Other Actions in Trips

You can also perform other actions like editing, deleting, archiving, etc., in the Trips module.

Edit Trip

If you want to make changes to a trip request, you can edit it.

Note: If you want to edit a trip that has already been submitted, you can edit it after recalling the trip.

To edit a trip:

Navigate to Trips on the left sidebar.
Click the trip you want to edit.
Click the Edit icon in the top right corner of the trip.
Make the necessary changes and click Update.

Delete Trip

You can delete a trip if it’s no longer needed.

Notes:

You can delete only the trips in Draft, Recalled, or Rejected statuses.
Once you delete the trip, you cannot undo the action.

To delete a trip:

Navigate to Trips on the left sidebar.
Click the trip you want to delete.
Click the More icon at the top right corner of the trip.
Select Delete.

Cancel Trip

If you’re not going on a business trip for which you had raised a trip request, you can cancel it.

Note:

You can cancel only Approved trips.
Once you cancel the trip, you cannot undo the action.

To cancel a trip:

Navigate to Trips on the left sidebar.
Click the trip you want to cancel.
Click the More icon at the top right corner of the trip.
Select Cancel.
Enter a reason for cancelling the trip and click Cancel Trip. Your trip request will be cancelled, and the status of the trip will be marked as Cancelled.

Edit Itinerary

If you want to make changes to a particular itinerary, you can edit it.

Note: You can only edit the itinerary of a trip that is in the Draft, Recalled, and Rejected statuses.

To edit an itinerary:

Navigate to Trips on the left sidebar.
Click the trip you want to edit.
Under the Itinerary tab, click Edit in the itinerary you want to edit.
Make the necessary changes and click Update.

Delete Itinerary

You can delete a particular itinerary if it’s no longer needed.

Note: You can delete only the itineraries of trips in Draft, Recalled, or Rejected statuses.

To delete an itinerary:

Navigate to Trips on the left sidebar.
Click the trip of the itinerary you want to delete.
Under the Itinerary tab, click Delete in the itinerary you want to delete.
In the pop-up, click Delete again to confirm the action.

Modify Itinerary

If you want to extend the trip duration due to a postponed meeting or any other reason, you can update the duration of your trip in the trip request. Once you extend your travel duration, your trip allowance will be automatically updated.

Note: You can only modify the itineraries of the trips in Approved status.

To modify your trip:

Navigate to Trips on the left sidebar.
Click the trip you want to update.
Under the Itinerary tab, click Modify in the itinerary you want to update.
Make the necessary changes and enter your reason for modifying.
Click Modify. You can view the previous versions of your itinerary by clicking View Previous Itineraries.

Cancel Itinerary

If your travel plans have changed and you won’t be following the itinerary you created, you can cancel it.

Note:

You can only cancel itineraries of the trips in Approved status.
Once you cancel an itinerary, you will not be able to undo it.

To cancel a trip:

Navigate to Trips on the left sidebar.
Click the trip associated with the itinerary you want to cancel.
Under the Itinerary tab, click Cancel in the itinerary you want to cancel.
Enter the reason for cancellation and click Confirm. You can view the cancelled itineraries from the Cancelled Itineraries section.

Close Trip

Once your trip is complete and all your trip related expenses are reported and approved, you can mark the trip as closed.

Note: You can close only the trips in Approved status.

To close a trip:

Navigate to Trips on the left sidebar.
Click the Approved trip you want to close.
Click the More icon at the top right corner of the trip.
Select Mark as Closed.

Export Trip

You can export a trip to save a copy for offline use, share it with team members, include it in audits, etc. You can export a trip in the following two formats:

Note: Only Approvers and Admins can export trips.

To export a trip:

Navigate to Approvals on the right side bar.
Click the Trips tab.
Click the trip you want to export.
Click the More icon on the top right corner of the trip.
Select Export.
Select the format (CSV, XLS or XLSX) in which you want to export your trip data.
If you want to secure the trip with a password, mark I want to protect this file with a password and provide a password in the Password field.
Click Export to download the data into your computer.

Export Trips in Bulk

Bulk Actions allow you to perform a particular action on a group of trips. You can export multiple trips at once. You can also export trips in bulk.

To export in bulk:

Navigate to Approvals on the left side bar.
Click the Trips tab.
Select the trips you want to export and click Export.

Print Trips

Allows you to print your trip requests. You can also preview the trip requests and download them, if required.

To print a trip:

Navigate to Trips on the left side bar.
Click a trip you want to print.
Click the More icon on the top right corner of the trip.
Select Print.
On the preview page, click the Print icon and click Save.
To download the trip, click the Download icon.

Archive Trips

Instead of deleting a trip, you can archive and use them for future reference.

Note: Once you archive a trip, you can view it only by applying the Archived Trips filter.

To archive a trip:

Navigate to Trips on the left side bar.
Click a trip you want to archive.
Click the More icon on the top right corner of the trip.
Select Archive.
In the pop-up, click Archive.

Download Trip as PDF

You can download your trip data as a PDF for record-keeping and other purposes.

To download as PDF:

Navigate to Trips on the left side bar.
Click a trip you want to archive.
Click the More icon on the top right corner of the trip.
Select PDF. The trip will be downloaded as a PDF.