When Are Approvals Required?
Approvals are triggered when a traveler selects a flight that falls outside of company travel policy. Policies may include:
Budget limits
Cabin/class restrictions
Arrival and departure time rules
Route or airport preferences
Other company-specific travel guidelines
When a selected itinerary violates any of these rules, Quest will clearly flag it as out of policy during checkout.
What Happens at Checkout
If a trip requires approval, travelers will see an option at checkout to:
Submit the booking for approval
Add a note or reason for the request
Proceed with the request without restarting the search
Once submitted, Quest automatically places the reservation into an approval queue.
The Approval Workflow
After submission:
The booking is placed on hold (not immediately ticketed)
Company admins are notified of the pending request
Admins can review full trip details, policy violations, and traveler notes
Admins can approve or reject the request directly in Quest
Admins have up to 20 hours to make a decision before the request expires.
What Happens If an Approval Expires?
If no action is taken within the 20-hour window:
The held reservation is automatically canceled
The traveler is notified
The traveler must return to Quest and rebook their trip
This ensures outdated or unreviewed requests do not remain pending indefinitely.
If a Request Is Approved
When an admin approves a request:
The reservation proceeds to ticketing
The traveler receives a confirmation with itinerary details
The booking becomes visible in Quest under upcoming trips
If a Request Is Rejected
When an admin rejects a request:
The traveler is notified with the reason for rejection
The traveler is directed back to Quest to modify their selection
In many cases, the traveler may be encouraged to choose a compliant alternative (such as a lower fare, different timing, or policy-aligned option)
This keeps communication clear while maintaining policy compliance.
Key Benefits of Quest 2.0 Approvals
Quest approvals are designed to balance control and flexibility:
No booking interruptions – travelers can still select preferred flights
Clear policy enforcement – out-of-policy selections are automatically flagged
Fast admin decision-making – structured approval queue with time limits
Full visibility – admins see all relevant booking and policy details in one place
Seamless traveler experience – no need to restart searches or leave the platform
Summary
Quest 2.0 approvals streamline how companies manage out-of-policy travel by integrating the entire process directly into checkout and admin workflows. Travelers get flexibility to request exceptions, while admins maintain full control over travel policy enforcement and spend.
If you have any questions about configuring approvals in Quest 2.0, please contact your AllFly support or account team.