In Quest, any travel selection that falls outside of your company’s travel policy will be flagged for approval. This process ensures that all out-of-policy bookings are reviewed by a designated company administrator before they are finalized, adding a layer of oversight to corporate travel management.
Approvals Happen Within Quest
Approvals are managed within your company’s Quest workspace. If you’re an admin, you’ll find the Approvals page in the left-hand menu. This page is only visible to Admins, ensuring that the approval process is handled securely and efficiently.
How Approvals Work
When a traveler makes a selection that requires approval, the system automatically flags the booking. For flight reservations, AllFly will hold the fare for 18-20 hours, giving the Quest admin enough time to review and make a decision.
The Quest admin has two options:
Approve: If the admin approves the reservation, it will be ticketed and confirmed.
Reject: If the admin rejects the reservation, it will be canceled. The traveler will be notified of the rejection via email and instructed to select a new flight. The admins will be able to provide a note to the traveler, layering on context (and possibly instructions) for the rejection.
This process ensures that all travel bookings align with company policies, while still allowing flexibility for unique travel needs.
Email and Approvals
When a traveler makes a reservation that needs to be reviewed, the company admin receives an email. Here is an example of an email the admin will recieve, prompting them to go into Quest to review the reservation.
Every step of the way, all parties are notified via email.
Approval Notifications
For event-specific approvals, admins can assign which admin will receive approval notifications for a particular event. To set this up:
Go to the Event tab in Quest.
Click into the relevant event.
Under Details, you'll be able to assign the specific admin responsible for receiving approval notifications.
By default, all admins will be assigned to receive approval notifications for each event. However, you have the option to choose specific event approvers who will receive email notifications for just that event, ensuring the right person is in charge of managing travel approvals.
Approvals are between company admins and travelers
We’ve streamlined the approval process to ensure that admins maintain control and flexibility when managing out-of-policy bookings. While our team no longer researches alternative options on behalf of admins, this change allows for more direct communication between admins and travelers.
Suggested messages when rejecting an itinerary
When rejected a reservation from the approvals page, Quest gives you the ability to pass a note back to the traveler via email. The rejection email will cancel the original request and force them to re-shop another option.
Here are some examples of messages that travelers find helpful:
Over budget: The flight selected was over budget. The max budget for this trip is $650 in economy. Should you want to select something over budget, please re-shop the flight, and select the "pay the difference" option at checkout.
Time: This flight does not arrive in time. Please log back into Quest and select a flight that lands prior to 4:00pm on Tuesday, March 18.
Class of service: The flight you selected is in first class. We are only authorizing economy for this trip. Should you want to purchase the first class seat, please re-shop the flight and select the "pay for upgrade" at checkout.
Rest assured, AllFly remains fully engaged once a reservation is approved, and our team is here to assist with everything from ticketing to trip modifications. This new approach ensures that your travel policies are upheld efficiently while giving your admins the ability to handle approvals with ease and clarity.
This version highlights your continued support after approvals, reinforces efficiency, and ensures admins feel empowered.