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By the end of this guide, you will have searched for and booked hotels, arranged ground transportation, and managed travel confirmations for crew and passengers on a trip.
The Operations module must be enabled for your workspace. You also need the appropriate operations permissions. Contact your workspace administrator if you cannot access these features.
You need the travel.manage permission to search, book, and cancel. The travel.read permission allows viewing existing bookings.

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Prerequisites

  • The Amadeus integration must be connected under Settings > Integrations > Amadeus. Your workspace administrator configures the API credentials.
  • At least one trip must exist in the system to link travel services.
  • Crew members should be assigned to the trip before booking accommodations (so room counts are accurate).
Travel services are accessed from within a trip’s detail page.
  1. Open the Operations sidebar and click All Trips under the Trips group.
  2. Select the trip you need to arrange travel for.
  3. On the trip detail page, click the Travel tab.
The Travel tab displays two sections: Accommodations (hotels) and Ground Transportation (car service and shuttles). Each section shows existing bookings if any have been made, or an empty state with a prompt to search.

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Search and book hotels

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In the Accommodations section of the Travel tab, click Search Hotels. The search panel expands with fields for destination (pre-filled from the trip), check-in/check-out dates, room count, and guests per room. Adjust any defaults, then click Search to query available hotels through Amadeus.
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For multi-leg trips, each leg destination has its own accommodation search. Use the leg selector at the top of the Travel tab to switch between legs.
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Step 2: Compare hotel results
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Sort results by Price, Distance, Rating, or Star Rating. If you want to narrow results, filter by price range, minimum star rating, required amenities, or free cancellation availability.
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Step 3: Select rooms and confirm booking
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  • Click View Rooms on the hotel card to expand room options.
  • Each room option shows the room type (Standard, Suite, etc.), bed configuration, rate, and cancellation terms.
  • Select the desired room type and quantity.
  • Click Book Now to proceed.
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    A confirmation dialog displays the reservation summary including hotel details, dates, room type, total cost, cancellation policy, and trip link. Click Confirm Booking to finalize. The confirmation number appears on the Travel tab immediately.

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    Assign rooms to crew members

    After booking, you can assign specific rooms to crew members:
    1. In the Accommodations section, click the booked hotel card.
    2. The room assignment panel shows each booked room as a row.
    3. Select a crew member from the dropdown for each room.
    4. Click Save Assignments.
    Room assignments are visible to assigned crew members on their trip briefing page.

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    Arrange ground transportation

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    In the Ground Transportation section of the Travel tab, click Arrange Transport. Select the service type (Car Service, Shuttle, or Rental Car), verify the pre-filled pickup location and time, enter the drop-off location, passenger count, vehicle preference, and any special instructions.
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    Step 2: Review available options
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    For car service and shuttle, the system queries available providers through Amadeus and displays options with:
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  • Provider name and vehicle type.
  • Estimated cost (flat rate or metered).
  • Estimated travel time from pickup to drop-off.
  • Vehicle capacity and luggage capacity.
  • Cancellation policy.
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    For rental cars, results show available vehicles with daily rates, pickup/drop-off locations, and included mileage.
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    Step 3: Confirm the booking
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    Select your preferred option and click Book Transport. A confirmation dialog shows the complete booking details. Click Confirm to finalize.
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    The booking confirmation number and provider contact information appear in the Ground Transportation section of the Travel tab.
    Ground transportation bookings support round-trip arrangements. When booking a car service, toggle Round Trip to add a return pickup from the drop-off location at a specified time.

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    Track confirmations

    All travel bookings appear on the trip’s Travel tab as confirmation cards showing the booking reference, status, provider, dates, cost, and assigned crew. The trip’s Overview tab also displays a compact travel summary.

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    Manage cancellations

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    Step 1: Cancel a hotel booking
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  • On the Travel tab, click the hotel confirmation card.
  • Click Cancel Booking in the card actions.
  • A cancellation dialog shows the cancellation policy and any applicable fees.
  • If within the free cancellation window, the dialog confirms no charges apply. If past the deadline, the cancellation fee is displayed.
  • Click Confirm Cancellation. The booking status updates to Cancelled and the confirmation card is grayed out.
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    Step 2: Cancel a transportation booking
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  • On the Travel tab, click the transportation confirmation card.
  • Click Cancel Transport in the card actions.
  • Review the cancellation terms and confirm.
    • Cancellation policies vary by provider. Always check the cancellation deadline shown on the confirmation card before cancelling. Fees for late cancellations are recorded against the trip’s cost estimate automatically.

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    Modify an existing booking

    To change dates, room count, or vehicle type on an existing booking:
    1. Cancel the current booking (see above).
    2. Create a new booking with the updated requirements.
    Direct modification of confirmed bookings is not supported through the Amadeus integration. Cancelling and rebooking ensures the confirmation number and terms are always current.

    Create a Trip

    Set up the trip before arranging travel services.

    Manage Crew

    Assign crew to the trip so room counts are accurate.

    Handle Accounting

    Travel costs feed into trip financials and invoicing.

    Integrations Directory

    Configure the Amadeus integration and other third-party connections.
    Last modified on April 11, 2026