Travel Booking

1. Travel Desk (Employee App)

1.1 Overview

The Travel Desk app allows employees to submit travel requests for official purposes. The request goes through an approval workflow involving the employee’s manager and the admin.

1.2 Submitting a Travel Request

1. Open the Travel Desk app.
2. Fill in the following details:
• Customer/Vendor Name
• Purpose of Travel
• Number of Persons
• Name of Each Person
• Travel Date & Time
• Return Date & Time
• Pickup Address
• Pickup City
• Travel Address
• Travel City
• Drop City
• Notes (Optional)
3. Click Submit Request.
4. The request will be sent to the manager for approval.

1.3 Approval Process

• Once submitted, the request is sent to the manager via Teams and Outlook mail.
• The manager can approve or reject the request.
• If approved, the request is forwarded to the admin.
• If rejected, the employee receives a rejection email.

1.4 Viewing Request Logs

• Employees can check the status of their requests under Request Logs.
• Status indicators:
• Pending: Awaiting manager approval.
• Approved: Approved by manager and forwarded to admin.
• Rejected: Rejected by the manager or admin.

2. Travel Control (Admin App)

2.1 Overview

The Travel Control app is used by admins to manage travel requests, assign vehicles, and approve or reject requests.

2.2 Receiving Approved Requests

1. Once a manager approves a travel request, the admin receives an Outlook email notification.
2. The approved requests are listed in the Pending Requests section.

2.3 Managing Travel Requests

1. Click on a request to view detailed information.
2. Available actions:
• Select Vehicle: Assigns a vehicle to the request.
• Reject Request: Declines the request.
• Approve Request: Finalizes the travel arrangement after vehicle selection.

2.4 Vehicle Selection Process

1. Click Select Vehicle.
2. Choose an available vehicle from the list.
3. If no company vehicle is available, use the Manual Car Arrangement option to:
• Enter alternative travel details (e.g., train, flight, rental car).
• Attach necessary travel expense documents.
4. After selecting a vehicle, the Approve Request button is enabled.

2.5 Final Approval

1. Click Approve Request.
2. The request is removed from the pending list.
3. The employee receives a confirmation email with travel details.

2.6 Handling Rejected Requests

1. Click Reject Request.
2. Provide a reason for rejection.
3. The employee receives an email notification.

2.7 Request Logs

• Admins can track all approved requests under Request Logs.
• When a vehicle is returned, the admin can press Key Submit to update the system.
• Detailed logs are available for review.