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Administrators have the flexibility to create multiple travel policies to suit your company's travel preferences. You have the option to choose a specific travel policy to apply to each meeting you create, ensuring that it aligns with your company's travel guidelines.
⚠️ Only one policy can be applied per meeting.
Access your travel policies
Navigate to the right sidebar and locate your travel policies by clicking "Settings" under your name.
Create a New Policy
Click on "+Add a policy"
Begin by naming your policy
You can select one travel policy as default to be pre-selected when you create a new meeting. We suggest choosing the one that aligns most with your usual travel preferences.
After that, there are three main settings you need to set up: transport accommodation and providers.
Follow the steps below to establish your travel policy:
1. Transport
For now, we only have Aircraft available as a transport option.
- Specify arrival and departure times for attendees.
In the future, you will have the option to set distance limits for the platform to select a flight over other transportation options.
- Cabin Class: Select the cabin class attendees are allowed to travel in.
If you choose multiple cabin classes, a feature called "Policy Class" will appear, enabling you to upgrade the cabin class based on the total leg duration. If you do not select this option, TROOP will display all available flights in the chosen cabin classes.
- Alliences & Carries
Customize your preferences by choosing to exclude, include, or prioritize the various alliances that are available. By clicking on each alliance, you can view and choose which airlines to include.
2. Accommodation
Unlike flights, the tool does not pre-select an accommodation for the destinations analyzed but gives an average cost of the hotels available.
- "Optimize hotel proximity to." Select where the hotel must be located.
- "Types of accommodation available." Select the hotels you want the tool to showcase.
- "Apply hotel cap." Enable this option if you wish to view only hotels that are within the city and country price limitations.
- Star Rating: Select the minimum and maximum star ratings.
- Cost Calculation: Indicate how many hotels you want to consider and the distance radius from which to calculate the average cost of accommodations.
The distance range will be affected by how you decide to optimize hotel proximity (city, office, airport)
The star rating will affect how TROOP calculates the average hotel cost for each destination. TROOP will only analyze hotels meeting that rating criterion and provide an average based on that data.
🔥 If you want a broader choice of hotels, don't select any option in "Types of accommodation available." When looking at the accommodation details for a meeting, narrow down the options by using the filters available.
💡 If you haven't uploaded your preferred hotels and hotel caps and are interested in doing so, contact your Customer Success Manager for more information.
3. Providers
2.3 Data Providers
You have the option to choose between different data providers for flights and accommodations.
🔥 To expand the results, it is advised to choose all available suppliers.
When you are done editing the 3 sections, click "Create policy."
Your travel policy is ready!
🔥 You can change a policy in any new meeting you create. These adjustments will only impact the specific meeting being created.
Edit a policy
⚠️ The meetings analyzed that follow the policy edited won't be affected by the changes. You have to re-analyze them if you want to see updated results.
Delete a policy
To delete a policy, make sure it isn't set as the default.