Submitting Requests
How to submit a booking request when approval is required
Submitting Requests
When a booking requires approval, you'll submit a booking request instead of completing the booking directly. This guide explains the submission process.
When Requests Are Needed
During the booking flow, the system automatically evaluates your selection against your company's policy. On the review page, you'll see:
| Button | Meaning |
|---|---|
| Confirm Booking | Your selection is in-policy; booking proceeds directly |
| Submit Request | Your selection requires approval; a request is created |
| (Disabled) | Your selection is blocked by policy |
The Policy Status section on the review page shows:
- Whether your booking is in-policy or has violations
- The specific rule that was matched
- What action is required (allowed, requires approval, or blocked)
The Submission Flow
Search and Select
Search for flights or hotels as normal. Select the options you want to book.
Select Travelers
Add the travelers who will be on this booking. This includes:
- Your own travelers
- Delegated travelers (if you have access)
Review Your Selection
The review page shows:
- Your selected flights/hotels with full details
- All travelers and their passport info
- Total price
- Any policy violations or budget warnings
See Policy Evaluation
The review page shows policy status:
- Policy Status component displays whether you're in-policy or out-of-policy
- If approval is required, you'll see "Submit Request" button instead of "Confirm Booking"
- If blocked, the button is disabled with an explanation
Add Notes (Optional)
When a request is required, a Request Notes field appears. Use it to explain:
- Business purpose of the trip
- Why you chose specific options
- Any special requirements or context for the approver
Submit Request
Click Submit Request to create your booking request. You must accept the terms and conditions first.
Confirmation
After submission:
- You'll see a confirmation message
- You're redirected to the Requests tab in My Bookings
- Your request appears with PENDING status
Policy Violation Indicators
When your selection violates policy, you'll see information about the violations:
| Violation Type | Example Message |
|---|---|
| Cabin Class | "Business Class not allowed by policy" |
| Budget Tier | "Price exceeds maximum for this route" |
| Star Rating | "5-star hotels not allowed by policy" |
| Route | "This route requires approval" |
This helps you understand why a request is needed.
Budget Warnings
If your booking exceeds your available budget:
| Information Shown | Example |
|---|---|
| Available budget | "2,500 IQD remaining" |
| Booking cost | "This booking: 4,000 IQD" |
| Overage | "Exceeds budget by: 1,500 IQD" |
When you submit a request that exceeds budget, the amount may be reserved from your available budget (depending on company settings). This prevents you from spending the same budget twice.
What Gets Submitted
Your request includes all the information needed for review:
Flights
- Origin and destination (codes and names)
- Departure and arrival dates/times
- Airline and flight number
- Cabin class
- Number of passengers by type (adult/child/infant)
- Individual flight price
Hotels
- Hotel name and star rating
- City/location
- Check-in and check-out dates
- Room configurations:
- Room type
- Board basis (meals included)
- Occupancy details
Travelers
- Full name and title
- Birth date
- Contact information
- Primary passport details
Pricing
- Individual item prices
- Total combined price
- Currency
Notes
- Any notes you've added to explain the request
Tips for Submission
Provide Context
Good notes help admins process your request faster:
Good note example:
"Client meeting in London on March 15-16. Need Business Class for overnight flight to arrive rested. Hotel near client office preferred."
Less helpful:
"Business trip"
Verify Traveler Information
Before submitting:
- Check that all travelers are included
- Verify passport expiry dates are valid for travel dates
- Confirm traveler types (adult/child/infant) are correct
Review Dates Carefully
Common issues to check:
- Departure is before return
- Check-in aligns with arrival
- Check-out aligns with departure
- Account for time zones
Check Available Inventory
Remember that flights and hotels may become unavailable while your request is pending. Submit early for time-sensitive travel.
After Submission
Once submitted:
- Check status — Visit My Bookings → Requests to see your pending request
- Wait for processing — Admins will review your request
- Be available — Admin may need additional information
- Get notified — Check for updates on your request status
Submission Errors
If submission fails, you may see:
| Error | Cause | Solution |
|---|---|---|
| "At least one item required" | No flights or hotels selected | Add at least one flight or hotel |
| "Traveler required" | No travelers added | Add at least one traveler |
| "Policy blocks booking" | Policy action is BLOCK | Choose a different option |
| "Not authorized" | Not a member of the company | Contact your administrator |
Multiple Submissions
You can have multiple pending requests at the same time. Each is processed independently.
Be careful not to submit duplicate requests for the same trip. If you need to make changes, wait for the first request to be processed or cancel it before submitting a new one.
Booking on Behalf of Others
If you have delegation access, you can submit requests for other users' travelers:
- When selecting travelers, delegated travelers appear in a separate group
- The request is attributed to the delegated user (for policy/budget purposes)
- You can still track the request in your own request list