User Guide

This guide explains how travelers use booking requests in Rahal. Whether you're submitting a new request, checking its status, or cancelling one you no longer need, this section has you covered.

Overview

As a traveler, you'll interact with booking requests in these ways:

Quick Navigation

When Do I Need to Submit a Request?

You'll submit a booking request instead of booking directly when:

1. Your Booking Violates Company Policy

If you select a flight or hotel that doesn't comply with your company's travel policy, and the policy requires approval for such cases, you'll be prompted to submit a request.

Examples:

• Booking Business Class when only Economy is allowed
• Selecting a 5-star hotel when maximum is 3 stars
• Exceeding the per-booking budget limit

2. You've Exceeded Your Budget

If your booking would use more than your available travel budget and your company requires approval for over-budget requests, you'll need to submit a request.

3. Your Company Requires All Approvals

Some companies use "Request Only" booking mode, meaning all travel—even fully compliant bookings—must go through the approval process.

The Request Flow

Here's what happens during the booking process:

You search for flights/hotels
        ↓
You select your options and travelers
        ↓
Review page shows Policy Status
        ↓
┌─────────────────────────────────────┐
│ System evaluates against your policy │
└─────────────────────────────────────┘
        ↓
┌───────────────┬────────────────────┬──────────────┐
│  IN-POLICY    │  REQUIRES APPROVAL │   BLOCKED    │
│ "Confirm      │  "Submit Request"  │  (Disabled)  │
│  Booking"     │                    │              │
└───────────────┴────────────────────┴──────────────┘
        ↓                 ↓
  Direct booking    Request created
        ↓                 ↓
  Confirmation      Admin reviews
                          ↓
                  Approved or Rejected

Understanding Request Status

Your requests will be in one of three states:

Where to Find Your Requests

1. Go to My Bookings from the main navigation
2. Click the Requests tab
3. Your requests are listed with the most recent first

You can also use filters to find specific requests by status.

Request Details

Each request shows:

Tips for Successful Requests

Be Clear About Your Needs

When submitting a request, add notes explaining:

• The business purpose of the trip
• Why you selected specific options
• Any time constraints or preferences

Check Your Details

Before submitting, verify:

• Travel dates are correct
• All travelers are included
• Passport information is up to date

Follow Up Promptly

If your request stays pending for a long time:

• Check if additional information is needed
• Contact your travel administrator
• Be available for questions

Cancel If Plans Change

If you no longer need the travel:

• Cancel the request promptly
• This frees up your budget
• Reduces admin workload

Getting Help

If you have questions about booking requests:

1. Check your policy — Your company's travel policy explains approval requirements
2. Contact your travel admin — They can explain specific decisions
3. Review this documentation — Most common questions are answered here