Travel & Bookings

The travel module in Paygap handles registration, policy checks, and approval workflows for business travel, as well as the allocation of virtual cards for seamless booking.

The module consists of the following key areas:

Travel Profile: Every employee can manage their personal travel preferences under settings, including passport details, dietary requirements (e.g., vegetarian, gluten-free), and loyalty program numbers for airlines, trains, and hotels. This information is stored securely and simplifies bookings.
Travel Policy (Settings): Administrators can define one or more travel policies. Policies can apply organization-wide or be scoped to specific legal entities and departments. The policy defines rules such as allowed booking classes (e.g., economy vs. business) and maximum budget limits per hotel night.
Approval Groups: To manage who must approve a travel request, administrators can set up approval chains. A chain can consist of one or more managers/approvers who must sign off on the request sequentially (e.g., line manager followed by HR director).
Submitting a Travel Request: Employees can submit travel requests in the app by specifying the destination, purpose, travel dates, transportation type (e.g., flight, hotel, train), and an estimated budget in SEK.
Workflow & Virtual Cards: Submitting a request triggers the designated approval workflow. Managers and other approvers in the chain are notified and can approve or deny the request in-app. Once a travel request is fully approved, a virtual payment card is automatically issued and pre-loaded with the approved budget, allowing the employee to complete the booking.