Bookings that need approval are always reviewed by the default approvers (group managers) of the user group (more about groups here). Rule based approvals allow you to override the default approvers and set up custom approval rules based on specific booking criteria such as price, distance, cabin class etc.
Getting started (setting up approval rules)
Before getting started make sure that rule based approvals and/or multi-approvers is enabled on the approval settings page. Once enabled,
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Go to the groups page -> approvals and click "add"
- Select the criteria that define when a certain booking needs a different approvers or multiple approvers.
- Select the right approvers for the booking. Note that bookings are always on a first-approval-basis. So if you select multiple approvers, the first approver will always process the booking.
- Save the approval rule.
That's all! The new approval rule is now active for anyone inside that user group. So once set up, all travellers that belong to the group will follow the newly created approval rules.
The different approval rules explained
When creating a new approval rule, you will have to select 1) the booking type, 2) the booking criteria, and 3) the new approval rule
Booking types & default hierarchies
Approval rules can be setup for flights, hotels, trains, other (concierge) or any booking (all). As a rule, a specific booking type is always checked first before a generic booking type. So if you set rules for flights, these rules will take priority over rules for "any booking".
Example - a flight rule is set at > SGD 500, and a "any booking" rule is set at SGD 50:
- A flight booking priced at SGD 1000 will still be approved by "Sani Admin" (the first), because flights always. take priority over a generic rule.
- However if you would book a hotel priced at 800 SGD, the "Any" booking rule would apply.
If you have multiple rules under one category, you can also rearrange the rule hierarchy underneath by dragging them up or down.
The booking criteria
When creating an approval rule you can select 5 different criteria to choose from to change the approver.
- Price: select the minimum price which triggers the approval rule. Particularly useful if you want, for example, all bookings about $1000 to be approved by someone else..
- Invoice profile: Depending on the invoice profile you could change the approver. Handy if you want people from a different business entity/country to require approval from a different person.
- Travel distance: We categorise travel distance based on a combined "local region", which is based on a users invoice profile. For example, if someone has an invoice profile in Germany their local region is "Europe". You can learn more about the differences between domestic, regional, and intercontinental here.
- Cabin class (flights only): Change the approver based on the cabin class selected. Useful if you want all Business & First class bookings to be approved by someone else.
- Booking window: Change the approver for all booking that are booked within a certain amount of days or less. Great if you need last-minute bookings to be reviewed by other people.
Multi approvals (double approval flows)
Although we don't recommend it. You can always decide to setup double approvals for bookings as well. Learn more about double approvals in this help article: https://support.trutrip.co/hc/en-sg/articles/45319492545305-How-to-set-up-multiple-double-approvals-for-a-booking
Common scenarios and examples:
1. Require higher management approval for expensive bookings (e.g., over $5000)
Scenario:
You want any flight, hotel, or any travel booking that costs more than $5000 to require approval from a senior manager instead of the default approver.
How to set it up:
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Go to the group’s Approvals page and click “Add Rule”.
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Set the Booking Type to Any (or you can set it individually for Flights, Hotels, etc.).
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Under Booking Criteria, choose Price.
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Set the price threshold to 5000 (in your preferred currency).
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Under Approvers, select the senior manager who should review these expensive bookings.
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Save the rule.
Now, any booking above $5000 will be routed to the senior manager for approval.
2. Route all international travel to a different approver
Scenario:
You want all international (i.e., intercontinental) travel to be approved by a different person, instead of the default group manager.
How to set it up:
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Go to the group’s Approvals page and click “Add Rule”.
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Set the Booking Type to Flights (or Any if it applies to all travel).
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Under Booking Criteria, choose Travel Distance.
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Select Intercontinental travel.
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Under Approvers, assign the approver responsible for international travel.
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Save the rule.
Now, whenever a traveller books an intercontinental trip, the booking will be sent to the designated international approver.
3. Assign a different approver for travel from a specific business entity (e.g., Japan office)
Scenario:
You want all bookings made under your Japanese business entity to be approved by a specific local manager.
How to set it up:
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Go to the group’s Approvals page and click “Add Rule”.
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Set the Booking Type to Any.
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Under Booking Criteria, choose Invoice Profile.
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Select the Japanese invoice profile (i.e., the Japan business entity).
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Under Approvers, assign the relevant Japanese manager.
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Save
4. Require approval for Business and First Class flights only
Scenario:
You want economy class bookings to be approved normally, but Business or First Class bookings should be reviewed by a senior manager.
How to set it up:
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Go to the group’s Approvals page and click “Add Rule”.
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Set the Booking Type to Flights.
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Under Booking Criteria, choose Cabin Class.
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Select Business and First Class.
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Under Approvers, assign the senior manager responsible for premium travel.
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Save the rule.
Now, only Business and First Class flight bookings will be routed for special approval, while Economy tickets will follow the default flow.
5. Require extra approval for last-minute bookings
Scenario:
You want any travel booked less than 3 days before departure to be reviewed by a different approver.
How to set it up:
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Go to the group’s Approvals page and click “Add Rule”.
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Set the Booking Type to Any (or a specific type if you prefer).
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Under Booking Criteria, choose Booking Window.
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Set the window to 3 days or less.
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Under Approvers, select the manager who should approve urgent bookings.
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Save the rule.
Now, any last-minute travel bookings made within 3 days of departure will trigger an additional approval step.