Business trip requests do not come with an approval flow by default. You can build a customized approval flow for business trips yourself, in the Approval flow tab of the Workflow Builder. Just like our Workation approval flows, which allow managers and HR admins to approve requests, the same process is available for business travel. This helps streamline the approval process, ensuring that each trip meets company policies and compliance requirements.
Example approval flows
Here are some example business trip approval flows that you can implement:
Visa requirement:
If a trip requires a visa, HR admins will be notified to approve or reject the request.Trips to the USA:
For all business trips to the USA, the approval flow can be customized to first notify IT for approval, then notify HR admins for final approval.PWD requirement:
If the trip requires a PWD notification, the system will first notify the manager for review. Once approved by the manager, HR admins will be notified to finalize the approval process.
Viewing the approval flow from different perspectives
Once your business trip approval flow has been set up, here's how the process will look from various perspectives:
Approval email
Once a business trip is submitted for approval, the relevant approvers (e.g., managers, HR admins) will receive an email notification to take action. The email will include:
Trip details: A summary of the trip request and a button to review the request:
Approval action: After clicking on the Review request button, you will be navigated to approve or reject the request, along with a comment field to streamline the communication process:
Employee's perspective
When submitting a business trip request, employees will be prompted to fill in the necessary trip details. The approval flow will be activated once the request is submitted. Employees will see the following:
Trip status: The employee will be able to track the status of their request (e.g., Pending , completed, or Rejected).
Approval updates: The employee will receive email notifications if specific individuals (e.g., manager, HR admin) have approved the trip.
HR admin's perspective
HR admins will receive approval emails similar to managers if it is set up in the approval workflow.
HR admin perspective on the platform:
Setting up your approval flow
To build or change your business trip approval flow, open the Approval flow tab in the Workflow Builder, add or edit your approval branches, and click Request changes. Our team implements the change and emails you once it's live — typically within 2-3 business days. Implementing a business trip approval flow helps ensure that your organization maintains control over travel management while ensuring compliance with internal policies and legal requirements.