Travel Policies

Travel Policies define the rules that govern how your organization books travel. Policies can restrict cabin classes, set hotel budget caps, require advance booking, and more.

Policy Concepts

Policy Sets

A policy set is a collection of rules that work together. Each organization can have multiple policy sets for different groups of travelers.

Policy Status

Policy Versions

Every time you publish a policy, a new version is created. This allows you to:

• Track changes over time
• Roll back to previous versions if needed
• See who made changes and when

Creating a Policy

1. Navigate to Travel Policies
2. Enter a policy name (e.g., "Standard Travel Policy")
3. Click Create Policy
4. Choose a starting point:
   • Start from Template — Pre-configured rules for common scenarios
   • Start from Scratch — Empty policy to build yourself

Using Templates

Templates provide a quick start with sensible defaults. Start with a template and customize it to match your organization's needs:

Policy Rules

Rules are the building blocks of your policy. Each rule targets specific booking behavior.

Available Rule Types

Cabin Class Rules

Control which cabin classes travelers can book:

Hotel Budget Rules

Set nightly rate limits:

Advance Booking Rules

Encourage early booking for better rates:

Dynamic Flight Cap Rules

Set maximum prices based on route or duration:

Preferred Airlines

Encourage use of preferred carriers:

Enforcement Levels

Each rule can have different enforcement:

Adding Rules

1. Go to the Rules tab
2. Click Add Rule
3. Select the rule type
4. Configure the settings
5. Set the enforcement level
6. Click Save

Rules are evaluated in priority order. Higher priority rules are evaluated first.

Testing Policies

Before publishing, test your policy with the Policy Simulator:

1. Go to the Test Policy tab
2. Enter sample booking details:
   • Flight class and price
   • Hotel rate
   • Booking advance days
3. Click Simulate
4. See which rules would trigger

This helps you verify your policy works as expected before affecting real bookings.

Assigning Policies to Groups

Policies only affect travelers who are in an assigned group:

1. Select your policy from the dropdown
2. Click Assign Groups
3. Select the groups this policy should apply to
4. Changes save automatically

Publishing Changes

Changes to rules are not applied until you publish:

1. Make your rule changes
2. Click Publish Changes
3. Add a change note describing what changed
4. Click Publish

Published changes take effect immediately for all new bookings.

Version History

View all published versions in the Version History tab:

• Version Number — Sequential version identifier
• Change Note — Description of what changed
• Published By — Who made the change
• Published At — When it was published

Rolling Back

To revert to a previous version:

1. Go to Version History
2. Find the version you want to restore
3. Click Rollback
4. Confirm the rollback

This replaces current rules with the rules from that version. You'll still need to publish to apply the rollback.

Managing Multiple Policies

Organizations with different traveler populations can create multiple policies:

Example Setup

Switching Policies

Use the policy selector at the top of the page to switch between policies when editing.

Best Practices

Start Simple

• Begin with a single policy for most employees
• Add specialized policies only when needed
• Avoid over-complicating rules

Use Require Approval

For most rules, "Require Approval" is better than "Block":

• Allows exceptions when genuinely needed
• Creates a record of why exceptions were made
• Reduces traveler frustration

Regular Review

• Review policy effectiveness quarterly
• Check if rules are too strict (many approvals) or too loose
• Update budgets for inflation annually

Change Notes

Write clear change notes when publishing:

• ✅ "Increased hotel budget from $150 to $175 for inflation"
• ✅ "Added Business Class for flights over 8 hours"
• ❌ "Updated policy"
• ❌ "Changes"