If your company uses an approval process, it will be seamlessly integrated into your Melon platform. When a booking meets specific criteria - such as exceeding budget or being out of policy - it is automatically flagged for approval.
How to Action a Trip Approval
There are two ways to access and action trip approvals:
Via email: Click the link in the approval notification you received. If you open it on your desktop, you will be redirected to the Melon homepage to complete the approval. If you open the link via your mobile device, you will be redirected to the Melon Mobile app.
In Melon: Go to the Trip Approvals tab on the Melon homepage or Melon Mobile app.
Where to find it:
On desktop, the Trip Approvals tab is located in the top-right corner of your homepage.
On Melon Mobile, any pending approvals will show on the top right hand corner including how many are pending.
Inside this tab, you'll see:
You will find an overview of the trip in the main tab however to view the full details click the grey arrow to be taken to the trip itinerary.
To action this trip simply use the toggle button to select Approve or Decline and then click Submit. Upon completion of the approval request your traveller will be notified and the booking will be issued or cancelled accordingly.
Reviewing Trip Details
When reviewing a trip, you'll see:
Recommended spend for the route and travel dates
Justifications provided by the traveller (especially for out-of-policy trips)
Alternative Options for Over-Budget Bookings
If a traveller selects a fare or rate that exceeds the recommended spend, Melon will automatically highlight up to five lower-cost alternatives that were available at the time of booking but not chosen.
These options are shown in the approval email, this gives you greater visibility into more cost-effective choices. This transparency supports more informed decision-making when choosing to approve or decline a reservation.
Action a Request
You must select a decision for each segment and then once finished, click "Submit." If you do not do this before the deadline, segments requiring approval will be automatically approved or rejected according to your company's travel policy.
To take action, click:
Approve to greenlight the booking
Decline to reject the request
Segments without approval will be automatically booked once segments requiring approval have been approved or rejected.
The traveller will be automatically notified, and the booking will be either confirmed or cancelled based on your decision.
Declining a Request
If you choose to decline, we recommend checking in with the traveller. The fare or rate selected might be the last available option. If declined, the booking is cancelled—and the same rate may not be available again if rebooking is needed!
Need further help? Check out the Approvals Guide for approvers for a detailed guide to approving in Melon and Melon Mobile!