How to Approve a Pending Booking on Swile Travel

This article is for Swile Travel approvers and administrators. As such, you may be required to approve or reject your colleagues’ bookings. You’ll receive an email when it’s your turn to review a booking. If you’re involved at the second stage, you’ll get the email after the first approval. All pending bookings are grouped together in a dedicated tab.

How do I access a pending booking on Swile Travel?

There are two ways to access, depending on your area:

• Approver area: Travel menu > Pending bookings.
• Administrator area: Travel menu > Bookings > Pending tab.

Within the booking, you’ll find information about the colleague(s), the details and price, the analytical fields provided — which can be edited if needed — and a summary showing the travel policy applied and, if applicable, the reasons for any out-of-policy bookings. You can then click Reject or Approve and pay.

If you’re at an intermediate stage, your approval will pass the request to the next approver. If you’re the final approver, your action will confirm the booking and trigger payment.

How can a colleague find out who will approve their booking on Swile Travel?

Bookings are approved by the organisation’s approvers or administrators. On the booking confirmation page, the colleague will see the required approval steps, the people involved at each stage, and anyone who will be notified by email.

What should I do if the option wasn’t approved in time on Swile Travel?

You can run a new search and renew the option, subject to availability, directly from the booking approval page.

What happens once a booking is approved on Swile Travel?

Once the booking is approved by the final approver, the booking is confirmed. The traveller receives their confirmation email and any relevant people are notified by email.

How do I edit the analytical fields of a booking on Swile Travel?

When you view a booking pending approval, the analytical fields entered by the colleague are shown in the details. You can edit them there, before clicking Approve and pay.

What happens if an approver or administrator rejects a pending booking?

The process stops, the booking is declined, and the traveller is notified. You can specify the reason.