Travel Request – Hotels

Travel Request – Hotels

Module: Operations Management → Travel Request

The Hotels tab allows users to register accommodation details for a Travel Request, including country, stay dates, number of nights, cost estimates, and any additional notes.

Hotel entries contribute directly to:

• The automatic itinerary (check-in and check-out events)

• The trip’s budget calculation

• The approval and compliance workflow

Each entry represents one hotel stay.

1. Access Path

Travel Request → Open a Request → Hotels Tab

2. Purpose of the Hotels Tab

The Hotels section centralizes accommodation details to ensure:

• A clear record of every hotel stay

• Accurate duration calculation (nights)

• Automatic itinerary generation with check-in and check-out markers

• Full visibility of lodging costs for approval and budgeting

Users can register single-night stays, extended multi-night stays, or multiple accommodations for complex trips.

3. Hotels List

Upon opening the Hotels tab, users see a list of all hotel entries for the request.

Each line typically displays:

• Name (auto-generated from the selected location)
• Check-In Date
• Check-Out Date
• Number of Nights
• Location (Country / City)
• Estimated Cost

Users can:

• Add hotel stays
• Edit/delete existing ones
• Sort or filter columns
• Export the list

4. Adding a Hotel

Click Add Hotel to open the accommodation creation form.

4.1 Required Fields

4.2 Optional Fields

5. How Hotels Affect the Itinerary

Whenever a hotel entry is created or updated, the system automatically adds:

• A Hotel Check-In event
• A Hotel Check-Out event

These appear in order in the Itinerary, alongside other travel elements such as flights, trains, or car rentals.

The itinerary block displays:

• Country and city
• Duration (number of nights)
• Check-in and check-out timestamps
• Estimated cost

This allows approvers and travel managers to understand the trip structure at a glance.

6. Recommendations

• Ensure the number of nights aligns with the trip schedule and other travel legs.
• Use separate entries for different hotels during the same trip.
• Include estimated cost even if approximate—this helps budget forecasting.
• Keep descriptions meaningful (e.g., “Conference hotel recommended by client” or “Hotel near project site”).

7. Summary

The Hotels tab offers a structured way to document all accommodations required during a business trip.
By capturing stay details and estimated costs, it supports:

• Accurate itinerary generation
• Clear travel documentation
• Reliable cost estimation for travel approvals

8. Related Articles

Travel Request – Overview
Travel Request – Itinerary
Travel Request – Flights
Travel Request – Car Rentals
Travel Request – Buses
Travel Request – Trains
Travel Request – OthersTravel Request – Budget
Travel Request – Documents