Navan FAQs

Your travelers can always book something that is out of policy; there is no hard policy setting in the app.

If a traveler decides to make an out of policy booking, they will be required to provide a reason why and will forgo the ability to earn any rewards (where eligible).

Users in your account who have been designated as "Approvers will receive out of policy emails and will have the ability to cancel the booking in the first 24 hours after the booking is made. The process is described in more detail below.

Setting up approvers

The first step for setting up out of policy booking notifications for approvers is to designate approvers for your team of travelers. You can set approvers for your team of travelers in two ways:

Upload a CSV file: You can bulk upload a CSV file with the approver's email listed out for each user. To do so, navigate to the Users tab in your Admin Dashboard, download users, add in the approvers' email for each user in the 'Approver Email' column, save the file as a CSV, and then upload the user list.

Individually set the Approver in the Users tab: You can manually assign each approver for your team of travelers directly in the Users tab under the column "Traveler approver". Click on themagnifying glass and type in the Approver's name or email address.

Important note:If you do not have an approver set for a user, the out of policy email will be sent to the manager email listed for the user. If there is not a manager set for a user, it will send to the admin on the account.

Out of policy booking process

The traveler can always book something that is out of policy. The traveler will simply be required to provide a reason as to why for the set approver to review. The process for out of policy bookings is listed below:

The traveler sees a popup letting them know why the booking is out of policy.

The traveler is prompted to write at least ten characters as to why they are proceeding with the booking that is out of policy.

Both the travelers approver and the traveler will receive an email that shows why the booking is out of policy. The reason provided by the traveler will also be included in this email.

Out of policy approval process

After an out of policy booking is made, the approver has the chance to cancel the booking if needed, or take no action to allow the booking to proceed. Approvers do notneed to formally approve an out of policy booking for it to go through.

Both the approver and traveler will receive a notification email for their out of policy bookings -- the sequence of events is as follows:

Immediately following the out of policy booking, the travelerwill receive an email letting them know that their approver will be reviewing their out of policy booking. Example of this email is below:

Immediately following the out of policy booking, the approver will receive an email with the traveler, booking information, out of policy reason, and traveler reason provided. The approver has the ability to cancel the booking or take no action to allow the booking to proceed.

To cancel the booking, the approved just needs to hit cancel booking and the traveler will receive an email letting them know that the booking was canceled. Example email sent to traveler below:

Important Note:Airlines typically give 24-hours to void flights free of charge after they have been booked. Once the flight goes past that point it becomes ticketed and all the change fees for that flight will be applied by the airline. In certain cases airlines have rules on when a flightcan'tbe voided anymore so be sure to chat into support if there is any doubt.

Click on the Invite User button in the Users tab of your Admin Dashboard and insert the traveler's email address, first name, and last name.

Fill out the user's fields for their department, manager, approver, and policy level. This will be beneficial for reporting and visibility purposes.

The employee will receive an email to their work email address from TripActions prompting them to create their account by setting up their password and filling out their profile on the platform. This will help make sure they are responsible for entering the rest of their profile details (d.o.b., legal name, passports, etc.). If youd like to resend the invite, you can click on their name in the Users tab which will bring you to their user settings. Select the gear icon to the right of their name and click on 'Invite User' to send them the email. Otherwise, the traveler can go to tripactions.com and click on login. They will be prompted to log in with their work email address to create their password and profile.

The BambooHR integration with TripActions can be configured directly within TripActions. In order to configure the BambooHR integration with TripActions, be ready to pull API information from your BambooHR account. The steps below will guide you through how to pull the required information from BambooHR and upload it into TripActions step by step.

Navigate to the Integrations tab. https://tripactions.bamboohr.com,

Click Enable next to BambooHR underneath the HR Integrations.

This will display a box where two fields need to be entered: Company Code and API Key. Pull up your BambooHR portal to retrieve this information.

The Company Code from BambooHR is the name used in the company's BambooHR URL. For instance, if TripActions used BambooHR as their HR tool and their BambooHR URL was, the company code would be, "tripactions". Copy this value and paste under the Company Code field in the Integrations tab in TripActions.

The API Key is generated by BambooHR and serves as the unique one-time access token that will give TripActions access to the data stored in BambooHR. See steps below on how to pull this:

Log in to BambooHR and select API Keys from the top-right drop-down menu.

Click Add a New Key button on the right. BambooHR will generate a unique one-time access token which will display under the Valid API Keys section.

Copy this key and paste under the API Key field in the Integrations tab in TripActions.

The Disable TripActions users that are not in BambooHR checkbox if selected, will change any user's status on TripActions to disabled if they are not included in the company's BambooHR account.

The Enable Sync Job checkbox if selected enables TripActions to pull the user list from the BambooHR daily every morning at midnight (12:00 am PST) and update the user list to mirror the synced fields in the BambooHR system.

Click Save to enable the sync.

Companies who use Expensify as their expense management system can integrate Expensify with TripActions. This allows travelers at your company to easily expense travel.

To enable Expensify as your company's expense program:

Click on AdminProfile Name in the upper right corner.

SelectIntegrations from the drop-down menu.

Click Enable link in the Expensifybox.

If desired, check the box to disallowthe company card from being expensed. Otherwise, leave box unchecked.

If desired, check the box to automatically push flight expenses as they are booked. Otherwise, leave box unchecked.

Important note:

TripActions uses the email name to map TripActions accounts to Expensify accounts. For this reason, user account emails in Expensify need to match those in TripActions (and your SSO provider if this is configured). If your emails across both systems do not match email your customer success manager or [email protected].

Once enabled, users can expense travel by performing the following steps:

Click on Iteneraries tab.

Open the Trip you'd like to expense.

ClickExpenselink at bottom of trip summary page.

Similarly, users can submit expenses in themobile app --simplyfollow the steps below:

Click on trip you wish to expense receipt

Click into Receipt(s)

Click receipt for booking you wish to expense

Click "Expense to Expensify"

The Coupa expense connection with TripActions is a simple one-click integration. Follow the steps below to integrate:

Navigate to the Integrations tab. [email protected]

Click Enable next to Coupa under the Expense Connections section.

The TripActions connection with Coupa requires a mapping of your company's employee's email addresses that will be used to log in to TripActions and the company's employee's Coupa email addresses. Follow the directions below to pull the email accounts from Coupa:

Ensure itinerary parser is enabled in your company Coupa account. The itinerary parser in Coupa ensures that when an invoice is sent to Coupa from TripActions, the invoice is parsed based on the particular user's email address that expensed it and a unique Coupa email address is created for this user by Coupa so that all future expensing sent to Coupa is mapped to this same user. You can check this by following the steps below:

Log in to the company's Coupa account.

Navigate to Set-up page.

Click into users.

Click into itinerary parser.

If the itinerary parser is not found, contact your Coupa Account Manager in order to enable the itinerary parser since it is not an automatic function in Coupa.

Once the itinerary parser is enabled in Coupa, export a list of their active users in order to provide this list to the TripActions CSM. Follow the list of steps below to export your list of active users

Navigate to Set-up page.

Click into users.

Click into expense prefix.

Export CSV file list of active users (example file below).

Send the CSV file to your Customer Success Manager or and let them know you would like to enable the Coupa integration.

Rewards are an integral part of our solution - both in the value we drive for our customers and how our platform is run.

Why should you have rewards turned on?

Cost Savings

Customers who have rewards activated see the highest amount of cost savings when it comes to travel bookings.

High Adoption

Customers who have rewards activated see the highest adoption rates from their workforce.

Greater Expense Management

High adoption means higher visibility for executive and finance teams. In turn, this gives you greater control and manageability over your travel expenses.

If you would like to opt into our rewards program, please contact your dedicated Customer Success Manager. They can easily enable this on your account.

For more FAQ on our rewards program, check out our other articles.

Save more money with TripActions by leveraging the TripActions Rewards Program.Our mission is to save companies money on their travel spend by changing employee behavior with reward incentives while delivering the best user experience.

Rewards encourage employees to treat company money more like their own. When travelers select less expensive options for hotels and cars, they save your company money and are rewarded for it. This further promotes better travel booking behavior.

Rewards can be redeemed for personal travel, business travel upgrades, or Amazon gift cards. Its a win-win for everyone!

Contact [email protected] if you'd like to learn more and if you'd like to have your account set up to save more money with our rewards program.

At the end of each month, TripActions will invoice your company for all redeemable rewards earned by your travelers for that month. We send the invoice for the previous month by the 3rd of the following month and then initiate payment on the 10th of the month. For example, we will send the detailed invoice of the rewards from July onAugust 3rd, and then charge the payment method selected onAugust 10th.The rewards payment method can be found and changed in your Company Settings.

All unredeemed rewards earned by disabled users will be credited back the month after you have disabled the users.

When a traveler earns rewards, the rewards are in a "pending state" until the trip is completed. Once the traveler completes the trip they booked they are in an "earned state". You will only be billed for rewards that are earned.

Here are the definitions of pending vs. earned:

Pending: Rewards that are earned at the time of booking.The trip has to be completed in order to redeem the rewards available. Bookings that are canceled are not eligible for rewards.

Earned: Once a trip has been completed, any rewards in the pending status will change to vested and can, therefore, be redeemed.

To see what rewards have been billed to you in previous months, you candownload a report from the rewards section of your Reports tab in the Admin Dashboard.For more information on this please see:

What report will show me what rewards we will be billed for each month?

Tenant name: (company.okta.com)

Client ID: Public Identifier for OAth

Your IT team needs to contact their Okta account rep and request to have their tenant enabled for OpenID Connect. You can tell whether this is done when the following URL (https://company.okta.com/.well-known/openid-configuration) starts returning an OpenID.

Connect config document (similar to https://tripactions.oktapreview.com/.well-known/openid-configuration ).Once this is done, follow the steps below.

Go to https://company.okta.com/home/admin-entry (the admin portal for Okta).

https://app.tripactions.com/openid-connect/init?

Click on the green button "Create New App".

Select Web platform and "OpenID Connect" sign on method, and click "Create".

Name the app "TripActions".

Upload the icon (ta.png) provided.

Enter https://app.tripactions.com/app/user/openid-connect/return as the redirect URI and click "Finish".

Make sure tatrip://openidconnect is whitelisted as a redirect URI:

On the app settings screen, configure the app as follows:

Check all grant types.

Login Initiated by Either Okta or App.

App visibility: both checked.

Initiate login URI:

Click "Save".

Once the app has been configured, we will need the Client ID from the Client Credentials section shown above.

Via the Admin Dashboard's Rewards Report, you can easily see what rewards have been billed to your company in the past.

Heres how to access this report:

Go to "Reports" in the Admin Dashboard.

Click on "Rewards".

Either enter the date range you'd like to view in the "Custom TripBucks Report" section or choose the month you'd like from the drop-down in the "Booking Report Controls" section.

Open theCSV. file and filter column "L" labeled Redemption to show only "FALSE".

This will show you the exact amount to be billed for any given month or date range.

In the Admin Dashboard's User tab, select the "Toggle Status filter" option located under the buttons to download and upload users. This will allow you to view only profiles that are disabled.

After you've toggled this on you can enable disabled users by clicking on their name and opening up their profile.

Click on the gear icon to the right of their name and enable their account.

If you either about to launch TripActions to your team or have just been made an admin for your accountthis is the perfect place to start!You'll spend 45-minutes with a TripActions expert who will cover the following topics:

How thepolicy, approvals,and algorithmwork.

Setting up permissions for users.

Adding your companycredit card.

Booking and saving tips.

LaunchingTripActions to your team.

Here are the links to sign up for this webinar:

Every Tuesday, Wednesday, and Thursday at 11 am PST

Single booker Every Tuesday and Wednesday at 9:30 am PST

Looking forward to seeing you at one soon!The TripActions Team

Policy: What can be configured?

You have the ability to configure three separate groups (default, director, executive) and then to assign each of your users to one policy configuration. If you haven't already assigned policy levels to each person and would like to learn how please see: Step 2 of How do I invite new users? Below is a screenshot showing taken from the flight policy page that shows where you can determine your policy limits for each of your policy groups. Any booking that violates your set policy or the algorithm will trigger an out-of-policy email that goes to that travelers approver, listed in the user tab. You can learn more about approvals in this article.

Recommendations on the different policy levels:

When configuring your policy for each bucket, you will want to think strategically about how to blend your travel program goals for savings with your traveler's expectations and needs for business travel. We recommend bucketing your travelers together by their travel habits and travel requirements for your business. For example, if you have a sales team who is frequently required to book a trip on short notice to meet with prospects, it might make sense to group them into their own policy so you can tailor the out-of-policy lead-time threshold accordingly.

Here is a screenshot of the Flight Policy page:

SCREENSHOT

Flights

Long-Haul Duration Threshold - This determines the time that short-haul and long-haul split. This is in minutes. It includes only travel time, not time spent on layovers.

Default Short Haul Flight Policy - This information will all be displayed for your traveler to see during the time of search.

Maximum Price - Maximum allowable price for a booking to be in policy. If this is set as $0 in your flight policy, the maximum allowable price to be in policy will be determined by the TripActions dynamic algorithm at the time of a search.

Lead Time - The main driver for savings with flights is the lead time and generally the further out the lead time, the cheaper the flights. Your objective when setting the flight policy lead time is to encourage travelers to book as soon as they know about their trip by setting a lead time in the flight policy that should be feasible for the majority of trips. We want to correct bad booking behavior. When setting a lead time, you will want to consider the users under the policy group (default, director, executive) and their travel requirements for business. It can frustrate travelers if they are frequently required to book within 3 days of the time of the trip and they have a 7-day lead time set for their flight policy.

Highest Cabin Class - The highest cabin class that will be allowed for an in-policy booking.

Allow Paid Seats - You can toggle whether paid seat upgrades will be in policy for the travelers in this policy group by checking this box. Travelers will always be able to upgrade their seat if the loyalty membership allows them to do so for free and this will not be classified as an out of policy booking.

Long Haul Flight Policy - The same options as above, but for long-haul flights. We recommend setting more lenient policies here that fit your company culture for long-haul flights. Youve already set what defines long-haul above.

Flight Specific Policies - This enables you to set policies for one flight path. This will override any other policy that you have.

The Median Price for the flight search results is also displayed at the time of search. This is displayed under the policy section, in the Route Stats box. This median price gives travelers a benchmark fare to encourage responsible spending habits and compliance. This is the price at which exactly half the flights are more expensive, and half are less expensive for that seat class. This is not configurable but rather generated based on the prices of the flights at the time of search.

Policy - What does TripActions recommend?

Its important to note that your employees and companys business needs are unique. These recommendations are guidelines only. You can talk in more detail with your Customer Success Manager on more personalized guidelines.

Flights

Long-Haul Duration Threshold - Most companies use 6-8 hours (360 - 480 min)

Default Short Haul Flight Policy

Maximum Price - We recommend leaving the maximum price at 0 because flight prices vary significantly based on the airports in the search. Having a flat maximum price for flight policy may significantly limit in-policy options in cases where the airports are more expensive to fly into, even when the traveler is selecting something that is fair. If you feel more comfortable having a hard cap on flights, we recommend setting a price that you would always want to be notified if a flight is above this price - somewhere around $1,000 may be appropriate.

Lead Time - We recommend to try and set a lead time of seven days (this may not be possible based on your business). More than seven days is often not consistently achievable.

Highest Cabin Class - We recommend setting this based on your company culture. Many companies only allow economy or premium economy for a short-haul flight, while allowing a higher cabin class to be selected for long-haul flights.

Allow Paid Seats - We recommend setting this based on your company culture. Many companies do not allow paid seat upgrades for short-haul flights, but they do allow them to be selected for long-haul flights.

Director Short Haul Flight Policy -We recommend setting this based on your company culture and what type of freedoms that the employees bucketed under Director require. It has all the same options as above, but for a different policy group.

Executive Short Haul Flight Policy - We recommend setting this based on your company culture and what type of freedoms that the employees bucketed under Executive require. It has all the same options as above. Often, our customers leave the Executive group as unlimited price, first class, and paid seats available.

Default, Director, and Executive Long Haul Flight Policy - The same options as above, but for long-haul trips. We recommend setting more lenient limits for longer travel times to ensure your employees comfort. Perhaps allowing paid seats and a higher cabin class would be appropriate here.

Flight Specific Policies - This depends on where you travel and how often. Reach out to your CSM for customized recommendations.

Where is the Trip fee charged?

The trip fee is charged to whatever card is used to make the booking. Therefore, whether it's a corporate card or a personal credit card to make the bookings, the trip fee will be charged on the chosen credit card accordingly.

How do I ensure the Corporate Card is being used for Trip fees?

If you would like to make sure that all Trip fees are charged on a corporate credit card, the corporate credit card must have a setting to make it available for use by travelers.

This is done in the Company Settings and making the card Available or Mandatory for each type of booking: Flights, Hotels or Trains (if applicable). The Not Available setting will not allow any traveler to use it for the specific type of booking.

Are Trip fees refundable?

Trip Fees are always Non-Refundable. Whether the booking is canceled or a flight ticket is voided, any Trip Fee remains applied.

The fee is the negotiated rate to handle the booking that includes access to our 24/7 Support Team who will help make these changes/cancelations or other needed actions.

With our Reconcile Report Tool, your accounting team can save hours of time reconciling the company credit card for all travel booked within your TripActions account. All you need is a CSV file of your credit card history and access to the Report feature within your TripActions account. The reconcile tool will analyze your credit card statement and compare it to the data that we have within TripActions. The end result, a report that helps consolidate statement data to assist in your monthly/quarterly-end audit processes.

How it works:

On the Home page, click on you down arrow next to your name and click on Admin Dashboard

Click on the Reports tab and click on Reconcile

Upload a CSV file of your credit card report to TripActions.

(Optional) Add expense codes (Airfare code/Lodging Code/Fees Code)

Once uploaded, TripActions will take a few seconds to apply logic to the statement. The reconciled output can then be downloaded as a CSV.

Example Credit Card CSV (from your bank):

TripActions output

Example TripActions Reconciled Export

The report will display in order of Match Certainty. The second highlighted section below, displays transactions that were not able to be matched and requires additional research.

How we match your data:

The TripActions platform will take the data from your credit card CSV file and match the data within our database through various levels of nested logic. A few of many examples of the types of logic we include:

Date of charge between the transaction date and/or posted date

Amount charged with +- % certainty

Name of vendor (Lufthansa, United, etc.) cross-referenced to TripActions bookings data

Source of inventory (Direct, consumer, etc.)

L2/L3 card data such as e-ticket number, passenger name, etc. which will be cross-referenced to TripActions booking data

Here's what you'll see in the Admin dashboard after you've uploaded your file:

Reading the results:

The left side of the top linesis the information from the credit card and the right side from what was booked in TripActions.

Your results will show you flights and hotels booked outside of the system at the bottomasun-reconciled line items.

Here is example data you can view:

Credit card export data

There are two main ways yourteam can book for someone outside of your organization.

Use the "Create New" option in the booking search page to create a new profile in order to complete the booking yourself.

Use the "Invite Guest" feature which allows guests to book on their own, according to the constraints you set up in the invite they receive from you.

This article will cover option #2:

Who is this feature perfect for?

Admins

Recruiters

Hiring managers

Why is this feature useful?

It's great for on-site interviews, guest speakers, and board meetings where you'd want guests to book travel through TripActions.

You don't have to obtain the travel's personal information such as legal name and birthdate.

Iteliminatesany back and forth about which flight and hotel rooms might work best for your guest.

How do I send out an invite?

If you haven't already provided guest invite permissions, see this article first and make sure your team is set up correctly.

Log into your Admin Dashboard and click on the drop-down next to your name in the right-hand corner. Select Invite Guest.

Fill out all the guests' contact information. They will have an opportunity to fill in their legal information once they receive the invite.

Fill out the event information.

Policy Level: Select what policy level you would like the guest to be categorized in. The drop-down options are default, director, executive, and custom. If you select custom you are able to put a budget for each booking.

Recommendations: You have the ability to provide flight, hotel, and car recommendations in case the guest is new to the area.

Additional Information:You can also add additional notes for your guests. For example: Please try to stay within 5 miles of our office.

Payment Method: You can allow the guest to use the company card in TripActions or pay with their own personal card.

Allowed Hotel Rates: You can limit your guest to book certain room types. With Pay Now rooms,the card that is making the booking within TripActions will be charged on the spot for the hotel. The guest will still have to present a credit card to cover incidentals upon check-in.

Review the invite and verify that the information is correct. Once you confirm, click Send Emails to All Guests on the bottom right-hand side.

Your guest will receive the invitation to the email you provided above. They will only have one chance to make the booking(s). We do this to keep your company secure so that people outside your company to gain access to your company credit card and other internal company information.

As seen below, click on "Manage Invitations" in the drop-down to view the status and more information on all of the guest invites that have been sent out.

This article is tailored for Admins who have recently configured or launched their account and want to ensure their account is fully optimized to meet their travel program goals. If you'd like to skip ahead to specific sections, click on the four links in the sidebar to the right. You can navigate to the knowledge base homepage using the link here to review any questions or topics in more depth.

There is a live, weekly webinar for admins where a TripActions Customer Success Manager will cover the topics in this article in-depth. The training webinar will cover the Admin Dashboard in detail and gives attendees time for you to ask specific questions you have. You can use the link below to sign up:

Tuesdays, Wednesdays, Thursdays 11 AM PST

Tracking Employee Signups after Launch

Tracking Signups: You can review your total signups and total user signup percentage directly within the Dashboard tab of the Admin dashboard under the Adoption section. You can also download your list of uploaded users in the Users tab to view who has registered by filtering the column `Status` to Enabled (Unregistered).

Email users who didnt sign up: You can resend an invitation to sign up for TripActions to only unregistered users by downloading and reuploading your user list and checking the box Email activation link to current pre-registered users in the Users tab. Users tab

User Permissions

General Travelers: The main consideration for your general travelers will be that they are listed under the correct policy grouping: Default, Director, Executive. This can be updated in the Users tab.

Executive Admins: If your executive admins will be booking travel for the exec team, you will want to ensure they are set up with Delegate access. This access be updated in the Users tab.

Recruiters: If your recruiting team will be booking travel for the exec team, they will need to have access to the guest invite tool, though full admin access is unnecessary. These permissions can be updated in the Users tab.

Accountants/Payroll: Some accounting teams and payroll teams need access to the Reports tab for reconciliation and rewards reporting, though full admin access is unnecessary. These permissions can be updated in the Users tab.

Managers/Direct Reports: If you prefer your managers to be ccd on all bookings and out of policy notifications for their direct reports be sure you have all of your manager emails listed for their direct reports in the Users tab and that the cc on all bookings functionality is enabled in the Company Settings tab.

Travel Approvers/Direct Reports: If you prefer to have both a travel approver and manager review out of policy bookings be sure you have approver emails listed for all users in the Users tab to do so.

Exec Teams: Some companies prefer to give the exec team access to the Dashboard tab so they can review high-level travel expense/savings trends and metrics, though full admin access is unnecessary. This access can be configured in the Users tab.

Policy Configuration

Configuring your policy for launch: The key factors from your travel policy settings that will impact your travel expenses are lead-time for flights, max cabin class for flights, and max price for hotels. This said, we recommend mirroring your existing travel policy guidelines when configuring policy in TripActions so the transition to using the tool is more seamless when you first launch to your team.For example, if you know there is a lot of last-minute booking needed for your business travel, ensure travelers with this need are in a policy grouping with a flexible lead time constraint.

Using data to update your policy in the future: In the future, you can use data to justify making more conservative or aggressive tweaks by looking at reporting at the user level from the Reports tab or total out of policy bookings in the Dashboard tab.

Company Card and Expensing

Company card setup: Ensure your company card is set up with the preferred access/settings are set up correctly. You can limit company cards to specific users and/or mandate its usage for specific booking types (i.e. flights) in the Company Settings tab.

Expense system connections: Ensure your company expense system is connected with TripActions in the Integrations tab.

Data and Reporting

Traveler fields completed at checkout: You can have your travelers fill out fields at checkout to provide increased transparency into the purpose of the trip. You will be able to aggregate total travel expenses on fields your travelers select at checkout by downloading a report from the Reports tab. Many companies upload client lists or project IDs for this reason which can be done in the Company Settings tab.

Userlist fields: TripActions will automatically aggregate your travel expenses by the userlist fields `Department`, `Region`, `Subsidiary`, and `Cost Center` in the bookings reports which can be downloaded in the Reports tab. Youll want to ensure any additional user-based fields you would like to report on are accurate and updated for all users in the .

TripActions Needs:

OneLogin tenant name: (e.g. company.onelogin.com if the URL you use to access OneLogin is https://company.onelogin.com ).

OpenID Connect Client ID: Public Identifier for OAuth (will look something likea239d6a8-f1c1-4f49-8338-7efd0de18ff8).

Indicate whether you would like logging in with your OneLogin SSO to be optional or mandatory.

Recommendation: Making it mandatory will add an extra layer of security to your team that we encourage. Optional will also work to help people login quicker than they would be having to enter theiremail and password every time.

Email this information to your Customer Success Manager or to [email protected].

How to Configure the Integration and Pull the Client ID:

Login to OneLogin as an Admin and select Custom Connectors". https://app.tripactions.com/app/user/openid-connect/return

Click on New Connector.

Update the following information:

Name: TripActions

Icon: Add images

Assets for images:

TripActions Primary Logo

TripActions Icon

Sign On Method: OpenID Connect

OpenID Connect

Redirect URL:

Login URL: https://app.tripactions.com/openid-connect/onelogin/[TeNaNt_NaMe]*/init

*[TeNaNt_NaMe] in the URL above is just placeholder for your actual tenant name,pleasemake sure your [TeNaNt_NaMe]is correct in this URL.

Click More Actions and add app to connector. Name that app "TripActions".

Once the app is created, click edit and go into SSO. There you will copy and sendthe Client ID to your TripActions representative for final configuration.

TripActions supports the widely adopted SAML 2.0 standard for single-sign-on as a Service Provider.

What does it do?

TripActions can integrate for single-sign-on with any identity management service that supports SAML 2.0, such as Microsoft ADFS and Salesforce

Why is it valuable?

Single-sign-on means that your travelers can log into TripActions without having to remember a separate password. This is both convenient for your travelers and eliminates a cybersecurity risk.

How do you integrate these services?

Get admin access to your companys identity provider service that supports SAML 2.0. This is typically managed by the IT department.

Contact your TripActions Customer Success Manager to request the integration.

Be prepared to provide the Name, Metadata XML, and Audience of your identity provider service.

You will also need to configure SAML on the identity provider side. Please check with your identity provider for details about how to do this. Helpful links to 3rd-party instructions for some popular services are provided below - TripActions is not responsible for this content.

Microsoft ADFS

Salesforce

Okta

Good news! TripActions integrations with Namely.

In order for TripActions to configure the Namely Integration, we will need your

company code and permanent access token.

Please email these two items to back to your Customer Success Manager so that we can

have your team in the system quickly.

Please note- If this permanent access token is generated by someone who has *full admin

access* it will send social security info, salary information, etc. which you should

not provide to us and is not needed in any way.

The solution is simply having the token generated by a user who only has access to your

basic info (name, department, manager, region, job title, email, etc.)

The sync occurs once a night.

Here's how to get this information:

Company code (if domain in the following example is tripactions.namely.com, thenthe company code is tripactions")

Permanent Access Token

This can be generated by logging into Namely, under API > Personal Access Tokens > Enter Name > Create.

Then create the token:

Then it will be stored here:

If you and your team use Google to log into your accounts normally we can set this up quickly.

We'll just need to know if you'd like this to be mandatory or optional for everyone when singing into their TripActions account.Please email [email protected]

Recommendation: Making it mandatory will add an extra layer of security to your team that we encourage. Optional will also work to help people login quicker than they would be having to enter theiremail and password every time.

Good news! You can connect yourMicrosft login credentials to your TripActions account.

To do this, we'll need your Office 365 tenant name and if you'd like this to be optional or mandatory. Email these two pieces of information to [email protected] and wewill set this up for you.

Tip: The tenant name is the 'tripactions' part of tripactions.microsoft.com that was chosen when your company signed up for Office 365.

If you're not sure where this is your IT person or Microsoft can help you locate this information or follow these instructions from Microsoft to locate the info.

Overview

TripActions aims to make business travel a breeze, taking care of our travelers every step of the journey. To ensure that were reaching our users with important information in a way that best suits their unique needs, weve brought TripActions notifications to Slack!

How it works

Admins can enable the connection to Slack from within TripActions in four quick steps:

Click on the menu in the top-right corner of the TripActions web app.

Choose Integrationsfrom the drop-down menu.

Scroll down to the Slack section.

Click Add to Slack.

Once an admin has activated this feature, users can opt-in to receive alerts via Slack in addition to the updates available by email, SMS and push notification.

The next time a user receives an alert, they will also receive a message from TripActions in Slack asking if theyd like to receive travel-related notifications via Slack. Once a user has opted-in, they will receive reservation updates, check-in reminders, information about flight delays and cancellations, and any travel approvals that need their attention.

Get help

Type help at any time for assistance with the TripActions notifications app. For travel support, chat or call us through the TripActions app any time on mobile or web.

View our Privacy Policy .

You and your company have decided to make the change to manage travel with TripActions which is great!

You'll find that there are three reactions when you ask people to make any type of change:

Those that make the change right away

Those that need a reminder to change their old habits

And those who don't want to make the change

Well address the concerns of the third group bysharing some common flight and hotel objections along with how to handle them.

Before we share that however, we find that the points below are a good starting point to keep in mind when handling objections as the admin of your account:

TripActions is a marketplace that provides your team with vast choices.

Flight prices come directly from the airlines.

Hotel prices come from many sources including direct from hotels.

Ok, so now that we've shared that, here are some of the general complaints you might encounter as you start to successfully manage your travel program.

Flight Objections:

Price comparisons

Missing inventory in TripActions

Flight booking fees

Airline status and points

Missing TSA number

Hotel Objections:

Hotel loyalty points

Date changes

Price comparisons

Payment options

Non-refundable rooms

Flight Objections:

Here's what we hear and how to handle them:

Price Comparisons: "I can book the flight cheaper elsewhere"

TripActions gets their pricing & inventory directly from the airlines. While there may be examples of third-party resellers of flights from time to time TripActions will have parity with airline websites.

The price differences from these third-party sites can show a higher price when attempting to make the booking as they often show pricing from an older set of cached information that refreshes to current pricing when you click book.

Generally speaking, over the course of a year, you'll find that even if a few flights are slightly more expensive you'll still see consistently higher savings when managing your travel spend on one platform. The transparency provided by all your company's travel spend will provide clarity on how and where to improve your flight spend at the company, departmental, and individual level. This is where you'll be able to make decisions that help your company's travel spend in the most effective way.

Missing inventory in TripActions: "I can't find the exact flight I know is on United.com"

If you use the departure sliders or search for the flight number to narrow the results you should find your flight. And as long as the flight isn't sold out, it's in TripActions.

Sometimes the exact flight isn't surfaced at first because the algorithm is showing similar times from different carries at better prices to help nudge your team into spending wisely.

Flight booking fees: "Idon'thave to pay booking fees when I pay directly with the airlines or third party sites"

The company is ok with this charge as a way to access TripActions' deals, support, reporting, and platform as a managementdecision.

Your company can also prepay the booking fee for the year as an option if you find people are deterred by this nominal charge for flights.

Airline status and points: "My airline points & status didn't come through"

As long as your loyalty number was filled out in your profile in TripActions your status will come through and you'll see premium seats at checkout.

An important tip for your team is here is that their legal name should be matching across all of their loyalty points, TSA, and TripActions profiles. Putting Bill instead of William can occasionally cause the provider to deny points or deny a TSA number coming onto their ticket.

Missing TSA number: "TSA pre-check did not come through"

Your TripActions traveler information in your profile must match the government issued ID that you signed up with the US Dept. of Homeland Security.

Hotel Objections:

Here's what we often hear and how to handle them:

Hotel loyalty points: "TripActions won't allow me to earn my hotel points"

TripActions is a marketplace where a single hotel may have rooms being sold by many different providers who do offer points if that choice is important to your traveler.

It's always clearly defined during the search if points come with the room or not before committing to booking anything.

The room they are choosing is probably a non-refundable room and is likely one of our "special deals". Those rooms will offer the largest amount of savings to your company and are typically discounted to the point where the hotel doesn't want to offer loyalty points. The rewards incentives in TripActions is designed to help your travelers want to choose these type of rooms more often and save your company more in the process.

Date changes: "I can't change the dates for my room"

As long as they didn't book a non-changeable/non-refundable room they can either cancel and rebook or talk to our support team to get the dates they are looking for.

Every room clearly shows if the room is a pay now or pay at the hotel room and will also show if any changes are allowed to the room.

Price comparisons:"I can get better rates when I go directly to the hotel"

TripActions gets hotel room pricing directly from the hotels and we layer in pricing from third-party rates including rates not available on the web. Those rates will help your company save the most on your travel spend and are labeled "special deals" at the time of booking.

"Set Codes": Sometimes you'll find that a traveler is using corporate codes from companies that they don't work for that are often from Fortune 500 companies to access those companiesnegotiated rates. Since those rates aren't owned by your company,we're not legally able to upload them to our system. There should be a room being sold at that same hotel property or one close by with a "special deal" that will offer a more than a competitive rate that your traveler can choose to help save your company money.

Payment options: "I booked this on the company card and the hotel telling me I have to pay with my personal card"

This is because your traveler chose a 'free cancellation' room which means the company credit card can only hold the room. This is due to the hotel's rules for that room and would apply even if booking with Marriott.com directly for example.

If your traveler doesn't want to be reimbursed you can contact the hotel and ask for their preferred method of a credit card authorization form to prepay the room for your traveler.

Incidentals will always have to be paid with a card in your wallet regardless if it was a 'pay now' vs a 'free cancellation' room.

Non-refundable rooms: "I can't get a refund or change the dates for my hotel booking"

If a room was non-refundable at the time of booking there is often very little chance of being able to change the dates or to receive a refund if canceling the room.

Even though this is the case buying these rooms often over the course of the year still means your company will still save overall as these rooms are typically 20-60% cheaper than normal rates. So cancellation them and losing the booking still will be in your favor when looked at from the program level.

And don't forget our other getting started guides:

Account setup tips

Launching TripActions to your team

Handling Traveler Objections

Also, if you're interested in knowing more there is a more in-depth set of articles in the Administration section of your TripActions knowledge base.

Whether you're introducing 5 people or 100 people to TripActions, we understand that launching a new or unfamiliar tool can be a difficult task.

The two questions in this guide are designed to help you introduce TripActions to your companyin a meaningful way.

What's a good way to announce TripActions to my team and do you have an email template I could use?

What type of training do you offer my travelers and how do I sign up for this?

Launching TripActions to your team

Making the announcement

What's a good way to announce TripActions to my team and do you have an email template I could use?

We have a professionally written email template used by hundreds of executives. You can use this template to successfully launch TripActions to your team.

The email template will convey:

Executive sponsorship - Sending the announcement from an executive shows your commitment to your travel spend goals.

Direction- Let your team know if they haven't already booked a trip at the time of the announcement that they should start booking in TripActions to save the company money on travel.

Purpose - Youll help the team align around a common purpose by sharing the value you see in TripActions.

Here are two professionally written templates for programs launching with and without rewards with the link to signup for your company's account:

With rewards launch email template

Training Opportunites

What type of training do you offer my travelers and how do I sign up for this?

You can sign your team up for a 20-30min weekly traveler Q&A session to help your team learn a few tips and tricks in TripActions.The Q&A will highlight the value in TripActions from the point of view of the travelers and give them a chance to ask questions so that they build confidence in TripActions.

Pro Tip: We recommend your team attend a session the week after you announce TripActions to your team so that everyone has signed up and ideally booked a trip. Your travelers will get more out of their time in the Q&A if they have already signed up and are already familiar with TripActions before the call.

Here are the links to sign your team up. You'll just need to choose the time that works for you and forward the calendar invite to your team.

Programs with rewards:

Thursdays @1pm PST

Fridays @10am PST

And don't forget our other getting started guides:

Account setup tips

Launching TripActions to your team

Handling Traveler Objections

Also, if you're interested in knowing more there is a more in-depth set of articles in the Administration section of your TripActions knowledge base.

How do add a booking to an existing Trip Name?

When you make a booking, our system will recognize that you have a pre-existing booking to that location and it will prompt you to Add to existingtrip, thus avoiding a duplicate Trip Fee. (But you still have the option to Create New Trip and a Tripfee will be charged.)The notification you will receive to Add to existing trip will look similar to this:

Alternatively, you can go into an existing trip in the Itineraries tab and click + "Add to Trip", so that a new booking will fall under this Trip.

TripActions Administrators have the ability to disable a user account. You can do so via the Users tab in the Admin Dashboard.

Go to the Users tab.

Search for the user's name and click on theirname.

Click on the gear to the right of the user's name and select Disable.

The user will now no longer have access to TripActions but their data will remain the platform; it is not possible to delete a user from the platform completely.

Navigate to the Users tab in the Admin Dashboard.

Locate the employees name you wish to grant Admin access and click the user field column Role.

ToggletoGrant admin access.

Navigate to the Users tab in the Admin Dashboard.

Locate the employees name you wish to grant delegate access and click the user field column Role.

UnderDelegateselectwhether you would like to allow the employee to manage travel for Selected Users only or for Everybodyin the company.

Click Save.

When an employee leaves the company before taking the flight they booked on TripActions, this should be considered a 'sunk cost'. However, if the ticket was purchased less than 24 hours prior to termination you can void the ticket without any penalties from the airline.

Do note the following:

The ticket is always attached to the person's name and can't be transferredto anyone else at your organization.

The terminated employee can still take this flight for whatever reason unless you cancel it with our support team.

The terminated employee could pay the change fee (typically $200) and then use whatever remaining funds that might exist to apply to another ticket in their name.

Here's how to cancel the flight:

Go to the "Itineraries" section.

Search for the traveler's name in upcoming trips and find their specific trip that should be canceled.

Click on Support and copy the Booking ID.

Contact support via chat, email, or phone and share the flight's booking ID and confirm that it should be canceled.

If the Expensify integration has been enabled on the "Integrations" page, users can expense travel directly to Expensify. The TripActions invoice for their trip will be pushed to Expensify.

Click on Itinerariestab.

Open the Trip you'd like to expense.

ClickExpenselink at bottom of trip summary.

A confirmation window will appear confirming that the invoice should be expensed to Expensify.

You can set up fields that your team will have to fill out at checkout. This will provide more robust reporting in the future and allow you to measure travel ROI.

To create these custom fields:

Go to Company Settings in the Admin Dashboard and scroll to the bottom.

Check the box next to any field to make them live.

Click edit next to the field to create a custom title.

You can add a list of pre-populated options for users to select or you can make it so that they need to insert a free-form response.

Any custom field you activate will be mandatory tofill out at checkout.

If your organization is frequently visiting clients and needs to bill invoices to your clients, then we recommend enabling the "Bill To Client" field. Bill to Client will appear on the main search page and checkout. Your travelers will be able to insert the name of their client or select their client in the pre-populated list. The clients inputted will then be populated in our reporting. Do note that rewards are disabled for this option.

You are able to have all bookings go to any email of your choice in addition to the out-of-policy emails that you can set up for your account.

Pro Tip:If youd like to make sure your account is set up correctly for out of policy emails read: How do I make sure my approvals for out of policy bookings are set up correctly?

Heres how to set up an email to receive all bookings:

Click on the carrot dropdown on the upper right of the page.

Click on the "Integrations" option.

Enter the email in the field under "Send a copy of all bookings to the email address below" in the upper left and click save.

From this point forward, every booking will go the email you've entered.

You can make one or more credit cards available to your team to book and/or reserve their travel through TripActions. These userswon'tbe able to see the full information of the card, just the last 4 digits. You can restrict which department, region, cost center, and subsidiary can leverage each card. Heres how to set up a company card:

Go to the "Company Settings" tab in your Admin Dashboard.

Select "+ Add new card".

Decide which department, cost center, region, subsidiary should have access to this card. You can enter the same card twice if its needed for one than more department.

Mark this card as either mandatory, available, or not available for flights and hotels (see our recommendations below).

Click Save

How to remove or edit an existing credit card:

Scroll all the way to the right of the saved credit card.

Click Edit or Delete.

TripActions recommends the following for company card setup:

Flights: "Mandatory" and "Available" are great options for flights because your flight will be booked and charged on the spot. The traveler will not have to physically show the credit card at the airport. Pro Tip: Choosing "Mandatory" for flights will allow your accounting team to easily leverage the TripActions's reconciliationtool. The tradeoff is that it can block people from earning points if they have a credit card that earns them points when booking flights. Your travelers will still earnloyalty points for being onthe flight - they just cantdouble dip if they pay with the company credit card.

Hotels: We recommend that you set your card to Available" or "Not Available" for hotels. The reason is that more than 80% of the hotels available in our marketplace offer the pay at hotel vs. the pay now" payment option.If your travelers are solely going to be using the corporate card for travel, they should book hotel options that have the "pay now" payment method so they do not have to have the card on hand when booking. "Pay at hotel" options will require your travels to present the form of payment they used to book in person or have your company fill out a Third Party Credit Card Authorization form to complete the booking.

The TripActions app can be set up with a company's Direct Bill account with car rental companies such as Avis, Budget,National, and Enterprise. Hence, enabling the usage of the feature in the TripActions app for their employees and other users to utilize when making car rental bookings.

Set Up

As an Admin, you can turn Direct Bill option on or off on a user-by-user basis. Each user must be manually turned on or off. These settings are controlled exclusively by Admin.

Go toTeam.

Search byTraveler name.

Click on Loyalty Clubs.

Check or uncheck the box forDirect Bill.

Steps to add a Loyalty Club in Profile

With Direct Bill set up, a user can enter their car rental loyalty clubs within their ownProfile and can select the Direct Bill option, if desired, and enabled by an Admin.

Go to Profile.

Click on Payment & Clubs tab.

Enter the name of the Loyalty Clubin the Loyalty Clubssearch box.

Once Loyalty Club name is selected, enter Loyalty Club number.

CheckDirect Bill box (if desired)

There is an option to turn on/turn off the Direct Bill option by using the checkbox.

If Direct Bill is turned off, the loyalty club number can be applied to a car booking.

If the traveler uses the Direct Bill, they cannot apply their car loyalty memberships to the booking in TripActions.

Steps to make a car booking using Direct Bill

Go to the Cars Search tab.

Select Cars by Airports or Cars by Location.

Enter the pickup and drop off details, Dates and type a name to Add Driver and select from the dropdown.

Click Search

Search results will display available car rates for all car rental agencies.

If desired, a filter can be applied located on the left side which will only display results available with Direct Bill by selecting Direct Bill Available.

Results will redisplay car rental rates available for Direct Bill.

Select the desired option to proceed to the Book page.

Direct Bill will be shown on the Book page.

Click Book This Car to place the booking and receive an email confirmation.*Note:A personal credit card needs to be on file but it will not be charged for the booking.

Each month, the rewards that your team earned will be sent over as an invoice and billed on the 20th of each month. For more information, please view the following article:

Whenare rewards billed each month?

You'll find three options on how to pay for these invoices in the Company Settings tab of your Admin Dashboard:

here

Once you choose a reward payment method, the section will expand allowing you to enter in the needed information:

Only admins have access to this section of the platform. If you are not already an admin, you can have one of the admins of your company grant you access as shown .

If you have anyone on your team that is both bookingand managing other people's travels this 25-minute webinar will help them get the most out supporting their travelers.

Your EA's and Delegates will spend 25-minutes with a TripActions expert who will cover the following topics:

Booking and savings tips

Making changes for your travelers

Getting the most out of support

Managing trips in progress

Here is the link to sign up for this webinar:

Every Tuesday at 12:30 pm PST

Make sure that as the admin of your account you've given them delegate permissions before the call. You can learn about granting this permission here:

Executive assistants - how can I configure their account so they can manage other people's travel?

Your company's TripActions Managers have the option to receive a copy of all bookings so they know where and when their team is traveling.

To set this up:

Go to the Admin dashboard

Visit the "Company Settings" tab

Scroll to the bottom of the page to the "Manager email preference" section

Toggle the feature on

You can also exclude certain managers from these emails if some managers want to opt out of it. Managers will still receive out of policy emails even if this feature is turned off.

The moment you disable the user's account, the user will not have access to TripActions and their rewards. They will not be able to redeem the rewards they've earned.

These rewards will be credited back to your company on the following billing cycle for earned rewards.

For more information, please view: How do I disable the account of an employee who left the company?

You have the ability to configure three separate groups (default, director, executive) of hotel policies in the Policy tab and then to assign any of your users to the policy configuration. When configuring your policy for each of the groups, you will want to think strategically about how to blend your travel program goals for savings with your traveler's expectations and needs for business travel.

Below is a screenshot showing taken from the hotel policy page where you can determine your policy limits for each of your policy groups. Any booking that violates your set policy or the algorithm will trigger an approval process unless your company has that requested to not have this feature on.

You can learn more about approvals in the article below:

How do I make sure my approvals for out of policy bookings are set up correctly?

How doI invite new users?

Assigning travelers to a policy:

Each personin your user list should already be assigned a policy level of either default, director, or executive when they were set up in youraccount. If you haven't already assigned policy levels to each person and would like to learn how please see step 2 of

We recommend bucketing your travelers together by their travel habits and travel requirements for your business. For example, if you have a sales team who is frequently required to book a trip on short notice to meet with prospects, it might make sense to group them into their own policy so you can tailor the out-of-policy lead-time threshold accordingly.

Understanding maximum price, fair market price, and price to beat:

If you elect to set a maximum price for your hotel policy, this will affect what displays as the fair market price or "price to beat" on the hotel search results page. The definition of these terms is listed below.

maximum price: Maximum allowable price for a booking to be in policy. If this is set as $0 in your hotel policy, the maximum allowable price to be in policy will be dynamically determined by the TripActions algorithm at the time of a search.

fair market price: Algorithmically determined fair market price for the available inventory at the time of the search of results that are viable for business travel. Note: it is possible to book above a fair market price and to be in policy if the maximum price is above the fair market price.

price to beat: The price that displays travelers must beat in order to earn rewards or save the company money. The price that displays here is the lower of either the maximum price or the fair market price.

You now have TripActions algorithmically determining the price to beat for your traveler's searches which will display at the top of the results page after your travelers conduct a search. Let's use an example of how this algorithm would work if we were to search for hotels in Manhattan over the course of several weeks:

If you set your maximum price to $300 and the algorithm determines the fair market price is $333 then your $300 maximum price will override what's considered fair at that given moment and display as the price to beat. But if the algorithm determines that the fair market price the following week is $233, then the $233 fair market price will display as the price to beat.

If you set the maximum price to $0 the algorithm will take into account whats fair in Manhattan during any given search and determine what would be in policy and out-of-policy for that search and list results. The fair market price will always display as the price to beat in this case. TripActions will automatically list options which are far more expensive than the dynamically calculated fair market price as out of policy.

Setting maximum price:

Our suggestion here is to treat the maximum price as the cap you'd be comfortable paying anywhere generally speaking for the group of users in that hotel policy. A list of recommendations to consider are detailed below:

$250 a night is the lowest we recommend setting as your maximum price if you are staying in the bigger cities in the U.S.A.

If you know youdon'tstay in those bigger cities then a lower number can make sense depending on where your team is traveling the most.

If there is a specific destination frequently traveled, you can set a location-specific policy.

Setting the maximum price too low can result in it being difficult to earn rewards without having to stay in lower quality hotels and make people feel like they are out-of-policy even though they're making a good choice for their booking.

Some companies think of the maximum price as more of a notification system than a company policy and communicate this to their team of travelers. They would like to be notified when a booking comes in over the maximum allowed price to be in policy but understand there are cases when it may be difficult to find something viable under the price.

Setting lead time:

Hotels are unlike flights in that there are many more opportunities for savings even if you book close to the time of travel. The only case where lead time will significantly affect the prices in the market is if there is an event in the location over the time of travel that is causing less inventory to be available such as a conference or holiday.

Remember that if a booking is made that is out of policy, it will not be eligible to earn rewards. For this reason, we recommend leaving the lead time at zero because your team will still be able to save the company money for last minute bookings and be eligible to earn rewards while doing so. If you set a lead time for 7 days, and the booking is made 6 days out or less the booking will not be eligible to earn rewards so the traveler will be less incentivized to book something far below the price to beat.

Setting cancellable rooms:

You can choose to set non-refundable rooms as out-of-policy by checking this box.We recommend leaving this unchecked. This is because free-cancellation rooms are typically more expensive than non-refundable rooms so it may not lead to more savings in the long run if you mandate booking free-cancellation rooms. Additionally, you limit the options which are eligible to earn rewards by listing all non-refundable rooms as out of policy so your users will have less incentive to book far below the price to beat.