View And Manage All Trips

Under the Trips module in the Admin’s view, you can view all the trips submitted by your employees in the organization. Get to know the employees who go on business trips and the places to which users frequently travel by skimming through the trips’ list. You can view the status of every business trip along with the trip duration and its approver. To know more about a trip, click the trip, and the trip’s itinerary along with the trip’s expense report will be displayed.

Filter Trips

When you want to view a certain set of trips, such as the trips that are approved, rejected, awaiting approval, and more, you can apply the respective filters. To filter, click the More icon next to the third filter in the top band and select the status with which you want to filter your trips.The trips will be listed based on the filter you’ve selected.

• Awaiting Approval: Trips that are yet to be approved by the approver will be listed in this filter.
• Approved: Trips that have been approved by the approver will be listed in this filter.
• Rejected: All the trips that are rejected by the approver will be listed in this filter.
• Closed: This filter shows all trips that have been marked as closed, indicating they have been completed.
• Cancelled: All the cancelled trips will be listed in this filter.
• Archived: All the archived trips will be listed in this filter.

The filters mentioned below will be available only if the Booking Option feature has been enabled in your organization:

• Booked: All the booked trip itineraries will be listed in this filter.
• Unbooked: All the trips with unbooked itinerary will be listed in this filter.
• No Options All the trips which without an itinerary option will be listed in this filter.

Other Actions

You can perform other actions, such as sort, refresh, and export the trips by clicking the More icon at the top right corner of the page.

Sort Trip Data

You can sort trips based on Submitter, Submitted Date, Trip #, Destination, Start Date, Status, and Approver. Here’s how:

• Go to Trips on the left sidebar.
• Click the More icon on the top right corner of the page and choose how you’d like to sort your trips. The trips will be listed based on your selection.

Refresh the list

To ensure that any recent changes to trips are reflected on the list page, you can refresh the list page. Here’s how:

• Go to Trips on the left sidebar.
• Click the More icon on the top right corner of the page and select Refresh List.

Export All Trips

You can now export/download all your trips for reporting, sharing, and other purposes. Here’s how:

• Go to Trips on the left sidebar.
• Click the More icon on the top right corner of the page and select Export Trips.
• In the pop-up, ensure the entity you export is trips.
• If you want to export trips based on the trip start date or approved date along with a specific status, use the appropriate filters from the Filter by Date dropdown. The available filters are:
  • None: No filters will be applied, and all the trips will be downloaded.
  • Start Date: Configure a starting date and an ending date. The trips submitted between the configured start and end dates will be downloaded. Select the status of the trips you want to export from the Status dropdown.
  • Approved Date: Configure a starting date and an ending date. All the trips that were approved between the starting date and the ending date will be downloaded. Select the status of the trips you want to export from the Status dropdown.
• Select the format (CSV, XLS or XLSX) in which you want to export your trip data.
• Mark the Include Sensitive Personally Identifiable Information (PII) while exporting checkbox if you want to include personally identifiable information.
• If you want to secure the file with a password, mark the I want to protect this file with a password option and provide a password in the Password field.
• Click Export.

Export Current View

If you have filtered the data or rearranged the columns in trips, you can export that particular view using the Export Current View option. Here’s how:

• Go to Trips on the left sidebar.
• Click the More icon on the top right corner of the page and select Export Current View.
• Select the format (CSV, XLS, or XLSX) in which you want to export your trip data.
• Mark the Include Sensitive Personally Identifiable Information (PII) while exporting checkbox if you want to include personally identifiable information.
• If you want to secure the file with a password, mark the I want to protect this file with a password option and provide a password in the Password field.
• Click Export.

Add and Manage Travel Documents

You can view, add, edit, and delete your employees’ travel documents.

View Travel Documents

Here’s how you can view the travel documents:

• Go to Trips on the left sidebar.
• Click Travel Documents next to the Gear icon. All the employee travel documents will be displayed.
• To view only specific travel documents, such as visas, passports, ESTAs, and others, click the More icon and apply the relevant filters.
• To view travel documents for a specific department, select the desired department from the Department filter.

Add Travel Document

Here’s how you can add travel documents on behalf of your employees:

• Go to Trips on the left sidebar.
• Click Travel Documents next to the Gear icon.
• Click + Add Travel Document.
• Enter the necessary details and click Save.

Edit Travel Documents

Here’s how you can edit the travel documents:

• Go to Trips on the left sidebar.
• Click Travel Documents next to the Gear icon.
• Click the travel document or hover over the travel document you want to edit and click the More icon and select Edit.
• Make the required changes and click Save.

Delete Travel Documents

If you no longer need a travel document, you can delete it. Here’s how:

• Go to Trips on the left sidebar.
• Click Travel Documents next to the Gear icon.
• Hover over the travel document you want to delete and click the More icon.
• Select Delete.
• In the pop-up, click Delete again to confirm your action.