What are Travels? 


The Travels module allows Admins to set up a process for employees to submit travel requests, such as for accommodations and transportation. These requests will then be approved or rejected by a Manager/Approver, and once approved, admins are able to process the approved request by making the needed travel arrangements. This module is also used for admins to record any costs the company has expended for travel purposes.


How to Set Up Travel Module 


There are 6 Settings that must be completed in order for Employees to be able to make Travel Requests.



1. Mode of Transport 

Admins are able to set up what modes of transport employees can select when making their travel requests.

To Create a New Mode of Transport:


1. On your admin dashboard, head to the left panel.


2. Select Travels, and select Settings


3. Select Mode of Transport and Create New Mode of Transport


4. Fill in the Basic Information

  • Name - Name of Type of Transportation, (ie: Flight, Bus, Train etc)
  • Description - Admins can input a description for reference (this information is only for Admin reference, and cannot be seen by employees)
  • Requires Action from Travel Desk - Tick this box if this mode of transport requires processing by admin. For mode of Transport which Does Not require Action from Travel Desk, Approved Requests will go straight to the Processed stage upon approval. Read :

5. Set Up the Eligibility for this mode of Transport. 

  • Select Yes if all employees should be able to view and select this mode of transport when submitting a Travel Request. 
  • Select No to choose specific criteria of employees (ie: Job Band, Organisation, Location, years of service etc) to be able to view and select this mode of transport when submitting a Travel Request

6. Click on Confirm to create this mode of transport.


2. Travel Region

Admins are able to set up what Travel Regions employees can select when making their travel requests.


To Create New Region:

1. On your admin dashboard, head to the left panel.


2. Select Travels, and select Settings


3. Select Travel Region and Create New Region


4. Fill in the Basic Information

  • Name - Name of Type of Transportation, (ie: Flight, Bus, Train etc)
  • Description - Admins can input a description for reference (this information is only for Admin reference, and cannot be seen by employees)

5. Set Up the Eligibility for this mode of Transport. 

  • Select Yes if all employees should be able to view and select this Travel Region when submitting a Travel Request. 
  • Select No to choose specific criteria of employees (ie: Job Band, Organisation, Location, years of service etc) to be able to view and select this Travel Region when submitting a Travel Request

6. Click on Confirm to create this Travel Region.


3. Travel Purpose

Admins are able to set up whatTravel Purpose employees can select when making their travel requests.


To Create New Travel Purpose:

1. On your admin dashboard, head to the left panel.


2. Select Travels, and select Settings


3. Select Travel Purpose and Create New Travel Purpose


4. Fill in the Basic Information

  • Name - Purpose of Travel (ie: Business Meeting, Conference, etc)
  • Description - Admins can input a description for reference (this information is only for Admin reference, and cannot be seen by employees)

5. Set Up the Eligibility for this Travel Purpose

  • Select Yes if all employees should be able to view and select this Travel Purpose when submitting a Travel Request. 
  • Select No to choose specific criteria of employees (ie: Job Band, Organisation, Location, years of service etc) to be able to view and select this Travel Purpose when submitting a Travel Request

6. Click on Confirm to create this Travel Purpose.



4. Travel Desk 

Admins are able to set up notifications for the Travel Desk PIC, or persons in charge of making the travel arrangements for approved Travel Requests. Admins can also add a list of Go-To Hotels for easy reference on which Hotels Admins can book for employee travels.


To Set Up Travel Desk Information 

1. On your admin dashboard, head to the left panel.

2. Select Travels, and select Settings


3. Select Travel Desk 


4. Fill in Travel Desk Email.  When a Travel Request has been approved, the recipient will receive an email notification, prompting them to begin processing this request (ie: booking accommodation, transportation, and adding Travel costs to the request for company records.)


5. Select Add Hotel to add to the Hotel Lists. Admins can now refer to this list available/accessible hotels when making accommodation arrangements


6. Select Update Travel Desk to save updates.



5. Travel Cost

Admins can add Cost Types to be selected when adding travel costs when processing Travel Requests. Read 'process travel requests'


To Create New Cost Type


1. On your admin dashboard, head to the left panel.

2. Select Travels, and select Settings


3. Select Travel Cost and Create New Cost 

4. Fill in the Basic Information

  • Name - Purpose of Travel (ie: Business Meeting, Conference, etc)
  • Description - Admins can input a description for reference (this information is only for Admin reference, and cannot be seen by employees)

5. Select Confirm to Create this Cost Type


6. Approval Routings

Setting up a default approval routing will allow employees' Travel requests to be automatically routed to the managers or approvers-in-charge for approval. Approval Routings must be selected from the Existing General Approval routings that you have already created in the People Module.


Read How to Create General Approval Routings here.


Admins must apply one Default approval routings All Employees, and then create default approval routings for Specific Employees or Organisations orJob Bands if needed


Approval routings can be customised based on what mode of transport, travel region, and travel purpose is being requested, as well as if a request requires accommodation arrangements or not. 


To Create Travels Approval Routings


1. On your admin dashboard, head to the left panel.

2. Select Travels, and select Settings


3. Select Approval Routing and Create New Approval Routing

4. Select a Group for this Approval Routing to Apply to. You may select specific employees, organisations or job bands, or All Employees.


5. Select Mode of Transport (specific options or All) for this approval routing to apply to.


6. Select Region (specific options or All) for this approval routing to apply to 


7. Select Purpose  (specific option or All) for this approval routing to apply to 


8. Select Select Accommodation (All, With Only, or Without Only) for this approval routing to apply to. 

9.Select the Approval routing from the Drop Down. You may add additional Approval routings to apply to larger num

Admins must apply one Default approval routings All Employees, and then create default approval routings for Specific Employees or Organisations orJob Bands if needed.


10. Select Confirm to Create this Approval Routing.