November 2025 - Release Notes

Here are the most recent enhancements to Spotnana’s Travel-as-a-Service Platform. The features are grouped by functional category (Content, Self-service, etc.).

Traveler Experience

Unified search interface

We've redesigned and consolidated the search experience into one centralized location – making it easier and faster for all users, including agents, to find what they need. The new search experience offers quick keys for enhanced navigation. Users can launch the search function from anywhere in the platform by pressing Command + K or by clicking the search icon in the menu bar.

Key features include:

• Expanded search capabilities: Search across all travelers, companies, trip names, and trip IDs from a single, central search field, with all results clearly displayed on a single screen.
• New search filters: Filter results from the search based on Trip ID, PNR, Trip Name, Booking ID, and Airline confirmation code.
• Detailed search results: Surface rich profile information including company logos, full traveler details (name, email, profile type, company affiliation, TMC), and role descriptions (Employee, Personal, or Company Guest).
• Enhanced visibility: Results now include a link to traveler profile information. VIP indicators are included directly in the results.

Multi-airport selection for flight searches

Travelers can now search for flights using multiple origin and destination airports simultaneously. For convenience, airports commonly associated with the same city (e.g.,  Dallas' DAL and DFW) are now grouped. While searches cannot span multiple metropolitan hubs (e.g., New York City and Dallas), travelers can select individual airports from different hubs (e.g., DFW and JFK) when searching for flights.

For more details, see Book a flight.

Disruption management: Automated workflow for schedule changes

With this new feature, travelers will be able to accept certain schedule changes on their own—directly from their Trips page—without needing agent intervention. If a change can’t be auto-accepted (e.g., delays over 60 minutes), travelers will receive an email notification with two simple options: Accept changes or Contact support.

How it works:

• Traveler notification: For schedule changes that Spotnana doesn’t auto-accept (e.g., a time change of more than 60 minutes), the traveler will receive an email notification.

• Self-service option: Travelers are directed to their Trips page where they can see two options:

  • Accept changes - Selecting this immediately confirms the new schedule.

  • Contact support - Selecting this routes the traveler to get help from an agent.

• Agent escalation: An agent task is automatically created if:

  • The traveler does not respond within 5 hours

  • The change involves a flight number change

  • Travel is within 48 hours

  • The Accept changes button fails to process the change

  • Other more complex rules (e.g., minimum connection time) are violated

This will initially only be available for Sabre bookings.

Assigned seating now available on Southwest Airlines

We now offer seat reservations with Southwest Airlines, allowing travelers to access new assigned seating options for flights departing on or after January 27, 2026.

Key features include:

• Advanced seat reservation: Select preferred seats in advance, choosing from both free and paid seat options.

• New seating choices: New seating options are available, including Extra Legroom seats, Preferred seats, and Standard seats.

Paid seats are only available via Spotnana’s direct connection with Southwest. For more details, see NDC and Direct Connections.

Seat information included in calendar invites and event attachments

Travelers can now see their assigned seats for all booked flights in calendar invites and ICS files (event attachments).

Simplified calendar management: Only active bookings included in trip emails

We've simplified how calendar attachments are handled in trip emails for travelers. Now, trip emails will only include ICS files (event attachments) for confirmed and active bookings. ICS files will no longer be sent for cancellations or modifications. Travelers will receive one ICS file per trip and will need to manually delete outdated calendar entries if their plans change.

For more details, see Calendar notifications for bookings, Adding trips and bookings to your calendar, and Configure direct integration with Outlook for travel bookings.

Loyalty program improvements

The traveler Profile page now allows travelers to manage their loyalty programs with the following enhancements:

• Alphabetical sorting: Hotel and car rental loyalty programs are now listed in alphabetical order (A-Z).

• New programs: Brilliant by Langham and Radisson Rewards have been added to the list of loyalty programs.

• Clear warnings: When travelers select Other to enter custom loyalty programs, a banner will appear, noting that the loyalty program info will be for reference only. While this enables agents to look up custom traveler loyalty programs if they're making a booking directly with a property, the loyalty program will not be automatically applied to bookings. 

For more details, see Edit my profile.

Profile PII protection

Enhanced privacy controls are now enabled for user profile data. These controls mask/hide sensitive Personal Identifiable Information (PII) by default.

Key features include:

• Protected fields: Sensitive data is now masked with asterisks in multiple profile sections, including Date of Birth, Mobile number, Address, Travel Documents (Passport, National ID, Known traveler number, Redress number), Emergency contact, Additional traveler info, and loyalty program details.

• Ability to toggle visibility: Reveal or hide sensitive information by clicking the Show toggle in the top right corner of each section on the Profile page.

For more details, see Edit my profile.

Help Center translated into 43 languages

Spotnana’s Help Center is now available in 43 languages, including languages written right-to-left such as Arabic and Hebrew.

Help Center topics are now available in the following languages: 
Arabic, Bulgarian, Bosnian, Catalan, Czech, Danish, German, Greek, English, Spanish (Spain & Latin America), Estonian, Finnish, Filipino, French, Hebrew, Croatian, Hungarian, Indonesian, Icelandic, Italian, Japanese, Korean, Lithuanian, Latvian, Malay, Norwegian, Dutch, Polish, Portuguese (Brazil & Portugal), Romanian, Russian, Slovak, Slovenian, Serbian, Swedish, Thai, Turkish, Ukrainian, Vietnamese, Chinese (Simplified & Traditional). 

All new articles will be translated into all the languages listed above.

For more details, check out the Help Center (and select the desired language from the top right).

Travel Management

Outlook calendar integration and sync

For clients who use Outlook as their calendar application, we’ve introduced a direct connection with Outlook calendar for Microsoft 365 users that enables seamless trip updates. This eliminates our reliance on ICS file attachments,which can be error-prone and require manual downloads..

Key features include: 

• Fully automated trip sync: Once the integration is enabled, all trip events and bookings are automatically added to the traveler's Outlook calendar and are kept current with any changes.

• Secure enterprise setup: Integrate easily using Microsoft Entra (Azure's identity and access management platform) and Microsoft's delegated access model for a secure, administrator-managed setup that meets enterprise IT standards.

• Minimal traveler effort: After the administrator enables the service, travelers will see a one-time Connect Outlook calendar prompt on their home page to authorize the secure connection. If a traveler dismisses the prompt, the feature can be enabled later through My Profile under Your connected apps by selecting Connect Outlook calendar.

For more details, see Configure direct integration with Outlook for travel bookings.

Mobile-optimized card view for the "All trips" page

We've enhanced the mobile experience for users managing travel on-the-go. The All trips page now automatically adapts to smaller screens by displaying trip information in a card-based layout instead of a table. This ensures all trip details and functionality remain accessible for administrators, arrangers, agents, and travelers, regardless of their device. Filters also remain available and fully functional across both the desktop table and mobile card views.

Speciality travel

With the introduction of Trip templates and Specialty travel APIs, Spotnana is now able to support a wide range of specialized employee and guest travel needs, such as candidate travel, intern onboarding, relocations, and training events.

Administrators can create templates for repeatable, structured travel programs – allowing them to define reusable configurations for specialty travel bookings, including unique rules for policy, payment methods, trip type, custom fields, who can book, and when bookings can be made. Using these templates, coordinators can create individual or group trips that automatically inherit the template’s settings. In addition, enterprise developers can automate trip creation at scale using our new Specialty travel APIs.

Key capabilities:

• Flexible controls: Templates allow you to define crucial trip-specific logic, including:

  • Eligible primary travelers: Company guests and / or employees.

  • Flight companions: Define the number and type of allowed flight companions (adult, child, and infant) when relevant.

  • Trip format: Defines whether the trip will be self-booked by the traveler within set parameters (invite) or not (no invite).

  • Policy assignment: Assign a specific policy to the template.

  • Profile field overrides: Set cost center, department, legal entity specifically for a trip (these fields can be set to override those assigned on the traveler’s profile).

  • Payment handling: Define payment methods as well as custom corporate discount numbers.

  • Booking restrictions: Control allowed booking types, airports, and hotels.

  • Flight time guidance: Set "arrive before" and "depart after" times on event dates to pre-filter flight results for travelers.

  • Location presets: Define destination locations, including saved Offices, Points of interest, or Hotels for optimal clarity.

  • Custom field pre-response: Preset answers for custom fields (e.g., reason for travel, project code).

  • Default descriptions: Pre-fill a template-wide message for travelers with the ability for coordinators to later edit.

  • Additional email recipients: Include additional CC/BCCs for trip or event notifications.

  • Internal notes: Include instructions to coordinators and agents.

  • Decline invitation: RSVP functionality to grant travelers a mechanism to cancel their own trip and opt out of travel when they don’t need to travel.

• Per-traveler flexibility: Coordinators can customize parameters (e.g. policy, cost center, payment) per traveler within a shared event.

• Developer-driven automation: Our new Speciality desk APIs enable enterprise developer teams to auto-generate trips at scale with pre-defined guardrails.

• White-labeled guest login: Guests receive a fully branded login and one-time-password. This workflow allows them to book their own trip with clarity and trust (while still adhering to your preset rules and settings).

This release enables structured controls, scale, and self-serve traveler booking for your most complex travel scenarios, bringing previously manual processes fully onto the Spotnana platform.

For more details, see Create a template (for events and trips), Create, publish, and manage an event (latest version), and Create trips from a template.

Specialty travel enhancements

We’ve enhanced specialty travel management for administrators and coordinators with the following updates:

• Search by Event ID: Locate event-based travel by searching by the Event ID in our global search and on our events listing page. This enables administrators to access event-related trips faster during support escalations. 

• Delete trip templates: Delete outdated Trip templates. This minimizes clutter by ensuring only relevant templates are accessible.

• Filter by modified trips: Identify travelers with trips that have been unlinked from the primary travel event with our new filter Show modified trips only. Quickly filter unlinked trips to simplify bulk editing, communication, and exception management for large events. 

Multi-select allowed airports: Coordinators can now select multiple allowed airports at once for specialty trips or events (e.g., all airports in NYC). This is available in the trip template editor, as well as within event and trip creation and modification workflows.

Payments

Priority configuration for traveler payment method

Company administrators can now define a priority for each of the payment methods available to a traveler (central cards and virtual cards). The highest priority card is automatically assigned as the default option at checkout. 

How it works:

• Priority configuration - Administrators assign optional priority values (1-10 or blank) to central and virtual cards during payment method setup, with 1 (Highest priority) clearly marked. 

• Checkout ordering - Payment methods are displayed in priority order, with the highest priority card pre-selected as the default.

• Smart conflict resolution - When multiple cards share the same priority for a traveler, the system uses a tiebreaker mechanism by prioritizing cards according to the following levels: Department > Cost Center > Legal Entity > Country > Organization level. 

• Flexible priority management - Priority values do not need to be sequential. For example, administrators can assign priorities 1, 3 and 7, allowing room for future additions without reorganizing existing configurations. 

• Non-mandatory configuration - Priority setting for payment methods is optional. Cards without assigned priorities appear after prioritized cards in any order, ensuring backward compatibility. If no priority is set for cards, there is simply no defined order in which cards will appear during checkout.

For more details, see Add a central card as a payment method, Set a payment method as required, and Add a new virtual payment method.

Virtual payment (Vpay) enhancements

We have introduced several enhancements to improve the experience of using virtual cards for car and hotel bookings.

• Flexible buffer configuration: Company administrators can now configure spending buffers for virtual cards using four options: booking amount only, booking amount plus percentage, booking amount plus fixed daily amount, or a combination of percentage and daily amount. Automatic currency conversion is supported when buffer and booking currencies differ.

• Car loyalty program restrictions: When a traveler selects a virtual card or direct billing for a car booking, loyalty program fields are automatically disabled and a clear message is displayed, preventing confusion and payment conflicts at the time of car pick-up.

• Improved booking experience for Vpay-only payments: Fares that only accept virtual pay (Vpay) are clearly labeled and are only shown to users who have Vpay access configured by their company administrator. Vpay-only payments are hidden from users without Vpay access.

• Comprehensive audit logging: All virtual card unmasking and card modifications on the Trips page are logged with detailed information, including user emails, reasons, timestamps, and old/new values, addressing compliance and security concerns.

• Traveler messaging for Vpay instructions: Companies can now add custom instructions about virtual card usage into trip itinerary emails using the existing traveler messaging feature.

For more details, see Add a new virtual payment method. 

TMC Management

Self-serve platform branding for TMCs

TMC administrators now use the OBT to manage platform branding at both the TMC and individual organization levels, reducing the dependency on the Spotnana engineering team for setup.

• Self-service logo management: TMC administrators can now upload, edit, and delete logos for the Header (desktop browser and email header), Footer (desktop browser and email footer), and Favicon (browser tab icon).

• Hierarchy of settings: A clear hierarchy is used when applying these settings. For example, if an Organization's logo has been set, it is applied, otherwise the TMC's logo is applied. If neither is set, the Spotnana logo serves as the default.

• Company thumbnail (unchanged): The company thumbnail (which appears in search results and for negotiated rates) remains managed by company administrators and is not part of the platform's white-label branding.

For more details, login to Spotnana University and see Customize platform branding images (Whitelabeling).

XML file support for document management

We've expanded the supported file types for documents attached to trips to include the .xml format. This provides more flexibility for TMCs to upload e-invoices for regulatory compliance, enabling them to apply for tax rebates and streamline their auditing processes. TMCs can now upload .xml files directly to trips through the Trips page or programmatically through the Documents API.

Agent experience

Automated ticketless carrier processing

We've enhanced our ability to support a seamless, agent-less booking flow for ticketless carriers booked through Sabre, such as Frontier, Spirit, Sun Country, and Jetstar Airways. This enables faster booking confirmations for travelers, reduces task volume in the agent Task queue, and saves time for agents. 

Key features include:

• Enhanced quality check automation- Intelligent delay in quality check routines allows sufficient time for airline record locators (PNRs) to be generated, eliminating incorrect “supplier confirmation not received” alerts. 

• Smart SSR/OSI field reading - Our system interprets airline response data from SSR and OSI fields for ticketless carriers, recognizing successful issuance without requiring traditional ticket numbers. 

Improved post-booking routines - Automated documentation and processing workflows handle these bookings end-to-end without the need to create agent tasks.

Traveler servicing notes

Agents, administrators, and arrangers can now add servicing notes directly to traveler profiles to capture specific preferences. This ensures agents have immediate access to critical traveler information and enables consistent, high-quality service across all bookings.

Key features include:

• Easy access - Notes are displayed in the traveler Profile page, within the Preferences tab for air, hotel, car, and rail and with the agent Companion view.

• Multiple note types - The ability to add notes for different travel categories: General, Flights, Hotel, Car, and Rail.

• Flexible visibility - The ability to share notes with all users or restrict visibility to TMC agent and administrator roles only.

• Full audit trail - The ability to track changes including who made them and when.

• Note editing - The ability to add, delete, and edit notes.

To enable this feature for your TMC, please reach out to your Spotnana Account Manager. For more details, see Company servicing notes. 

Automated task creation for unaccommodated flight cancellations

We've improved how agents handle flight cancellations. If an airline cancels a trip segment without offering an alternative, an agent task will now be automatically created on the task dashboard. This allows agents to quickly identify and explore alternative travel options, providing a smooth and uninterrupted journey for the traveler.

Traveler profile editing restrictions for agents

To ensure data accuracy and consistency, traveler profile fields are now read-only for agents during the checkout process. Profile updates must be made directly by the traveler. If a traveler's profile lacks necessary details, a message will appear at checkout, prompting the traveler to update their profile.

• Fields that are now read-only for agents: 

  • Name, gender, and date of birth

  • Email address

  • Travel documents (KTN, redress, passport)

  • Emergency contact information

• Allowed exceptions (fields agents can still edit):

  • Loyalty numbers: Agents can add or update loyalty program numbers, and these changes will be saved to the traveler’s profile for future use.

  • Payment cards: Agents can add a credit card that applies only to the current trip. The card will only be saved to the traveler's profile if the traveler gives consent.

This feature is available upon request. Please reach out to your Account Manager for further information.

Developer Experience

Document deletion API available for TMCs

Developers are now able to remove uploaded invoice documents from the Payment details section within Trips with our new Delete document API. This allows TMCs to address scenarios where incorrect invoices were mistakenly uploaded, improving transparency for travelers and clients during expense reconciliation.

Full API documentation is available on the Spotnana’s Developer Portal.