How do approvals work in Quest?
In Quest, any travel selection that falls outside of your company’s travel policy will be flagged for approval. This process ensures that all out-of-policy bookings are reviewed by a designated company administrator before they are finalized, adding a layer of oversight to corporate travel management.
Approvals Happen Within Quest
Approvals are managed within your company’s Quest workspace. If you’re an admin, you’ll find the Approvals page in the left-hand menu. This page is only visible to Admins, ensuring that the approval process is handled securely and efficiently.
How Approvals Work
When a traveler makes a selection that requires approval, the system automatically flags the booking.
The Quest admin has two options:
- Approve: If the admin approves the reservation, it will be ticketed and confirmed.
- Reject: If the admin rejects the reservation, it will be canceled. The traveler will be notified of the rejection via email and instructed to select a new flight. The admins will be able to provide a note to the traveler, layering on context (and possibly instructions) for the rejection.
This process ensures that all travel bookings align with company policies, while still allowing flexibility for unique travel needs.
Email and Approvals
When a traveler makes a reservation that needs to be reviewed, the company admin receives an email. Below is an example of an email the admin will recieve, prompting them to go into Quest to review the reservation:
Every step of the way, all parties are notified via email.
Approval Notifications
For event-specific approvals, admins can assign which admin(s) will receive approval notifications for a particular event.
How to set up approval notifications:
- Navigate to the Events tab from the main menu in Quest.
- Click on the three dots in the top right corner of the event you want to edit and select Event Details.
- Under Details, click on the Modify link in the top right corner.
- Scroll down to Approval Notifications and you'll be able to select which admin(s) should receive traveler approval request notifications.
- Click Save at the bottom right corner of the page.
By default, all admins receive approval notifications for each event. However, you have the option to assign specific admins to receive notifications for individual events.
Suggested messages when rejecting an itinerary
When rejecting a reservation from the Approvals page, Quest gives you the ability to pass a note back to the traveler via email. The rejection email will cancel the original request and require them to select a different option.
Here are some examples of messages that travelers find helpful:
- Over Budget: The flight selected was over budget. The max budget for this trip is $650 in economy. Should you want to select something over budget, please re-shop the flight, and select the "I want to pay for the upgrades" option at checkout.
- Time: This flight does not arrive in time. Please log back into Quest and select a flight that lands prior to 4:00pm on Tuesday, March 18.
- Class of Service: The flight you selected is in first class. We are only authorizing economy for this trip. Should you want to purchase the first class seat, please re-shop the flight and select the "I want to pay for the upgrades" option at checkout.