Assign approvers (via policy)

You can use your policy settings to configure the Spotnana Online Booking Tool to determine when approvals will be required and which users in your company will have the right to approve or reject travel bookings for travelers. 

Policies

Policies may be set:

• to require approvals before a booking can be confirmed (also referred to as hard approvals) or
• to be optional and only cancel the booking if the approver declines the booking (also referred to as soft approvals). 
• to not require approvals at all.

For more details on policy settings, see Setting approval requirements.

Approval Dashboard

In addition, approvers can use the Approval Dashboard to act on pending approvals for future bookings or view past bookings and their approvals. For more details, see Approval Dashboard.

Set the approver type and approver

Approver types are set per policy. If you have more than one policy configured, you will need to configure this setting for each policy. 
All users who are set to be approvers will receive email notifications related to the bookings they are responsible for approving. 

1. Select Policies from the Program menu. The Settings page will be displayed with the Policy branch expanded on the left hand side. 
2. Select the desired policy (the Default policy is displayed by default). The selected policy will be displayed. 
3. Expand the General section. 
4. Scroll down to the bottom of the Approval section. 
5. Set the Approver type field to one of the following:
   • Employee's manager - All bookings which are set to require approvals will be assigned to the manager of the user associated with the booking. If you select this setting, you must also set a default approver in the Default approver field below. The default approver will be used for employees who do not have a manager configured in the system and for guest bookings that require approval. 
     • To select a default approver, click Add Approver and enter the email or name of the desired user in the search field that appears. 
     • Click the name of the desired user once you have located them using search. That user will be assigned as the default approver for this policy. The default approver also serves as a backup approver when the employee’s manager is unavailable. You can select more than one default approver.
   • Designated approver - All bookings which are set to require approvals for this policy will be assigned to the approver(s) you designate. If you select this setting, you must also set a designated approver in the Approver field below. 
     • To select a designated approver, click Add Approver and enter the email or name of the desired user in the search field that appears. 
     • Click the name of the desired user once you have located them using search. That user will be assigned as the designated approver for this policy. You can select more than one designated approver.
6. Select the Add employee's manager to cc checkbox if desired. If selected, the employee's manager will always be CCed on any approval emails. 
7. Click Save changes when done.