Access Your Admin Dashboard: Log in to your Business Traveller account and select the 'Traveller' tab in your admin dashboard.
Add Traveller: In the 'People' tab, you'll find an option to add a traveller. Click on this option to proceed.
Enter Details: You'll be prompted to enter the full name and email address of the staff member you wish to invite to Business Traveller. Please make sure to enter accurate information.
Select Role: When adding a staff member, you'll also have the opportunity to assign a role. You can choose 'Admin' or 'Traveller' based on the access and permissions you wish to grant.
Send Invitation: Once you've entered the necessary details and selected the appropriate role, simply select the 'Invite' button. An invitation email will be sent to the staff member, providing them with instructions on how to join your Business Traveller account.

Contact Your Account Manager: Reach out to your designated account manager with the list of staff members you wish to add in bulk. Provide the full names and email addresses of each staff member.
Specify Roles: You will also need to specify the roles you want to assign to each staff member. You can assign either 'Admin' or 'Traveller' based on your organisational structure and their role within your business.
Submit the Request: Your account manager will process your request. They will ensure that all staff members are added to your account with the specified roles.
Confirmation: Once the bulk addition process is complete, you'll receive confirmation from your account manager. You can then inform your staff members that they've been added to the Business Traveller account.

Access the 'People' Tab: Log in to your Business Traveller account and navigate to the 'People' tab in your admin dashboard. Here, you'll find a comprehensive table listing all your travellers.
Locate the User: Find the user whose role you wish to change.
Change the Role: Hover over the role designation of the user you want to modify. A dropdown menu will appear, allowing you to select the preferred role for that user.
Select the Preferred Role: From the dropdown menu, choose the new role you want to assign to the user. You can select between 'Admin' or 'Traveller' based on their responsibilities and access requirements.

Who should be an admin vs employee on Business Traveller? What access does an admin have vs an employee?

Admin:

Admins may include managers, team leaders, or individuals responsible for overseeing corporate travel management.
Admins have comprehensive access to the Business Traveller account, allowing them to manage bookings, settings and user permissions.
Admins can add or remove staff members, modify user roles, customise travel policies and generate reports.

Employees, or 'Travellers,' are the end-users who will utilise the Business Traveller platform to book and manage their travel arrangements.
Travellers have access to book flights, hotels and transportation, as well as view upcoming trip details.
Traveller access may be limited to specific functionalities based on the permissions set by admins, ensuring compliance with company policies and travel guidelines.

Access the Admin Dashboard: Log in to your Business Traveller account and navigate to the admin dashboard.
Go to the 'People' Tab: Locate the 'People' tab within the dashboard. Here, you'll find a list of all users with access to the Business Traveller account.
Find the Departing Staff Member: Identify the staff member who has left the business from the list of users.
Deactivate: Next to the departing staff member's name, you'll see an option in the actions icon to manage their access or role. Select the ‘Deactivate' option to proceed. Admins will still be able to review a record of the trips made by a Traveller once removed.

Cost Control: A travel policy helps control expenses related to business travel by setting guidelines for permitted expenses, such as booking with preferred airlines or hotels. This ensures that employees adhere to budgetary constraints and avoid unnecessary expenses.
Risk Management: By establishing guidelines for travel arrangements, accommodations and safety measures, a travel policy helps mitigate risks associated with business travel. This includes ensuring that employees stay in safe accommodations, use reputable transportation services and adhere to security protocols.
Compliance and Accountability: A travel policy ensures that employees understand the company's expectations and requirements regarding business travel. It sets clear guidelines for booking procedures, expense reporting, reimbursement processes and adherence to regulatory requirements, promoting compliance and accountability among employees.

Access the Travel Policy Settings: Log in to your Business Traveller account and navigate to the 'Travel Policy' tab. Within the settings menu, you'll find a dedicated section labelled 'Hotels'. Click on this tab to proceed.
Define Preferred Locations: Within the Travel Policy page, you'll find a dedicated section specifically for hotels. Begin by specifying preferred locations where employees frequently travel or where accommodations meet your company's standards.
Set Per Night Pricing: For each preferred location, set per night pricing based on your budget and the typical cost of accommodations in that area. This allows you to provide clear guidelines for employees when booking hotels within your specified locations.
Review and Save: Once you've configured the hotel travel policy according to your preferences, take a moment to review the settings to ensure they align with your company's travel standards and objectives. Save the changes to activate the updated hotel travel policy.

Access the Travel Policy Settings: Log in to your Business Traveller account and navigate to the 'Travel Policy' tab. Within the settings menu, you'll find a dedicated section labelled 'Flights'. Click on this tab to proceed.
Define Destination Routes and Prices: Admins can set specific destination routes and establish pricing guidelines based on these routes. This allows you to control costs and ensure consistency in flight bookings.
Review and Save: Once you've configured the flight travel policy according to your preferences, take a moment to review the settings to ensure they meet your requirements. Save the changes to activate the updated flight travel policy.

Analyse Past Expenses: Review past travel expenses to identify trends. Consider the average expenditures per trip, taking into account different destinations and travel durations.
Evaluate Travel Destinations: Consider the destinations frequented by your employees and their associated costs.
Regular Review and Adjustment: Periodically review and adjust budgets based on changes in market conditions, company growth or shifts in travel patterns. Flexibility is key to ensuring that budgets remain relevant.

Travel Policy Compliance: A travel policy outlines guidelines, rules and preferences for corporate travel, covering aspects such as booking procedures, budgetary limits and travel restrictions. When employees submit travel requests, they must adhere to the parameters set forth in the travel policy. This ensures consistency, cost-effectiveness and alignment with company objectives.
Approval Process Oversight: An approval process involves routing travel requests through designated approvers or managers for review and authorisation before bookings are confirmed. Approvers assess the proposed travel against the established travel policy to ensure compliance and evaluate factors such as budget adherence and business necessity.
Synergy Between Policy and Approval: When a travel request is submitted, it must be verified to ensure compliance with the travel policy. The approval process serves as a checkpoint to validate that the proposed travel aligns with policy guidelines.

Cost Control: An approval process allows for oversight of travel expenses, ensuring that proposed trips align with budgetary constraints and financial objectives. Approvers can evaluate the necessity of travel, assess alternative options and make informed decisions to optimise spending.
Policy Adherence: By routing travel requests through approvers, organisations can enforce compliance with travel policies and guidelines. Approvers can verify that proposed trips meet established criteria, reducing the risk of non-compliant bookings.

Access the Approval Process Settings: Log in to your Business Traveller account and navigate to the ‘Approval Process' tab, located beneath 'Settings’.
Access the Approval Process Settings: Log in to your Business Traveller account and navigate to the ‘Approval Process' tab, located beneath 'Settings’.
Designate Approvers: Identify individuals who will serve as approvers for travel requests within the designated policy scope.
Activate Approval Process: Once you're satisfied with the setup, activate the approval process to begin routing travel requests through the designated approvers. Once activated, all travel requests submitted within the specified policy scope will be subject to the configured approval process.

Travel Policy in Place:
• A Traveller will receive a rejection notification if their approval request is denied for being in conflict of your company’s travel policy (ie exceeding budget or violating policy guidelines).
• Upon receiving the notification, the Traveller is required to re-select flights or accommodation that align with your company's budget and policy constraints.
• The Traveller can also make adjustments to their booking within the parameters of the travel policy and resubmit the request for approval.
No Travel Policy in Place:
• The Traveller will be promptly notified of their request denial if a mandatory approval process in effect, even in the absence of a travel policy.
• The Traveller will be prompted to re-select their flights or accommodation that meet the requirements for another round of approval.
• At this stage, the Traveller may choose to reach out to the designated approvers outside of the Business Traveller platform to seek clarification or confirmation of their request.

Contact Customer Service: To make any changes to your booking, including modifications or cancellations, please reach out to our Customer Service team directly.
Provide Booking Details: When contacting Customer Service, be sure to provide the relevant booking details, including the traveller's name, booking reference number, and your specific changes or requests.
Discuss Options: Our Customer Service team will assist you in exploring available options for modifying or cancelling the booking. They will provide guidance on any applicable fees, restrictions, or conditions associated with the changes.
Confirm Changes: Once you have discussed the options with our Customer Service team, they will process the requested changes or cancellations on your behalf. Be sure to review and confirm the changes before finalising the transaction.
Receive Confirmation: After the changes have been processed, you will receive confirmation of the updated booking details or cancellation. Please retain this confirmation for your records.

If you have any further enquiries or require assistance, please don't hesitate to contact our Customer Service team.

Currently, team members have the option to use their personal credit cards for making payments related to corporate travel bookings. When using personal credit cards, employees will be responsible for managing their own payment transactions and may need to seek reimbursement from the company according to established reimbursement procedures.

Please be advised that a central payment system is planned for implementation in the future, which will offer additional convenience and streamlined payment processes for staff members. Once the central payment system is in place, staff members will have access to centralised billing options, simplifying the payment and expense management process for corporate travel.

Access the Homepage: Navigate to the homepage of the booking platform.
Select Traveller Dropdown: On the homepage, locate the traveller dropdown menu, which allows you to choose the traveller for whom you would like to make the booking.
Proceed with Booking: Once you have selected the traveller, proceed with making the booking as normal. You can search for flights and / or hotels based on the selected traveller's requirements.
Complete the Booking: After selecting the desired travel options, proceed to confirm and finalise the booking. Ensure that all details are accurate and review any applicable terms and conditions before completing the reservation.

Review Hotel Policy: Begin by reviewing the cancellation and refund policy of the particular hotel where the accommodation was booked. The hotel's policy will dictate the options available for modifying or cancelling the reservation.
Check Refund Period: Determine if the booking falls within the hotel's refund period. If the booking is still within this period, you may be entitled to a full refund or a refund to credit, depending on the hotel's terms and conditions.
Request Refund: If the booking is eligible for a refund according to the hotel's policy, contact the hotel or the booking platform, through which the reservation was made, to request a refund. Provide relevant details, such as the booking reference number and the reason for cancellation.
Non-Refundable Accommodation: If the booking is outside the hotel's refund period or if it was made as a non-refundable reservation, the accommodation may be non-refundable. In this case, you may not be able to obtain a refund, and the cost of the booking may be forfeited.
Consider Alternatives: If a refund is not possible, consider alternative options such as transferring the booking to another employee within the company, if applicable, or exploring the possibility of modifying the reservation dates, if permitted by the hotel.
Document Communication: Keep records of all communication with the hotel or booking platform regarding the accommodation booking, including any refund requests, responses received and actions taken.

Currently, it is not possible to book for a guest traveller through our platform. Our booking system is designed to facilitate travel arrangements exclusively for travellers who have been invited to your company. This ensures that bookings are made within the established framework of your corporate travel management system and adhere to company policies and procedures.

If you have any questions or require further clarification, please feel free to contact our Customer Service team for assistance.

You can set this up by:

Visiting Travel Policy Page under Settings
Set a credit rate
Save

Once this is set up, employees who spend under the allocated budget can earn Luxury Escapes credit for their personal use, based on your chosen credit rate.

For example, with a credit rate of 50%, if an employee spends only $200 out of a $300 budget, they receive $50 in Luxury Escapes credit, while $50 is returned to your organisation. It's a win-win for both the employee and your organisation.

Credits earned by employees as rewards for spending under budget are assigned to the traveller's personal Luxury Escapes account. If an employee leaves the business, their accrued credits remain accessible through their personal account.

These credits are associated with the individual traveller's profile and are not affected by their employment status. As such, departing employees retain ownership of the credits they have earned and can continue to utilise them for future personal travel bookings.

New Accounts: If an employee does not already have a Luxury Escapes account, they can easily create one using their email address. This personal account will be separate from their work profile, ensuring that any credits earned remain accessible to them even if they leave the company.
Existing Accounts: Employees who already have an existing Luxury Escapes account can simply link it to their Business Traveller profile during the onboarding process. This allows them to seamlessly access all perks and benefits associated with Business Traveller without the need to create a new account.

Access the Settings Page: Log in to your Admin portal account and navigate to the Settings page.
Navigate to Business Frequent Flyer Tab: Within the settings page, locate and click on the 'Business Frequent Flyer' tab. This section is where you can manage connections to corporate travel programs.
Send a Connection Request: Once you are on the Business Frequent Flyer tab, find the option to send a request to our Customer Support team for assistance with connecting your corporate travel program. Click on this option to initiate the request.
Wait for Assistance: Our Customer Support team will process your request and assist you in connecting your corporate travel program to your Business Traveller account. They will guide you through the process and ensure that the connection is successfully established.
Confirmation: Once the connection is complete, you will receive confirmation from our Customer Support team. You can then begin leveraging the benefits and rewards offered through your corporate travel program within the Business Traveller platform.

Contact Customer Support: Reach out to our Customer Support team for assistance with linking your corporate air agreements to your Business Traveller account.
Provide Details: When contacting Customer Support, be prepared to provide details about the specific corporate air agreements you have in place, including the airlines involved and any relevant contract or agreement information. Our support team will guide you through the process and ensure that the necessary connections are established.
Confirmation: Once the linking process is complete, you will receive confirmation from our Customer Support team. You can then begin leveraging the benefits and privileges associated with your corporate air agreements when booking travel through Business Traveller.

Navigate to the Reporting Tab: Log in to your admin dashboard and locate the Reporting tab. Click on it to access the reporting section.
Select Date Range: Upon entering the reporting tab, a pop-up window will appear, prompting you to select the date range for your preferred report. You can choose from default ranges such as last 30 days, last 3 months, and last 12 months. Alternatively, you can customise the date range to suit your specific preferences and requirements.
Customise Date Range: If the default date ranges do not meet your needs, you have the option to customise the date range. Simply adjust the start and end dates to reflect the time period you wish to analyse.
Export Report: Once you have selected the desired date range, proceed to export the report. Click on the export button, and your report will be downloaded in CSV format.

1. Airline Credit:
• Airline credits are typically provided by airlines as a form of compensation or refund for future travel.
• These credits are specific to the airline issuing them and can usually only be used for bookings with that particular airline.
• Some airline credits may have restrictions, such as being tied to a specific individual or route, depending on the airline's policy.
Luxury Escapes Credit:
• Luxury Escapes credits are earned by travellers as rewards for spending under budget.
• These credits are assigned to the traveller's personal account within the Luxury Escapes platform.
• Luxury Escapes credits are intended for private use by the traveller, allowing them to redeem the credits for discounts on future travel bookings through Luxury Escapes.

The following terms and conditions apply:

The A$2,000 Luxury Escapes credit is applied to the referrer account for all qualified business referrals.
A qualified business referral occurs when the referred business spends A$25,000 (net of refunds) on travel through LE Business Traveller.
Your referral credit will be added to your account at the end of the month in which your referee reaches the A$25,000 target, as outlined above.
Luxury Escapes staff and family members are not eligible for the Referral Program.
There is no limit on the number of referrals an individual may make.
Luxury Escapes credit earned through the referral program may be used on all accommodation, tours, cruises, experiences and travel insurance purchased through Luxury Escapes. Luxury Escapes credit earned through the referral program may not be used to purchase flights (including accommodation packages bundled with flights) or Luxury Escapes gift cards.
Credit will expire 12 months after it has been credited to your account (unless such other period is stated by Luxury Escapes in writing).

If you have accidentally made an error on onboarding, you can update your account details by

View Your Account: Navigate to the top right-hand side of the navigation bar and click on "Account."
Select "Profile" from the Dropdown: In the dropdown menu that appears, locate and click on "Profile."
Access Your Profile Page: Once you're on the Profile page, select "My Profile" to access your personal information.
Update Your Personal Information: Review the information displayed on your profile page and update any details as required. Ensure that your full name and date of birth match your passport information to avoid any discrepancies during bookings, whether for yourself or on behalf of your company.
Save Changes: After making any necessary updates to your personal information, be sure to save your changes to ensure they are applied to your profile.

Search for Flights: Begin by navigating to the Luxury Escapes homepage and searching for flights. Enter your preferred departure and arrival airports, as well as your travel dates.
Select Flight Options: After entering your search criteria, you will be presented with a list of available flight options. Review the flight times and select your preferred departure and return flights.
Proceed to Checkout: Once you've selected your preferred flight times, proceed to checkout.
Request Approval (if required): If necessary, submit a request for approval. Follow the prompts to provide any required information and await approval from relevant stakeholders within your company.
Review Details: Before finalising your booking, review the details to ensure they match your passport or ID. Double-check the departure and arrival airports, travel dates, and passenger information.
Complete Payment: Proceed to pay for your flight booking. Follow the prompts to enter your payment details and confirm the transaction.
Receive Booking Confirmation: After completing the payment process, you will receive a flight booking confirmation shortly via email. This confirmation will include details of your flight itinerary and any other relevant information.

Depending on the terms and conditions of the airfare booked, the fare may be refundable or refundable less a penalty. Even for non-refundable tickets, you are still able to get any unused taxes back. All refund requests must be made at least 24 hours prior to departure.

Refunds can take approximately 12 weeks to come back from the airline and will be processed back to the same method of payment. To check any fare terms and conditions, please contact our support team.

Communication from Company: Your company should communicate any travel policies, including the approvals process, to you directly. Check for any emails, memos or documents provided by your company's HR or People & Culture department, travel coordinator, or management team regarding travel policies and procedures.
Checkout Notification: When you proceed to the checkout page to book a flight, you will be notified if an approval request is required before completing the booking. This notification serves as an indication that your company has implemented a travel policy for flights, which includes an approvals process and reason for travel.

Notify Your Administrator or Manager: Inform your Administrator or manager about the situation. They may be able to provide guidance or assistance in finding alternative options.
Discuss Policy Breach: Depending on your company's decision-making process and policies, you may discuss the possibility of breaching the policy in this particular instance. Your Administrator or manager can advise you on the next steps.
Policy Update: Alternatively, if there are consistently no flights within the budget, your company may consider updating its travel policy to better accommodate the current market conditions or your specific travel needs.

Approval for All Flights: As per your company's policy, all flights may require approval before booking. This ensures that travel plans are reviewed and authorised by relevant stakeholders, maintaining oversight and control over corporate travel expenses.
Budget Adherence: Flights exceeding the allocated budget may require approval prior to booking. This step ensures that travel expenses remain within budgetary constraints and allows for consideration of exceptions or adjustments when necessary.

View Your Account: Navigate to the top right-hand side of the navigation bar and click on "Account."
Select "Profile" from the Dropdown: In the dropdown menu that appears, locate and click on "Profile."
Access Your Profile Page: Once you're on the Profile page, select "My Profile" to access your personal information.
Add Frequent Flyer Program: Enter the relevant details for the program you wish to add. This will include your frequent flyer number and desired program.
Save Changes: After entering the information, be sure to save your changes to ensure that your frequent flyer program is successfully added to your account.

If adding hotel loyalty programs is a feature you are interested in, we would love to hear from you! Your feedback is invaluable to us as we strive to continuously enhance the features and capabilities of our platform. Please let us know if you are interested in this feature.

View Your Account: Navigate to the top right-hand side of the navigation bar and click on "Account"
Select "My Bookings" from the Dropdown: In the dropdown menu, locate and click on "My Bookings."
Access Your Bookings: You will be directed to a page displaying all your upcoming and past bookings. Each booking will be listed with relevant details.
Download Invoice: Below the "View Booking" option for each booking tile, you'll find a "Download Invoice" button. Select on this button corresponding to the booking for which you require an invoice.

Company Card: If you have access to your company card, you may use it to pay for your trip. This allows for direct payment from your company's funds, streamlining the payment process.
Personal Card: Alternatively, if you do not have access to a company card, you can use your personal credit or debit card to pay for your trip. In this case, you will be responsible for covering the expenses upfront. Depending on your company's reimbursement policies, you may then submit your expenses for reimbursement, and the company will reimburse you for the approved expenses.

Spending Under Budget: If your company has opted in for Gamification, you have the option to select flights or accommodation that are less than your allocated budget for business travel.
Earning Luxury Escapes Credits: For every dollar saved under the budget, employees earn a percentage (designated by your company) of the savings back as Luxury Escapes credits. The more you save, the more credits you can earn.
Personal Travel Rewards: These Luxury Escapes credits are available once you have completed your business trip and can then be used by employees for their personal travel bookings on the Luxury Escapes platform. This allows employees to enjoy rewards for their cost-saving efforts during business travel.

Payment Method: The payment for the credits can be covered by your company if you use a company card for the transaction. In this case, the cost of the credits is added to the gross total of the booking and paid for by the company.
Reimbursement: Alternatively, if you pay for the credits yourself using a personal payment method, such as a personal credit card, you may be reimbursed by your company for the expense. This reimbursement process would depend on your company's reimbursement policies and procedures.

After your business trip has been completed, any credits earned will be applied within 2 business days to your designated personal Luxury Escapes account.

You may then use the credits earned on any product offered on the Luxury Escapes platform.

No, it is not possible to transfer Luxury Escapes personal credits earned through Business Traveller to another account. These credits are specifically assigned to the designated personal account and cannot be transferred to another person or account.

If you have any further questions or require assistance regarding the management or redemption of your Luxury Escapes credits, please reach out to our Customer Support team for guidance.