Business Travel Application Records

Home > Management Mode > Application Records > Business Travel Application Records

In Management Mode, managers can select Application Records on the Home page, then select Business Travel Application Records to open the records page. This feature lets managers review users' business travel applications and manage travel arrangements.

Key Features

  1. Application record list

    • The system displays all business travel applications in order by application date.
    • Managers can filter records by user name, department, or date range to quickly find the information they need.

  2. Real-time status display

    • Each application has one of the following statuses:
      • Pending Review: The application is waiting to be reviewed.
      • Approved: The application has been approved and the business travel arrangement is in effect.
      • Rejected: The application was not approved and the travel arrangement will not take effect.

  3. View details

    • Managers can select an application to view its date, destination, reason for travel, and other attached information.

Notes

  • Date restrictions

    • A business travel date cannot be earlier than the user's start date. The system automatically blocks applications that do not meet this requirement.
    • This rule ensures that applications match the user's actual employment period and prevents incorrect records.

  • Verify the information

    • Before submitting an application, users should carefully verify the travel dates, destination, and purpose.

  • Notifications and reminders

    • The system automatically notifies the relevant reviewer so the application can be processed promptly without disrupting the travel schedule.

This feature helps managers efficiently track business travel applications, improve the review process, and ensure that arrangements comply with company policy.

Business Travel Application Process

After a user (employee) submits a business travel application, SwipePoint sends it to the designated business travel reviewer. Once the application is approved, a manager can select the record they want to add to a calendar and tap Add to Device Calendar.

  1. The user (employee) submits a business travel application.
  2. The business travel reviewer reviews the application.

Add to Device Calendar

Home > Management Mode > Application Records > Business Travel Application Records > Business Travel Application Details > Add to Device Calendar

Managers can follow the steps below to add a business travel application record to a device calendar. This helps prevent important schedule information from being overlooked and keeps team members aware of a colleague's business travel.

Steps

  1. Open SwipePoint, enter Management Mode, and select Home.
  2. Select Application Records on the Home page.
  3. Select Business Travel Application Records from the records menu.
  4. Find and select the record you want to add to the device calendar to open its details.
  5. On the record details page, select Add to Device Calendar.
  6. In the menu that appears, select the destination calendar on the device, then confirm.

Notes

  • This feature only adds a record to the device calendar. To remove it later, you must manually delete it from the calendar on the phone or other device. SwipePoint does not synchronize deletions.
  • Deleting a business travel application record in SwipePoint does not automatically remove a copy that was already added to a device calendar. The manager must remove that calendar event separately.

Delete a Record on an Android Phone

  1. Open the Google Calendar app on the phone.
  2. Find and select the business travel application record you want to delete.
  3. Select the three-dot icon in the upper-right corner to open more options.
  4. Select Delete to remove the event.

Delete a Record on an iPhone

  1. Open the Calendar app on the iPhone.
  2. Select the business travel application record you want to delete to open its details.
  3. Scroll to the bottom and select Delete Event.

Synchronize the Device Calendar with Google Calendar

Use the following settings to keep the device's built-in calendar synchronized with Google Calendar.

Android Devices

  1. Open Settings on the phone.
  2. Select Passwords, passkeys & accounts. The menu name may vary by device manufacturer.
  3. Select your Google Account, then select Account sync.
  4. Make sure Calendar synchronization is turned on.

iOS Devices

  1. Open Settings on the iPhone.
  2. Select Apps, then Calendar.
  3. Select Calendar Accounts > Add Account > Google.
  4. Sign in to your Google Account and make sure Calendar synchronization is turned on.

After completing these settings, the device's built-in calendar can synchronize with Google Calendar so schedule records remain current and consistent.

Managers should periodically compare the calendar with the records in SwipePoint to prevent scheduling or management issues caused by inconsistent information.

Reviewing a Business Travel Application

Home > Management Mode > Notifications in the upper-right corner > Any business travel application

In Management Mode, managers can select the notifications icon in the upper-right corner of the Home page, then select any business travel application to open its review page.

When an employee submits a business travel application, the Creator, a Top Manager, or that employee's designated business travel reviewer can review it.

Delete a Business Travel Application Record

Home > Management Mode > Application Records > Business Travel Application Records > Business Travel Application Details > Delete

In Management Mode, managers can select Application Records on the Home page, select Business Travel Application Records, then select any record to open its details. This feature lets managers delete an employee's business travel application record to keep the data accurate and compliant.

Steps

  1. Enter Management Mode Open SwipePoint and select Management Mode.

  2. Open Application Records Select Application Records to open the management page.

  3. Select a business travel application record On the Application Records page, select Business Travel Application Records and locate the application you want to delete.

  4. Delete the record Select Delete next to the target record. When the confirmation message appears, confirm the deletion.

Notes

  • Deletion cannot be undone

    • Once deleted, the business travel application record cannot be recovered. Confirm that deletion is necessary before proceeding.

  • Retain important records

    • If the record affects important travel or expense calculations, back up or record the relevant information before deleting it.

  • Notify the employee

    • Confirm the deletion with the employee beforehand to avoid misunderstandings or disputes.

This feature gives managers a flexible way to keep business travel application records clear and compliant with company policy.

Frequently Asked Questions

Q1: How does a manager open the business travel application records page?

A: In Management Mode, select Application Records on the Home page, then select Business Travel Application Records.

Q2: What are the main features of the business travel application records page?

A: The page provides an application record list with filters, real-time statuses such as Pending Review, Approved, and Rejected, and a details view containing the complete application information.

Q3: How can a manager quickly find a specific business travel application?

A: Use the available filters to search by user name, department, or date range.

Q4: What do the business travel application statuses mean?

A: Pending Review means the application is waiting to be reviewed. Approved means the application was approved and the travel arrangement is in effect. Rejected means the application was not approved and the travel arrangement will not take effect.

Q5: What date restrictions apply to a business travel application?

A: The business travel date cannot be earlier than the user's start date. The system blocks such submissions to ensure that applications match the user's actual employment period.

Q6: What should a user check before submitting a business travel application?

A: The user should carefully verify the travel dates, destination, and purpose to ensure that the information is accurate.

Q7: How does a manager delete an employee's business travel application record?

A: Open Business Travel Application Records in Management Mode, select the application to open its details, then perform the delete action and confirm it.

Q8: What should a manager consider before deleting a business travel application record?

A: The deletion cannot be undone, so first confirm that it is necessary. If the record affects important travel or expenses, back up or record the relevant information. The manager should also confirm with the employee beforehand.

Q9: What should I do if a user deletes an application before the reviewer completes the review?

A: If a user (employee) deletes the application record before the reviewer completes the review, the application is not retained in the admin system. Ask the user to submit a new application before it can be reviewed.

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