When does a trip need approval?
Depending on your company's travel policy, some travel options may require approval before your booking can be confirmed, such as:
Flights above a certain price or specific cabin classes
Hotels or room rates outside policy
Other travel options that don't meet your company's travel policy
Or, all bookings made within Melon (depending on your company's setup)
When you select one of these options, Melon will pause your booking and send a request to your approver.
During this time, your booking isn't fully confirmed and no charges are processed. Your booking stays in Pending Approval until your approver makes a decision.
Keep in mind: Approval requests are usually held for a limited time based on your company's or airline's policy. If the request isn't approved within that timeframe, the booking may no longer be available and will be cancelled.
Booking statuses explained
Pending Approval – Your request is waiting for your approver's decision
Approved – Your request is approved and your booking is confirmed. You're all set!
Declined – Your request is declined and your booking canceled. Time to start over.
Book travel that requires approval
Booking travel that needs approval is similar to making a standard booking in Melon. The main difference is that you may need to provide a reason for choosing an out-of-policy option.
Step 1: Search and select your travel
Start your search as usual. If you select an option that requires an approval, you'll see a message. Continue with the option and submit it for approval or pick a different in-policy option.
Step 2: Complete checkout and provide a reason
Continue through checkout as normal. Provide more information for your choice if prompted. Depending on your company's Melon setup, you may see:
A reason dropdown with pre-set options
A free-form note to approver field where you can add context
These fields are configured by your company. If you don't see one or both fields, your company has chosen not to include them.
Step 3: Review the Pending Approval confirmation
After you book each segment (flight, hotel, car), Melon will show as Pending Approval, if an approval is required.
From this screen, you can add another segment or move on to finish your booking request.
Step 4: Send your approval request
Once you have finished booking all your trip segments, select "I'm done booking for now" to send the approval request to your approver immediately, or Melon will auto-send after 15 minutes.
Step 5: Wait for a decision
Your approver will review your request, and you will receive an email when it's approved or declined.
You can also check the status of your request at any time in My Trips.
Each segment will show whether it is Pending Approval, Approved, or Declined. This is especially helpful if your trip includes multiple segments, as each one may have a different status.
If Approved ✓
You'll get a email confirmation. Nothing else to do. Your booking is confirmed, and your itinerary will be available in My Trips, you will receive your booking confirmation by email.
If Declined ✗
That booking is cancelled and you'll get an email with your approver's reason letting you know the booking was not approved. Use that feedback to help choose a different option when you search again.
Pro tip: To avoid waiting, choose an in-policy option where available.
Quick Reminders
✔ Pending Approval = not fully confirmed yet
✔ Not fully confirmed yet = No Charges
✔ Click "I’m done booking for now" to speed things up
✔ Each out-of-policy choice needs its own approval
✔ Pick in-policy options to book instantly