile, or as a user with Travel Manager permissions, click the + blue sign and then the New trip link.

2a. In the Trip details, select Round trip or Multi City trip, enter the From and To destinations (i.e., city name, airpot name etc.), the Departure and Return dates and time off if relevant. 

2b. In the Traveler details , select the traveler name. If the profile icon includes a green check mark you can proceed to the next step. If you wish to update the traveler's profile click Edit. 

2c. Click Continue. 

3a. In the next section review the details and click the pencil should you need to edit the details. 

3b. Select Flights and Hotels. Note there are a few booking methods per your company settings. 

3b1. Direct (Book on your own): Travelers get a budget to purchase the trips on their own . 

3b2. Agent Assisted (Contact travel agent): Travelers work with agents that provide travel options. 

3b3. Online Booking (Search): Travelers select trip options themselves.  

4. If 'Require Travel note' is enabled for your company enter a reference (optional), a reason (optional) and Additional comments.

5. Travel policy

The various expense policies will be listed and you can enable/disable (i.e., moving the toggle switch left or right) one or more budgets. It is highly recommended to add the travel expense policies before populating the policy section.   

If expense policies were not created, you can add budgets by clicking on the 'Add budget +' link. The added budgets are 'ad-hoc'. In other words, they are NOT saved on the platform and are not as flexible as the policy budgets (e.g., define the budget type). 

Notes:

• The Traveler budget is separated from the Travel Agent.
• You can drag a budget from the Traveler budget to the Travel Agent area and vice versa.
• You can edit an existing budget by clicking on the pencil icon. 

Use case: Transportation where you can provide a larger budget for the first and the last day of the trip as the airport transportation might be bit more expensive when compared to the budget allocated to the daily shared rides.

6. Travel Cards

The last section provides a bird's eye view of the budgets that are going to be created for the trip. The assigned budget will include a total amount and a buffer calculated automatically. There is a default card assignment but you can change it. To change the card assignment click the pencil. For each card you can assign a single trip, a traveler card or not assign any card. 

7. Expense Tags, Vendor Bill Tags and Additional Information

You might need to provide additional information if custom fields were created on the platform. The data needs to be populated in the relevant areas according to the guidelines/directions set forth by the finance department. The mentioned fields will 'roll' onto the card/budget and its future transactions to streamline coding and reconciliation activities.   

8. Click Submit, enter a five-digit code, sent via SMS, to verify the financial activity which will send the request to the relevant approval flow.

9. To trace the trip's status navigate to Travel >> Pending approval and check the approval flow (i). 

10. From the Trips tab you can click the 3-dots to Cancel, Edit or Duplicate (i.e., used as a template for future trips) a trip. 

If you click on a trip and navigate to the upper right corner you can take the same actions. 

Note:Travelers need to be verified user (i.e., users who logged in from an invited email) otherwise the trip can not be created.