Help Center

What Vectrip is

Vectrip is a corporate travel workflow platform that replaces fragmented email chains, spreadsheets, and approval bottlenecks with a single, auditable workspace. Capture requests, manage travelers, enforce policies, route approvals, record bookings, deliver itineraries, and track every change — all in one place.

Roles and permissions

• Admin — full access, including billing, settings, sensitive data, and team management.
• Assistant (EA) — manage travelers and trips, set sensitive data, send itineraries, message travelers.
• Approver — approve, reject, or request changes on routed trips.
• Finance — view trips, spend, and billing artifacts.
• Traveler — view only their own trips, submit change requests, message the team.

Sensitive traveler fields (passports, licenses, emergency contacts) are visible only to Admin and Assistant roles.

Getting started

1. Sign up with your work email or Google. Your organization workspace is created automatically.
2. Run the onboarding wizard: organization profile → first traveler → policy basics → approvers → invite teammates.
3. Enable MFA from Settings → Security and save your recovery codes.

Managing travelers

Add travelers from Travelers → New traveler. Fill in contact details, role, and preferences (home airports, airlines, hotels, seating, loyalty programs).

Send the activation email from the traveler's page. The link opens the Vectrip iOS Companion App if installed, or the web traveler portal otherwise.

Use the Sensitive tab for passport, TSA PreCheck, Global Entry, driver's license, and emergency contact. These are encrypted at rest and every read or write is audit-logged.

Travel requests

Submit a request from Travel Requests, the iOS app, or by pasting a forwarded email. Plain English works:

Book Kieran to Chicago July 20–22. Marriott preferred. Morning departure. Return evening.

Vectrip parses it into a structured request you refine, then converts to a trip.

Trips and itineraries

Each trip has a dedicated workspace: overview, flights, hotels, ground transport, itinerary, approvals, confirmations, messages, change requests, incidents, and full history.

Trip lifecycle:

draft → proposed → pending_approval → approved → booked → in_progress → completed

Build the itinerary, click Generate itinerary, then Send to traveler. They get a secure link by email and (if registered) a push to the iOS app.

Approval workflows

Trips above the approval threshold are routed to the approvers configured in Settings. Approvers receive an in-app notification, an email with a secure approval link, and (optionally) an iOS push.

Decisions: Approve, Reject (comment required), or Request changes (comment required). External approvers act through the magic link with no dashboard account.

Every decision is recorded in the trip's history.

Policies and compliance

Policies classify each trip before booking:

• In policy — green badge.
• Approval required — yellow badge; blocks booking until approved.
• Exception — red badge; requires admin override and a justification.

Configure hotel rate caps, cabin rules, spending caps, approval thresholds, preferred suppliers, and allowed booking channels in Policies.

Bookings and confirmations

Vectrip is a workflow platform, not a GDS. Book through your preferred channel, then record the confirmation in Vectrip:

1. Open the trip.
2. Click Mark booked or Mark booked externally.
3. Enter record locators, hotel confirmations, ticket numbers.

The trip moves to booked and the traveler's itinerary is updated.

Change requests and incidents

Change requests are traveler-initiated tweaks (move the hotel, swap seats, add a rental). They land in the trip's Change requests tab and the Operations queue.

Incidents are things that happen to a trip — delays, cancellations, overbookings, medical events. Each has severity, owner, timeline, and resolution notes. Open incidents surface on the Operations dashboard.

Messaging and concierge

Each trip has a chat thread between the traveler and the operations team — no email archaeology.

The Travel Desk AI assistant drafts itinerary blurbs, summarizes trips for executives, suggests venues, and answers travel questions. It produces drafts you review — nothing is auto-sent.

Operations center

The Operations page is the live cockpit: active travelers, upcoming departures, pending approvals, open requests, policy exceptions, traveler readiness (expiring passports, missing data), spend, support issues, and the needs-attention queue.

Notifications

Notifications deliver through in-app, email, iOS push, and (where enabled) SMS or WhatsApp.

Manage your own channels in Settings → Notifications. Travelers control theirs from the app or portal.

Reports

In Reports pull spend by department/traveler/period, policy compliance, lead time, approval turnaround, top destinations, and cancellation rates. Export any report as CSV.

Traveler experience

Travelers activate via the email link, which opens the iOS Companion App when installed or the web portal otherwise. From either, they:

• See all their trips, past and upcoming
• Open the itinerary with flights, hotels, ground, contacts
• Download a PDF copy
• Submit change requests
• Message the operations team
• Update their profile and preferences
• Receive push notifications (iOS)

Travelers never see other travelers' data, and staff-only fields (internal notes, policy overrides) are hidden.

Account, security, and sensitive data

• Sign in with email + password or Google. Enable TOTP MFA from Settings → Security.
• Every record is tagged with your organization; row-level security ensures isolation.
• Sensitive traveler data is stored encrypted; only Admin and Assistant roles can decrypt it. Every access is audit-logged.
• Magic links are 256-bit, hashed before storage, time-limited, and revocable.
• See full audit history in Audit Log (admin only).

Billing and subscription

New organizations get a 7-day implicit trial. Manage plan, payment method, and invoices from Subscription and Billing.

Subscription states: Trialing / Active / Past due allow writes; Canceled / Unpaid / Incomplete / No subscription are read-only — you can view everything but new writes are blocked until you re-subscribe.

Common issues

Can't sign in — use Forgot Password. If MFA codes are rejected, your authenticator is out of sync; use a recovery code and re-enroll.

Traveler can't open the link — links expire (approval 48h, itinerary 7d default). Open the trip and re-send. If the iOS app is installed but the link opens Safari, reinstall the app to refresh universal-link mapping.

Traveler not receiving emails — check Communications for failed sends and the suppression list (bounced / complained / unsubscribed addresses are blocked).

"Read-only" banner — your subscription is not in good standing. Go to Subscription to add a plan or update payment.

iOS push not arriving — confirm push is enabled in the app; inactive device tokens are retired automatically and re-registered on next sign-in.