How can I change the approver when making a booking?

Admins and managers can change the approver when making a booking. Before you read further, please make sure you've read this article first.

How it works

Only admins and managers are allowed to change approvers whenever they make a booking request. Whenever they make a booking, which requires approval they will see a booking screen that looks like this:

1. On this screen click "change approver" and select the approvers that you want to add or remove -> save.
2. They can review who the final approvers and viewers are on the confirmation page
3. Submit for approval.

 All done! The booking is now sent for approval to the new approvers.

Adding an approver

When making a booking, managers and admins can add an approver to the booking. This is particularly handy if you want someone else out of your regular workflow to review the booking.

• Any manager or admin can be selected as an additional approver. It doesn't matter if they're not in the same group or don't the same policies.
• The person making the booking can even set themselves as the approver (in case they want to review it later for example).

Removing an approver

In some cases, it might be handy to remove a few approvers from the list. Especially if you have a lot of different travellers in the booking, it might be a bit much to send approval requests to all of them (more about that here).

Keep in mind that, when you remove a default approver, they will automatically added as a "viewer". This basically means that they will always receive a notification when the booking is being made.

Example scenario:

• Sabrina is a manager of the "Singapore" group
• Sabrina has a direct manager: James
• Martin is a traveller in the "Hong Kong" group -> James is also the manager of that group

Sabrina makes a flight booking for herself and Martin. So at the confirmation page she will see that the booking request goes to James.

However, Sabrina wants the booking request to go to Kim instead (the manager in Hong Kong) so she:

1. Add's Kim as the manager
2. Removes James as the manager -> he will turn into a viewer

When Sabrina proceeds with the booking:

• Kim will receive a booking request message and she can approve/reject the booking
• James will receive a "notification" message saying "your booking Sabrina made a booking request for Martin".

You can read more about how to use viewers on this page.

Enabling approvals when it's not required

Whenever a manager or admin does not require any approval and the make a booking, the confirmation page will look like this:

From here, you can decide to enable approvals and send this for request, instead of making an immediate booking. This is particularly handy if you need a senior person to double check your booking.

When you click "enable approval" any default approvals will be displayed (if available). Of course you can add/remove any of them as you prefer.

So who can do what?

When it comes to the approval flow, people with the "traveller" role are only allowed to make a booking and view the approvers. Admins & managers however can change the approvers too.

We get that every company has its own way of doing things. If you want to customize this, just let our support team know at support@trutrip.co, and we'll set it up the way you need.