Travel
Trips your people take for work: held against the travel policy you write, signed by whoever you choose, bookings kept with their confirmations, spend matched from Expenses, and each traveller's itinerary in one place.
Getting started
These are the steps in the order somebody would do them. The same list is in the tool: press F1, or the control reading "How this works" at the top of the window.
1. Press New trip and say who is going, where and when
Press New trip and say who is going, where, when, what it is for and what it will cost line by line. Every rule it breaks is named, with the figure and the ceiling, before anybody signs.
2. Write the policy once
On the Policy screen say the class each journey is booked in and who may book higher, the most a night's stay and a day's meals may cost in each place you send people, how many days ahead a trip is asked for, and who signs above what amount.
3. Sign it
Whoever the policy names signs each step. A traveller cannot sign their own trip while it breaks a rule, and changing the estimate after somebody signed asks them again. Nobody is emailed: the trip waits on the Trips screen.
4. Record the bookings
Book on the airline's or the hotel's own site, then record each booking here with its reference, its cost, the last day it cancels free and the confirmation. Nothing is bought or cancelled with a supplier from Keyway.
5. Match the spend
The receipts stay in Keyway Expenses. On the Spend screen link each one to its trip, see the actual against the estimate, and see the spend in the trip's days that no trip claims yet.
The screens, and what to do first on each
Each of these opens with nothing on it on a new install. What the tool says on that screen is what this section says, because it is the same sentence.
No trips yet
A trip is asked for, held against the policy, signed, booked and matched to its spend.
First thing to do: Press New trip and fill in who, where and when.
You have no trips
Once a trip of yours is approved and booked, what you carry on it is here.
First thing to do: Press New trip to start one for yourself.
No trip to match spend to
A trip's spend is the Keyway Expenses records linked to it, against what it was estimated at.
First thing to do: Press New trip on the Trips screen; once it is approved its spend is matched here.
No policy written yet
Until you write one, every trip is held to economy flights, standard rail and 14 days' notice, with no ceiling on a night or a day.
First thing to do: Set the ceilings for the places you send people, then press Save.
If you get stuck
Write to support@keywaysuite.com. We answer within one business day. Keyway can send us what it knows about your installation: open the hub, go to About and press Get support. It writes one file wherever you choose and never includes your licence, a password, a customer name or a customer address.