Introducing Email Options

Confirmation Emails are one of the key notification types you can manage on the Travel Configuration Page.

• When enabled: Concur Travel will automatically email the traveler a detailed itinerary each time they complete a booking or make a change to a trip by selecting the Purchase Ticket or Confirm Booking buttons
• When disabled: Concur will not send confirmation emails, shifting the responsibility to the travel agency to communicate booking confirmation details directly to travelers
• Exceptions: Regardless of whether confirmation emails are enabled or not, Concur Travel will always send: Itinerary emails to travelers who have placed trips on hold and notifications when a trip that was on user-hold or approval-hold is automatically cancelled

You can't change the body of every Concur Travel email, but you can customize the subject line of confirmation emails using the Travel Reservation Email Subject field. This option lets you specify what appears in the subject line, making it easier for travelers and administrators to identify and organize reservation emails.

You can include specific trip details in the subject line by using special field codes. These codes must be entered exactly as shown, with uppercase letters and curly braces. The following codes can be used to include the date of departure and record locator:

• To include the date of departure:
  • Use {DEPDAY}
  • Example: Travel Booking confirmation for {DEPDAY}
  • This will display as: Travel Booking Confirmation for 12Dec 2024
• To include the record locator:
  • Use {RECLOC}
  • Example: Booking Confirmed: {DEPDAY} - {RECLOC}
  • This will appear as: Booking confirmed: 12DEC 2024 - XY73Z9

A Ticketing Email is sent to travelers once their trip has been ticketed in Concur Travel. This serves as a final confirmation that the travel documents have been issued.

Review the following points to learn when to enable or disable this option:

• Enable Automated Ticketing Emails If you want Concur Travel to automatically notify travelers after ticketing, keep this feature enabled
• Disable (Select No Automated Emails) If your Travel Management Company (TMC) or agents already send separate notifications, PDF invoic4es, or links to itineraries and tickets, you should disable this feature. This helps prevent travelers from receiving duplicate notifications

If you enable Ticketing Emails ,you can enter custom text for the email subject line in the Ticketing Email Subject field as depicted in the following graphic.

Reminder Emails are automatic notifications sent to travelers to remind them of upcoming trips. You can choose whether to set a reminder email for the traveler. If you choose to send a reminder, you need to specify how many days in advance the reminder should be sent.

For example, if you set "1 day before travel" and the trip is on January 15, the reminder will be sent on January 14.

You can use the Reminder Email Subject field to customize the subject line of the Reminder Email. You may include the departure date and record locator to help travelers identify the trip easily. To enter either of these, use the following codes:

• Use {DEPDAY} to insert the date of departure
• Use {RECLOC] to insert the record locator

The Trip on Hold Reminder email notifies travelers when their reserved trip is about to expire. This reminder encourages travelers to submit their reservations for purchase to secure their fare and helps managers keep ticket costs down and avoid the hassle of reinstating fares.

Enabling the feature is as simple as entering text in theTrip on Hold Reminder Email Subject field. The reminder email is sent approximately four hours before the ticketing deadline. The email content will match the standard "trip on hold" notification, except the subject line will come from your configuration, so be sure to make it clear and specific.

Consider the following when customizing the subject line:

• Suggested format: Trip on Hold Reminder: {DEPDAY {RECLOC}
• {DEPDAY} inserts the departure date: {REC} inserts the record locator
• Both codes must be in uppercase and enclosed in curly braces {}
• The subject line is limited to 50 characters
• All email addresses related to the traveler - including arrangers - will receive this reminder

If you need to disable the Trip on Hold Reminder emails, leave the subject line blank and then save to effectively disable the emails.

This setting controls whether Concur Travel includes directions and/or maps to the hotel in itinerary emails for air or rail trips booked with a hotel. By default, the drop down determines if text directions and maps are added, but users can change this option during booking. the configuration options are:

• Do not include directions to hotels - No directions or maps included by default
• Include directions to hotels - Text directions included by default
• Include directions and maps to hotels - Both text directions and a map included by default

This setting controls whether Concur Travel sends a cancellation email when a user or arranger cancels an entire trip in the system.

• Enable to notify users and arrangers by email
• Disable to turn off notifications

Consider the following when updating this setting:

• No email is sent if an agent cancels the trip directly in the GDS
• Cancellation emails are sent regardless of booking source (GDS, direct connect, Travelfusion, etc.)
• These emails are separate from auto-cancel emails sent for missed ticketing deadlines

If you choose to send cancellation emails, you can use the default subject line or customizeit. You can include the following fields in the subject line for clarity:

• Date of Departure: {DEPDAY}
• Record Locator: {RECLOC}
• Trip Name: {TRIPNAME}