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Travel Review Tool

The Travel Review feature helps administrators control how travel bookings are processed and how users are created in the platform, particularly useful when operating with a limited number of user licenses.

When enabled, the Travel Review feature ensures that new or unmatched travelers are reviewed before a user account is created, preventing unnecessary license consumption and giving administrators full control over user access.

How Travel Review Works

  1. A travel booking (PNR) is received by the platform.

  2. The system attempts to match the booking to an existing user.

  3. If no matching user is found, the booking is placed into Travel Review.

  4. The designated Travel Reviewer receives an email notification that a booking requires review.

Travel Reviewer Role & Permissions

  • The Travel Reviewer must have an Admin-level user role.

  • Only Admin users can approve or reject bookings in Travel Review. Travel Reviewer permissions are assigned to the user's profile.

  • A Travel Reviewer can view high-level trip details, including traveler information and itinerary context.

Reviewing a Travel Booking

When reviewing a booking, the Travel Reviewer has two options:

Approve (Yes)

Selecting Yes will:

  • Create a new user in the platform

  • Assign the user to the selected User Group

  • (Optional) If the Facilities Add-On Module is enabled:

    • Assign the user to a specific facility location

Once approved, the travel booking is processed normally and the user gains access based on the assigned permissions.

Reject (No)

Selecting No will:

  • Prevent the travel booking from being processed

  • Prevent the user from being created in the platform

Important notes about rejection:

  • The rejection applies only to the specific PNR being reviewed.

  • No user account is created.

  • Licenses are not consumed.

If the same traveler books travel again in the future, their new booking will go through Travel Review again and can be approved at that time.

Key Benefits

  • Prevents automatic user creation when licenses are limited

  • Gives admins control over who is granted platform access

  • Ensures licenses are only used for approved travelers

  • Allows flexible approval for future travel without permanent rejection

When to Use Travel Review

Travel Review is especially recommended for organizations that:

  • Have a limited or capped number of licenses

  • Receive travel bookings for guests, contractors, or infrequent travelers

  • Require administrative approval before granting system access

If you would like to know more about the Travel Review tool and how it can help you manage your user licenses, please contact your platform administrator or the Global Guardian support team.