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Create Group Travel Trip

Group Travel supports advanced trip planning for multiple travelers, multiple destinations, multiple travel methods, and traveler-specific itinerary customization. The flow uses company policy settings to determine available services, expense types, and approval behavior.

This document describes the eight-step creation flow, the data generated at each step, and the hard system rules that must always be enforced.

Scope​

Group Travel is used when one trip proposal includes more than one traveler or when a trip requires traveler-specific schedules, routes, accommodation, transportation, or expense configuration.

The flow covers:

  • Trip overview information.
  • Traveler list management.
  • Multi-destination schedule planning.
  • Intercity travel method selection.
  • Accommodation and room allocation.
  • Local transportation at each destination.
  • Expense type activation.
  • Final review and submission.

Step 1: Trip Overview​

The user enters the basic trip information.

FieldRequiredDescription
Trip NameYesName of the group travel trip.
NoteNoAdditional notes or context for the trip proposal.

The trip cannot continue without a valid trip name.

Step 2: Travelers​

The user adds and configures travelers for the group trip.

Add Travelers​

Travelers are added manually through the traveler modal.

Uploading traveler files is not currently supported.

Traveler Configuration​

For each traveler, the user can configure:

  • Cost Center: Used for cost allocation and reporting.
  • Departure Location: The traveler's original departure point. The default value comes from the traveler's official location, but the user can edit it.

For large groups, the traveler list supports bulk edit so the user can update shared values across multiple travelers at once.

Step 3: Trip Schedule​

The user creates the trip schedule and defines which travelers join each destination.

Schedule Types​

TypeRules
Full-dayCan include one or more days. Can include multiple destinations. Schedule segments may overlap.
Half-dayMust be within one day only. Cannot include additional destinations.

Traveler Participation​

For each destination, the user can turn traveler participation ON or OFF.

When a traveler is turned off for a destination, that traveler is excluded from all later logic for that destination, including travel routes, accommodation, transportation, and expenses.

Step 4: Travel Method​

Travel Method manages intercity or route-based movement between the traveler's departure location and the scheduled destinations.

This step is separate from local transportation inside a destination.

Route Generation​

The system automatically generates route pairs from each traveler's location changes:

Departure Location -> Destination 1
Destination N -> Destination N+1
Last Destination -> Departure Location

A route between two destinations is generated only when the traveler participates in both related schedule segments.

Travel Method Options​

For each route, the user chooses one of the supported intercity methods:

  • Flight
  • Car

The system autofills available airport and location data from the schedule information entered in Step 3.

Route Customization​

Travelers in the same generated route can still have different route details. The user can customize travel method information per traveler when required.

Step 5: Accommodation​

Accommodation displays all destinations created in Step 3.

Half-day Restriction​

Half-day destinations are still shown in the accommodation step, but booking is disabled. The system displays the banner:

Not allow accommodation

Accommodation Options​

For each eligible destination, the user chooses one accommodation option:

  • Book through xperise.
  • Book through a third party.
  • No accommodation needed.

Room Allocation​

The system automatically groups travelers who share the same check-in and check-out dates.

Room allocation must enforce the gender rule:

  • Male and female travelers must never be assigned to the same room.
  • The gender rule applies automatically.
  • The gender rule remains enforced when the user edits, adds, or removes rooms manually.

Step 6: Transportation​

Transportation manages local movement inside each destination. It is independent from the intercity Travel Method configured in Step 4.

Eligible Travelers​

For each destination, transportation applies to all travelers who participate in that destination according to Step 3.

Transportation Options​

The user can select:

  • Company car.
  • Taxi, ride service, or leasing.
  • Personal transportation.
  • No transportation needed.

Rental Request Logic​

When the user selects Taxi/Ride/Leasing, the system displays the rental car or vehicle request form directly in the transportation step.

Traveler Customization​

The user can customize transportation options per traveler or apply changes in bulk.

Step 7: Expense​

Expense configuration is based on the company's on-trip policy.

Expense Type Display​

The system displays expense types from system configuration. The user can turn each expense type ON or OFF per destination.

Transportation Expense Logic​

If a traveler uses Personal transportation in Step 6, the system automatically enables the Transportation expense type for that traveler so they can request reimbursement.

Traveler Customization​

Expense type toggles can be customized for individual travelers.

Step 8: Review​

The user reviews all group travel information before saving or submitting the trip.

The review screen includes:

  • Trip overview.
  • Traveler list.
  • Schedule and destinations.
  • Travel routes.
  • Accommodation and room allocation.
  • Local transportation.
  • Expense configuration.
  • Attached files.

When the user hovers over X travelers, the system shows the detailed traveler list for that segment.

Final Actions​

The user can choose:

  • Save as draft: Save the trip without submitting it for approval.
  • Create trip proposal: Submit the group travel trip as an official trip proposal.

System Hard Rules​

These rules must always be enforced.

1. Travel Method and Transportation Separation​

Travel Method is for intercity or route-based movement between locations.

Transportation is for local movement inside a destination.

The two steps must remain independent. Choosing one method in Step 4 must not automatically determine the local transportation option in Step 6.

2. Gender Rule for Room Allocation​

Male and female travelers must never be assigned to the same room.

This rule is absolute and must be enforced during:

  • Automatic room allocation.
  • Manual room edits.
  • Adding a room.
  • Removing a room.
  • Moving travelers between rooms.

3. Traveler Participation Consistency​

Traveler participation from Step 3 controls all later steps.

If a traveler is turned off for a destination, the system must remove that traveler from all destination-specific logic in later steps, including:

  • Generated travel routes.
  • Accommodation eligibility.
  • Local transportation.
  • Expense toggles.
  • Review summaries.