Travel Workflow Automation Portal

Detailed Process Breakdown - LP Travel Management Ghana

1

Request Submission

👤 Traveler Initiates
1.1
Traveler Login
User authenticates with credentials
→ Access dashboard via role-based portal
→ Verify user permissions
1.2
Fill Request Form
Enter travel details and requirements
✓ Destination & dates
✓ Purpose of travel
✓ Budget allocation
1.3
Submit Request
Send travel request to workflow queue
→ Generate request ID
→ Route to HR for approval
📧 Notifications
Traveler receives confirmation email/WhatsApp with request ID and status tracking link
2

HR Initial Approval

📋 HR Reviews & Approves
2.1
Receive Request
HR dashboard shows pending requests
→ Real-time notification received
→ Priority flagging available
2.2
Review Submission
Validate against company travel policy
✓ Check budget limits
✓ Verify business need
✓ Approve or request changes
2.3
Approve & Forward
Move request to LP Travel for quoting
→ Add approval notes
→ Auto-route to LP Travel
📧 Notifications
HR approval triggers notification to LP Travel team and updates traveler status
3

LP Travel Quote Generation

✈️ LP Travel Prepares Proposal
3.1
Receive Request
LP Travel team sees approved request
→ Extract travel details
→ Review budget constraints
3.2
Search & Compare
Find best travel options available
✈️ Flight comparisons
🏨 Hotel availability
🚖 Transport options
3.3
Generate Quote
Create comprehensive cost breakdown
💰 Total cost calculation
→ Upload quote document
3.4
Submit to HR
Send quote for re-approval
→ Attach all documents
→ Flag for urgent review
📧 Notifications
Quote submitted notification sent to HR for final approval with documents attached
4

HR Re-Approval with Quote

📋 HR Validates Costing
4.1
Review Quote
Examine LP Travel's proposal
✓ Verify cost breakdown
✓ Compare vs budget
✓ Check document validity
4.2
Decision Point
Approve, reject, or request revisions
→ Within budget: Approve
→ Over budget: Request changes
4.3
Confirm & Forward
Send approved quote to traveler
→ Attach approval document
→ Route to traveler
📧 Notifications
Traveler notified of approved quote and awaits their confirmation to proceed
5

Traveler Confirmation

👤 Traveler Reviews & Approves
5.1
Review Quote
Examine proposed travel arrangements
✓ Check travel dates
✓ Verify accommodations
✓ Review cost details
5.2
Provide Feedback
Accept or request modifications
→ Add special requests
→ Mark for clarification
5.3
Confirm & Approve
Give final go-ahead for booking
→ Add digital signature
→ Route to LP Travel
📧 Notifications
LP Travel receives confirmation and begins ticket booking process immediately
6

Ticket Issuance & Completion

✈️ LP Travel Issues Tickets
6.1
Proceed to Booking
Finalize all travel arrangements
→ Book flights & accommodations
→ Arrange ground transportation
6.2
Generate Tickets
Create booking confirmations
🎫 Flight e-tickets
🏨 Hotel confirmations
📋 Complete itinerary
6.3
Send to Traveler
Deliver all travel documents
📧 Email all documents
💬 WhatsApp summary
6.4
Archive & Close
Store documents in secure system
✓ Complete travel log
✓ Mark request as completed
📧 Notifications
All parties (Traveler, HR, LP Travel) receive completion notification. Documents stored securely in system.

System Features & Capabilities

🔐
Role Management
Traveler, HR, LP Travel, and Admin roles with specific permissions
📊
Real-Time Dashboards
Role-specific dashboards with clear status tracking
📧
Email Notifications
Phase 1: Automated email updates at each workflow stage
💬
WhatsApp Integration
Phase 2: Instant messaging for real-time communication
📁
Document Storage
Secure archive for tickets, quotes, and travel history
📈
Reporting
Phase 3: Corporate reporting and analytics add-ons

Role-Based Dashboards

👤
Traveler Dashboard
Submit requests, track status, view confirmations, and manage travel documents
📋
HR Dashboard
Review requests, approve/reject, manage budgets, and oversee compliance
✈️
LP Travel Dashboard
Manage quotes, process bookings, issue tickets, and track requests
⚙️
Admin Dashboard
System management, user access, settings, and comprehensive reporting