This page displays the url which you entered while registering. You can then upload a logo to the site. Just click on 'Browse', select the logo from your computer and click on 'Upload logo'.
If you wish to make someone else as the Account Owner, simply select another user from the dropdown and click on 'Make this person the account owner'. The system will send an email to that user with a link. The user has to just click on the link and login with his username and password. Your role will be changed to 'can see bookings' with which you can view all trips.
This page can be viewed only by the Approver and Booker. The Approver will see the list of trips pending for his approval and the booker will see the list of trips pending for his booking. The expiry time in hours is also displayed against each trip. The trips are displayed in ascending order of the expiry time. The expiry time for the default approver is 24 hours from the time the trip was sent for approval. The expiry time for the alternate approver and booker are 48 hours from the time the trip was sent for approval.
Tour code is a unique number used by the airline to track the bookings made by each entity (individual/ corporate). Based on the tour code, the airline provides specific discounts/ offers to the entity.
So, if you have tour codes with airlines, you can enter the tour code number and assign it to a specific airline in the system. Whenever you make a booking with a particular airline in the system, the tour code, that you have specified for that airline will be passed on to the airline, and you will get the discounts/ offers that the airline provides you.
You can setup your company's travel booking policies, so that you can have better control on your travel expenses and monitor the bookings done. You can setup the maximum air fare at which your employees can travel as a percentage of the lowest fare available or a fixed amount. You can even setup the preferred airline, class of travel, type of fare (refundable or non-refundable) and also the preferred booking date (number of days before the departure date).
Once, the travel booking policy is setup for your company, when users do a flight search, flights which are out of policy will be marked separately in the search results page. The users can still book the out of policy flight, but they will have to provide a reason in step 1 of the booking process for selecting an out of policy flight.
You can create the departments in your company in this page by clicking on 'Add a department'. Just enter the name of the department and select the people from the dropdown list and they will be automatically assigned to that department. Then, click on 'Save department'. Once people are assigned to departments, you can view department wise travel expenses from the Reports section.
'Tags' is a powerful feature where you can associate every booking with a specific item such as cost centre, project name, project code, reason for travel or any internal system number. The tags will also be displayed in the report against each trip and you can view cost centre wise travel expense or project wise travel expense. It is very simple to create tags, just click on 'Add a new tag'. You can now enter the tag description such as 'cost centre' and tag name such as 'ABCD012' and click 'Submit'. The already created tags will be displayed in this page, which you can later on delete if you want to.
When you click on any tag in this page, you will be able to see the list of trips associated with that particular tag. So, if you want to see the list of trips associated with a particular project, just create the project as a tag and associate trips with it while booking the trips. Now, when you are booking a flight, in step 2 of the booking process, where you enter traveller details; the tags you have created in the company settings page will be displayed in a dropdown. You just have to select a tag and continue with the booking, and the trip will automatically be associated with that tag and also captured in the 'Booking detail report', which you can access from the 'Reports' page.
You can also create a tag during the booking process and associate it with the booking. So, you no longer have to setup tags in the company settings page beforehand, if you don't want to.
What is Deposit Account Split?
This is where you can setup limits for each user to book using deposit account. The default values for all the users would be ‘No limit set for the user’. Simply click ‘Change Limit’ and enter the amount up to which you want the user to make bookings using deposit account. The Balance column will be the same as the limit amount initially, and as and when the user makes bookings, the value in the Balance column reduces till it becomes zero. You will have to again set the limit for that user, if you want him to make bookings again. This feature can be used for you to keep a control over the bookings done by each user so that you will have a control over the total travel expense of the company.
Account Owner - This user can view the company settings page with basic settings, deposit account, users, tour codes, booking policy, departments, tags and deposit account split. He can also view reports, edit other user’s profiles and cancel any user’s trip.
Can book, add users and view reports - A user with this role will be able to see the company settings page but he won’t be able to view/ edit basic settings, deposit account split, tour codes, tags and booking policy. He can also view reports, edit other user’s profiles and cancel any user’s trip. This is usually the travel manager.
The rest of the roles will not be able to view company settings page at all and also will not be able to access reports, edit other user’s profiles, cancel other user’s trips.
Can book with deposit account- This user will be able to book using deposit account.
Can book - This is the default role when a user is added to the system. This user will be able to book with debit card, credit card and net banking, but will not be able to use deposit account as a payment mode.
Can see bookings - This user has only view rights and can view the search results page, but will not be able to proceed further for a booking.