As part of the evolution of Concur Travel, email options and customization settings have been thoughtfully updated to deliver a simpler administration experience and a more consistent journey for travelers.
This lesson will explore the email-related functionalities found on the Travel Configuration page in new Concur Travel, and how each has been shaped by this updated approach.
The following areas will be covered:
- Email Options
- Approval Emails
- Orphan Trips
Email Options
To access Email Options on the travel configuration page, use CTRL + F to search for the setting as depicted in the following graphic.
Note
In new Concur Travel, subject line customization has transitioned to a standardized approach to email communications. This takes advantage of the enhanced search capabilities available across modern email providers, making it easier than ever for travelers to locate booking-related emails quickly and consistently, without the need for custom configuration.
As a result, the customization email subject options available within Email Options are outside the feature set of the new Concur Travel experience.
Confirmation Emails
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
Reminder Emails
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.
Note
Cancellation Emails
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
Note
Approval Emails
Approval Email Options allow approvers to approve or reject trip requests directly from their email inbox, making the travel approval process faster and more convenient.
To access Approval Emails on the travel configuration page, use CTRL + F to search for the setting as depicted in the following graphic.
Review the options below to learn more about the available approval email options.
Select (enable) Allow Approve Trips Via Email, checkbox to allow approving managers to action trip approval requests directly from their email. The approval email includes a button to approve the trip or view pending approvals, linking directly to the SAP Concur Travel web page.
Select (enable) Allow Reject Trips Via Email, checkbox to allow approving managers to action trip approval requests directly from their email. The approval email includes a button to reject the trip or view pending approvals, linking directly to the SAP Concur Travel web page.
Note
The example below shows a sample approval email as received by the approving manager. The numbered callouts highlight the key elements available within the email.
- Action Buttons
- The Rule Broken by the traveler
- Compliant Options not taken
- Estimated Total trip Cost
Orphan Trips
In new Concur Travel, the Orphan Trip and User Abandoned Trip process has been redesigned to align with a simplified, more consistent booking experience. The updated process introduces the new Concur Travel email design, which includes a direct call-to-action button that navigates travelers to the SAP Concur application. Rules governing auto-cancellation and auto-confirmation have also been streamlined, reducing the need for complex configuration.
In the new experience, the orphan trip warning email is automatically sent to the traveler 30 minutes after the booker initially enters the Finalize page. For arranger-booked trips, the notification is also sent to the arranger. If the trip was booked by an assistant, both the assistant and the traveler will receive the email.
The following legacy settings have been transitioned out of the new experience, with the system handling this process consistently and reliably on behalf of administrators.
- Orphan Trip Email Subject (leave blank to send no emails)
- Orphan Trip Email Text
