Travel policies for hotels

What types of hotel travel policies does C Teleport provide?

Travel policies can be applied to hotels in two ways:
"Require approval": Set criteria for hotels that must be approved before booking. Users can request these hotels, but no costs are incurred until approval is granted.
"Forbidden": Set rules for hotels that won't be displayed on the platform, making them unbookable for users.

What rules can I set in a policy?

You can currently set the following rules: price per night, country, breakfast inclusion, booking window, and route parameters.

Can I add new rules to travel policies beyond what is already available on the platform?

You can share your ideas for new policy rules and other features via the C Teleport Feedback portal: https://feedback.cteleport.com/. 

Can I set different price caps for different countries?

Yes. Country-specific caps are supported. A €150 nightly limit that works in Poland may not be realistic in Norway or the UAE, so you can configure different thresholds per country.

Can I have different policies for different teams, vessels, or aircraft?

Yes. Policies are configured at the entity level, so each aircraft, vessel, department, or project can run its own rule set simultaneously. The correct policy is applied automatically based on which entity is linked to the booking.

What happens if the room is no longer available by the time the approver approves?

If the same room category is still available at the same price or lower, the system books it automatically. If the room category is no longer available or the price has changed materially, the traveller is notified and asked to resubmit. The system will never book a different room category automatically without traveller confirmation.

What happens step by step when a booking is out of policy?

The traveller sees an out-of-policy indicator and submits a request with an optional reason. The approver receives a notification with full booking details and the policy deviation. On approval, the booking is confirmed immediately. On decline or timeout, the request expires, and the traveller can resubmit.

Is there a financial risk if a non-refundable booking is declined?

No. The hotel is not considered booked until it is approved. If a request is declined or times out, no booking is made, and no charge is incurred.

How do I set up who approves hotel bookings?

Go to the Admin Portal (admin-next.cteleport.com/) → Travel policies → Hotel policies, select the entity, and assign a designated approver. You can use the same approver pool as your flight policies. You can also add CC recipients who receive notifications without being asked to decide on them.
Only Admin roles can access the Admin Portal. FAQ: User roles and access on the C Teleport platform

What if the approver is unavailable or on leave?

We recommend assigning at least two approvers per policy to avoid delays. If one approver is unavailable, the other can act on pending requests.

Updated on: 26/06/2026