Hotel Booking
Search and book hotels with multi-room support and policy compliance
Hotel Booking
Search for hotels, select rooms, and complete bookings while respecting company travel policies and budgets.
Booking Flow
- Search - Enter destination, check-in/check-out dates, and room requirements
- Select Hotel - Browse results, filter by star rating, board basis, and price
- Select Rooms - Choose room types for each room in your search
- Assign Travelers - Assign travelers to each room and select a lead traveler
- Review - See policy evaluation and total price
- Confirm or Request - Complete booking directly or submit for approval
Multi-Room Booking
Hotel bookings support multiple rooms in a single transaction:
- Add up to 5 rooms per booking
- Specify adults and children per room (with ages for children)
- Select different room types for each room
- Assign specific travelers to each room
Each room is configured independently during search, giving flexibility for group travel.
Room Selection
When selecting rooms, you'll see available options that can accommodate your specified guests. The system shows:
| Information | Description |
|---|---|
| Room type | Name and description of the room |
| Board basis | Meal plan (Room Only, Breakfast, Half Board, etc.) |
| Price | Total price for the stay |
| Refund policy | Whether the booking is refundable |
Select one room option for each room in your search to continue.
Lead Traveler
Every hotel booking requires a lead traveler who:
- Must be an adult (12 years or older)
- Serves as the primary contact for the hotel
- Receives booking confirmations and communications
You select the lead traveler during the traveler assignment step.
Policy Integration
Hotel bookings are evaluated against your company's travel policy. The system checks:
- Price per night - Is the nightly rate within policy limits?
- Star rating - Is the hotel's star rating permitted?
- Advance booking - Was the booking made far enough in advance?
Based on evaluation, you'll see one of these outcomes:
| Status | What Happens |
|---|---|
| Within Policy | Book directly |
| Out of Policy (Warning) | See violations, can still book |
| Requires Approval | Creates a booking request for review |
| Blocked | Must choose a different hotel |
Click on the policy status during review to see exactly which rule matched and why.
Booking on Behalf of Others
If you have delegation access, you can book for other users:
- Select the user in the "Booking for" dropdown before searching
- Their travelers become available during traveler assignment
- The booking is associated with the delegating user
When Bookings Become Requests
Your booking becomes a request (instead of instant confirmation) when:
- Your company uses Request Only booking mode
- The hotel violates a policy rule with Require Approval action
- Budget enforcement requires approval for over-budget bookings
Requests are tracked in Booking Requests and you'll be notified when approved.