Approve or decline a booking

If you have been designated as an approver within your organization, you will receive emails when travelers make bookings. 

Depending on how approvals have been configured within your organization, some or all booking types may require approval to proceed. Whether the booking is in or out of policy may also affect whether approvals are required or optional. Also, who is responsible for approving bookings will be based on the policies that have been configured for your organization. For more details, see Setting approval policies and Assign approvers (via policy).

Approvers receive emails when travelers within the organization make bookings (even when the approval is only optional). The content of the approval email will differ slightly depending on whether the applicable policy has been set to hard (required) or soft (optional) approvals (see Set approval type for more details). 

For bookings that require approval (hard approval)

• You will receive an approval email. The email will contain a link prompting you to approve or deny the booking. Once you click on that link, you will be routed to a page within the Spotnana Online Booking Tool. That page will present you with two buttons (Approve, Deny) along with details on the booking to help you make the decision. Click the relevant button. 

• Shortly before the booking is about to be canceled, you will receive a reminder approval email (if you have not already approved or denied the booking yet). 

• If you take no action, the booking will be denied and canceled. 

For bookings where approval is optional (soft approval)

• You will receive an approval email. The email will contain a link prompting you to deny the booking (if you take no action, it will be approved by default). Once you click on that link, you will be routed to a page within the Spotnana Online Booking Tool. That page will present you with a single Deny button along with details on the booking to help you make the decision. 

• If you take no action, the booking will be approved and proceed. 

Penalty-free void periods:
- For most airlines, air bookings for any flights originating or arriving in the U.S. can be cancelled without penalty fees within 24 hours of the booking being made so long as the flight is at least 7 days in the future. 
- For flights fully outside the U.S., most flights can be cancelled penalty free within the same day they were booked.