Audience: Admin


The Event feature centralizes all aspects of guest travel and expense management around your business events. By creating an event record, you establish a single source of truth that automates expense tracking, manages booking timelines, and streamlines payment processes for all guest travelers attending your event. 



Overview

Key Benefits

How Events Work


Key Benefits

  • Automated expense categorization - No more manual expense purpose entry.
  • Proactive deadline management - Automated reminders ensure timely bookings.
  • Streamlined payment processing - Virtual cards with pre-approved budgets.
  • Reduced administrative overhead - All event details managed in one place.
  • Enhanced guest experience - Seamless booking and payment process.


How Events Work

    Event Setup

When creating an event, you'll define three critical areas of information:


Step 1: Basic event information

Step 2: Key timeline management

Step 3: Budget and payment configuration


Learn more in this article to get started with Events: How to Create Events


    Automated Expense Management

Once an event is created, the platform automatically:

  • Populates expense purposes using the event name across all related bookings and expenses.
  • Links expenses to the event for simplified reconciliation and reporting.
  • Categorizes spending by event for budget tracking and analysis.

This eliminates manual data entry and ensures consistent expense categorization across all guest travel. 



    Smart Payment Processing 

When virtual cards are enabled, the platform automatically:

  • Creates individual virtual cards for each guest traveler.
  • Applies the specified budget limits.
  • Adds cards directly to guest profiles for seamless booking.
  • Enables mobile wallet integration for on-trip expenses.


    Proactive Budget Management

The budget flexibility and closure features enable proactive service delivery:


Budget Flexibility Example: a guest has a connecting flight with tight timing. If weather delays the first segment, travel counselors can automatically rebook using the pre-approved budget flexibility allowance rather than waiting for manual approval. This prevents guests from missing their connection so they can reach your event on time and get home hassle-free.


Automatic Budget Closure: virtual cards automatically deactivate at the specified budget closure date, preventing unauthorized spending while ensuring guests have access to funds throughout their entire trip duration.



    Timeline Automation 

The Event feature transforms deadline management from reactive to proactive with automated notifications:

  • Setup reminders ensure guest accounts are ready before booking opens.
  • Booking deadline alerts prevent last-minute rushes and higher fares.
  • Post-event follow-ups for expense finalization.

The platform uses multi-channel communications: reminders are sent via both email and SMS to ensure guests receive timely notifications that keep them engaged.



    Event Management Dashboard 

From your Event dashboard interface, you can:

  • Monitor booking progress across all guests.
  • Track budget utilization centrally.
  • View upcoming deadlines at a glance.
  • Track guest profiles completion in real-time


Next Steps: see how to create an event