The Approve Travel Request module allows eligible users, such as managers, HR, or assigned approvers, to review, approve, or reject submitted travel requests.
Approval Flow: If your organization has a multi-step workflow for travel requests, approvals will follow this sequence. If no workflow exists, travel requests default to the admin or designated approver.
Approval Flow Behavior #
If your organization has an approval flow configured for travel requests, each submitted travel request follows that approval flow step by step.
Only users who are assigned as approvers in the applicable approval flow step can take action on the travel request.
If no approval flow is configured, travel requests will default to the admin or designated approver.
Permission Requirement #
Approve and reject actions are controlled by both approval flow eligibility and user permission.
A user can approve or reject a travel request only when both conditions are met:
- The user is assigned as an approver in the relevant approval flow step.
- The user has the required permission for the action.
Required permissions:
- Approve Travel Request (For All) — required to approve travel requests.
- Reject Travel Request (For All) — required to reject travel requests.
Being included in the approval flow alone is not enough. The approver must also have the required permission.
Similarly, having the permission alone is not enough if the user is not part of the applicable approval flow step.
If either condition is missing, the Approve or Reject action will not be available.
Permissions can be managed from:
Dashboard → Admin → Permission → Employee Permission / Team Permission
Action Options for Approvers #
Eligible approvers can perform the following actions based on their approval flow assignment and permissions:
- Approve
Approves the travel request. If a multi-step approval flow is configured, the request moves to the next approver. If it is the final approval step, the travel request becomes Approved. - Reject
Rejects the travel request. The approver can add optional comments explaining the reason for rejection. Once rejected, the travel request status becomes Rejected. - View
Opens the travel request details so the approver can review the full travel information before taking action.
What Approvers Can View #
From the travel request details page, approvers can review:
- Travel title
- Destination
- Travel dates
- Travel mode
- Transportation expense
- Hotel expense
- Currency
- Uploaded attachments
- Approval workflow progress
- Approval history
- Comments history
Comments & Communication #
Approvers can add comments to travel requests to:
- Provide instructions or feedback to the employee
- Request clarification regarding travel details
- Explain the reason for rejection
- Track communication during the approval process
All comments are logged and visible in the travel request history for transparency.
Summary #
The Approve Travel Request module ensures that travel submissions are reviewed efficiently, accurately, and according to company policy.
Approval and rejection are controlled by both the Approval Flow and user permissions. Only users assigned as approvers in the relevant approval flow step and holding the required Approve Travel Request (For All) or Reject Travel Request (For All) permission can take action.
This keeps the travel approval process secure, transparent, traceable, and auditable.