Set Up a Travel Policy on Swile Travel

By clicking on Settings > Travel Policy, you can set up different policies for different teams by clicking on the Default Policy menu.

Click Edit at the top right of your screen to change the policy:

You’ll have access to general rules as well as rules for each type of trip. Whenever you make a change, a button will appear at the bottom of the page to save or cancel your changes:

💡 Global rules:

• Request reason for travel: Here you can decide whether your travellers must provide a reason for their trip when making a booking.
• Weekend returns: Allows bookings to be made in emergencies at the weekend without approval (excluding hotels).

By clicking on the Train tab, you’ll have access to the following options:

• Booking budget: you can set your budget for a return journey

• Booking class: You can choose None, Second, or First class.

If you select second class, you can set a preferred class and allow first class if the journey exceeds X hours.

• Smart Policy: allow first class if the price is within a certain amount of your choice. For example, in the screenshot above, if the price difference between second and first class is less than €5, you can let your team choose first class.
• Approval system: you can choose which trips require manager approval (all trips, only those outside policy, or none at all).

For systematic approvals (Approve all), you can set up emergency cases:

• Allow your team to make exchanges without approval
• Skip approval if the train departs in less than 24 or 48 hours and the booking is within policy

By clicking on the Hotel tab, you can set a budget (maximum amount per night and per traveller, and if you wish, by location).

You can also set the approval system, i.e. which trips require manager approval (all trips, only those outside policy, or none at all).

For systematic approvals (Approve all), you can set up emergency cases and choose not to require approval for bookings made after 7pm for the same night, as long as the trip is within policy.

By clicking on the Flight tab, you’ll have access to the following settings:

• Maximum budget: If this limit is exceeded, the trip is always considered out of policy
• Smart Policy: This is a dynamic budget that automatically adjusts based on destination, flight duration, etc. If it exceeds the maximum budget, the maximum budget applies.
• Booking class: Choose the preferred booking class for your team (none, economy, premium economy, business, or first)
• Rules: Set up exceptions – for example, as shown in the screenshot below, if the flight is longer than 6 hours, you can allow your team to book business class:

• Approval system: you can choose to approve all, none, or only out-of-policy trips.

For systematic approvals (Approve all), you can set up emergency cases and choose not to require approval if the flight departs in less than 24 or 48 hours:

In the Car tab, you can:

• Set a budget

• Set the maximum rental duration
• Limit rentals to certain vehicle types by clicking on Vehicle categories

• Approval system: you can choose to approve all, none, or only out-of-policy trips.

Once you’ve set your organisation’s default travel policy, you can create or configure a custom travel policy. By default, the organisation’s travel policy applies to all your team members.

• Go to Settings > Travel Policy > New Policy
• For details on each field, refer to the explanations above for the organisation policy.
• Click Save

If you want to edit a custom policy:

• Go to Settings > Travel Policy
• Click the pencil icon at the top right to edit the policy

If you want to change a team member’s travel policy:

• Go to the Team Members tab and select the person whose travel policy you want to change

• Go to the Business Travel tab

• Click Edit, then select the travel policy to assign to this team member

If you want to change the travel policy for several team members:

• Go to the Team Members tab and select the people whose travel policy you want to change

• Click Bulk Edit, then Edit Travel Policy

All that’s left is to Confirm.