Make sure to read this help article before setting up multi approval flows.
Approval flows are typically singular, meaning only one person needs to approve a booking before it's processed (learn more).
Some organisations may require multiple approvals. At TruTrip, we allow for two layers of approval, which can be configured with approval rules in groups.
We generally do not recommend double approvals for several reasons:
- They complicate the booking process, increasing administration and tracking costs.
- Extra approvals cause delays, which can lead to higher travel costs due to fluctuating prices.
- Often, multi-approvals are unnecessary and stem from outdated policies.
(Thinking of restructuring your travel and approval policy? Contact your account manager for best practices!)
Key points on double approvals:
- Double bookings are sequential. The first approver receives the request first, followed by the second approver after approval.
- If either approver rejects the booking, it is fully cancelled.
- The second approver can override the first and approve earlier if allowed in company settings (more info here).
- When double approvals apply, the approval statuses will change to "pending first approval", "pending final approval" (instead of only "pending final approval")
Setting up double approvals
- Set up rule-based approvals, enable the "multi approval" toggle to choose if a booking needs 1 or 2 approvers.
- Select the managers as first or second approvers and save the rule. Now, all team members in that group require double approval. For instance, bookings over SGD750 need Sani's approval first, followed by Hugh's.
Requesting and reviewing bookings that require double approval
The double approval flow is triggered based on the approval rule that is set up. When a double approval applies it will be visible in a few places throughout the app:
- Booker - When making a booking: the check out page will show who the first and second approvers for the booking will be. Depending on the user permissions, these can still be re-assigned as well (more here).
- Managers - When approving a booking: on the approval page we will display the different (multiple) approvers that are required for this booking.
F.A.Q
1. What happens when the price increases during the first or second approval?
TruTrip always shows the most up-to-date pricing at each stage of the approval process, whether it's the first or final approval. Because prices can fluctuate quickly, we recommend approving or rejecting bookings as soon as possible to minimize the risk of price increases.
2. Can a super-admin still override (immediately approve) the booking?
Yes, super admins can always fully approve any booking at any time. Meaning that, even if they are not one of the assigned approvers, they can decide to jump in and override the booking approval themselves.
3. Can I make sure that both approvers get the approval notifications?
Yes. All assigned approvers will receive timely notifications, ensuring they can take action as soon as the request is ready for their review.
4. Can I still use Fast Approval during first or second approval?
Yes. Fast Approval can be used during either the first or second stage of the approval process to help streamline decision-making.