Setting up a major corporate event involves many moving parts. Quest is designed to handle the heavy lifting for groups of 10 to 5,000 travelers, but a smooth launch depends on a few critical configurations.
⚡ TL;DR: The 5-Step Launch Checklist
Before you send a single invite, ensure these five things are done:
Add a Credit Card: Navigate to the Billing page on the left-hand menu to add a card for ticketing fees.
Select Payment Style: In Settings > Payment, choose your method. Wallet is the most popular for events. Note: This setting affects all travel in your workspace.
Complete Event & Policies: Ensure your event and its associated policies are filled out correctly in the setup wizard.
Communicate with Travelers: Send a "Welcome" email explaining policies and budgets before they get their invite.
Timing is Everything: Do NOT launch on a Friday. Aim for earlier in the week so you aren’t managing approvals over the weekend.
1. Payments & Billing Setup
Quest needs to know how to handle transactions before the first person can book.
Ticketing Fees: Even if you use a "Wallet" for flights, you must have a credit card on file in the Billing tab to cover service fees.
Payment Style: Found in Settings > Payment. For event travel, Wallet is the standard choice—you deposit funds upfront and we draw from that balance.
Workspace-Wide Effect: Changing the payment style (Individual, Master Card, or Wallet) impacts every user in your Quest workspace.
2. The Event Setup Wizard
Admins create events via the Events page. The setup wizard guides you through four key areas:
Details: Enter basic trip info, estimated passengers, and support contact details.
Policy: Set your arrival/departure windows and fare caps.
Attendees: Provide an accurate passenger count. We use this to calculate your required deposit amount. Underestimating this count will delay your launch.
Room Blocks: Manage your event's lodging needs directly within the event wrapper.
⚠️ Deposit Clearing: You cannot book travel until your deposit is initiated. Please allow 24-72 hours for the deposit to transfer into your Wallet
3. Defining Fare Caps & Short Haul
Quest allows you to control spend based on flight duration. By default, these are categorized into Short Haul and Long Haul.
Short Haul Threshold: Default is set to 0-8 hours.
Customization: This is fully configurable in your settings. Some companies prefer to move the Short Haul threshold down to 6 hours.
Recommended Baselines: * 0-4 hrs: $500 (Economy)
4-6 hrs: $800 (Economy)
6-12 hrs: $1,350 (Economy/Premium)
12+ hrs: $1,750 (Economy/Premium)
4. Strategy: Launching for Success
The most successful events are the ones where travelers know exactly what to expect before they log in. Prior to launching, send a clear communication to all attendees covering:
Policies & Budgets: Explain what the fare caps are and what is considered "in-policy."
Guest Policies: Be clear if guests are allowed and who is responsible for their payment (see our Split Pay article for guest booking details).
Booking Deadlines: Give them a firm "Book By" date to help you manage the budget.
5. Using the "Magic Link"
The most seamless way to invite travelers is the Magic Link found in the Attendees tab.
This link adds attendees to the workspace, attaches them to the event, and lets them book instantly.
Note: Quest does not send invitation links automatically when you add someone manually; you must distribute the Magic Link via your own registration or welcome emails.