Set a travel policy on Swile Travel

By going to Administration > Travel Policy, you can set different policies for different teams by clicking on the Default Policy menu:

Click Modify at the top right of your screen to modify the policy:

You will have access to general rules and rules for each type of trip. When editing, buttons will appear at the bottom of the page to save or cancel your changes.

💡 Global Rules :

• Require a reason for the trip: Decide whether travelers must provide a reason when booking.

• Return in the weekend: Allows bookings in case of emergency over the weekend without approval (except hotels).

By clicking the Train tab, you can configure the following settings:

• Booking budget
• Reservation class
• Validation system

• Booking budget: Set a round-trip budget.
  

• Reservation class :

1. You can choose the default class:

2. By choosing the second class, you can :

• Allow upgrades to first class if the trip duration exceeds 3, 6, or 9 hours.

• Smart Policy: Allow first class if the price difference is below a certain threshold (e.g., if the price difference is less than €5, allow first class).

• Validation system: Choose which train bookings require approval.
  

For systematic validations ("Validate all"), you can define emergency exceptions:

• Allow users to modify bookings without approval

• Skip approval if the train departs in less than 24 or 48 hours and the booking complies with the travel policy

Under the Hotel tab, you can set:

• Booking budget

• Location-based budgets

• Validation system

• For systematic validations ("Validate all"), you can set exceptions such as no approval required for same-day bookings made after 7 PM, if the booking complies with the policy

• Maximum budget: If exceeded, the trip is considered out-of-policy.

• Smart Policy: A dynamic budget that adjusts based on destination, flight duration, etc. If it exceeds the max budget, the max budget prevails.

• Booking class: Set the preferred travel class for your employees (none, economy, premium economy, business, or first).

• Rules: Add exceptions. For example, allow business class for flights over 6 hours.

• Approval system: Choose to approve all, none, or only out-of-policy bookings.

For systematic validations ("Validate all"), you can allow exceptions, such as skipping approval if the flight departs in less than 24 or 48 hours:

In the Car tab, you can:

• Set a budget

• Choose your validation system

After setting the organization's travel policy, you can configure team-specific custom policies.
By default, the organization policy applies to all teams and is labeled as the Default Policy.

• Go to Administration > Travel Policy
• Click the dropdown menu next to "Default Policy" and select the team

• After selecting the team, click Customize Team Policy

• A window will open – click Validate to define the custom policy

• Fill in all the required fields as previously described for the organization policy
• Click Save

To modify a custom policy, you have two options:

• Revert to the default policy. Go to the team > Travel Policy > Return to default policy
• Edit the custom policy. Go to the team > Travel Policy > Modify Team Policy