Use request workflows to control who can request a Trip and how approvals happen. You can start with the default setup or create a custom process that fits your policy.
Before you start
- You'll need to be on an Unlimited plan with the Trips feature included.
- By default, all users can request a Trip. You can restrict this with a custom workflow or role-based permissions if you're using custom roles.
Open the Trip workflow settings
- Log in to the web app as an Admin or Super admin.
- Go to Requests.
- Select Configure request process.
- Open the Trips tab.
Edit the default workflow
- In the Trips tab, select the More options menu (three dots) for the workflow you want to change.
- Choose Edit.
- Update the settings you need, then select Save.
Workflow options
- Who can request
- Keep the default (all users), or
- Limit Trip requests to specific users.
- Reviewers
- Choose who will review the trip requests (for example, a specific user, specific role)
- Set a multi-step review (e.g. Manager → Super admin).
Multiple workflows
You can create more than one Trip workflow. When multiple workflows are available to a requester, they’ll be asked to select the correct workflow before entering Trip details. If only one workflow applies, they’ll go straight to the Trip form. If no workflows apply (for example, the user isn’t in the allowed list), they won’t be able to continue.
Reviewer experience
- Reviewers open Requests > To review to see pending Trip requests.
- They can approve in full or split the transfer so pre‑trip items are funded now and the rest on the trip start date.
- They choose what to do with unused funds and whether to keep or block the card after the trip.
Note: End-of-trip rules trigger automatically 12 hours after the trip ends.
Troubleshooting
- A user can’t see Trip Request as a request type: Check that Trips are enabled on your plan and confirm the user is included in at least one Trip workflow as a requestor. If you're using custom roles, check that the Trip permission is correctly set for the role.
Use request workflows to control who can request a Trip and how approvals happen. You can start with the default setup or create a custom process that fits your policy.
Before you start
- You'll need to be on an Unlimited plan with the Trips feature included.
- By default, all users can request a Trip. You can restrict this with a custom workflow or role-based permissions if you're using custom roles.
Open the Trip workflow settings
- Log in to the web app as an Admin or Super admin.
- Go to Requests.
- Select Configure request process.
- Open the Trips tab.
Edit the default workflow
- In the Trips tab, select the More options menu (three dots) for the workflow you want to change.
- Choose Edit.
- Update the settings you need, then select Save.
Workflow options
- Who can request
- Keep the default (all users), or
- Limit Trip requests to specific users.
- Reviewers
- Choose who will review the trip requests (for example, a specific user, specific role)
- Set a multi-step review (e.g. Manager → Super admin).
Multiple workflows
You can create more than one Trip workflow. When multiple workflows are available to a requester, they’ll be asked to select the correct workflow before entering Trip details. If only one workflow applies, they’ll go straight to the Trip form. If no workflows apply (for example, the user isn’t in the allowed list), they won’t be able to continue.
Reviewer experience
- Reviewers open Requests > To review to see pending Trip requests.
- They can approve in full or split the transfer so pre‑trip items are funded now and the rest on the trip start date.
- They choose what to do with unused funds and whether to keep or block the card after the trip.
Note: End-of-trip rules trigger automatically 12 hours after the trip ends.
Troubleshooting
- A user can’t see Trip Request as a request type: Check that Trips are enabled on your plan and confirm the user is included in at least one Trip workflow as a requestor. If you're using custom roles, check that the Trip permission is correctly set for the role.