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Introducing Group Policy

By Kathleen Burns, published on Nov 12, 2019
Introducing Group Policy

Lola.com’s new, super simple way to automatically apply different travel policies for different types of employees

At most companies, business travel is part of the job for all types and levels of employees — from event coordinators heading to tradeshows and founders hitting the fundraising circuit and everything in between. At some companies, all employees, regardless of level, follow the same travel policy and booking guidelines. At others, different types of employees — executives vs. managers, for example — have different spending caps and allowances. At Lola, we pride ourselves on providing a streamlined, lightweight platform to manage corporate travel, and sometimes that means introducing added flexibility.

That’s exactly what we’ve done with Group Travel Policies, a super simple way to automatically apply different travel policies and spending limits for different types of employees.

What is group policy?

Group policy is a new capability, making it possible for companies to have multiple travel policies, grouped by employee level,:

  1. Default Company policy
  2. Manager policy
  3. Director policy
  4. Executive policy

This means that travel managers can set different travel booking guidelines for different groups of employees, rather than having to compromise on an overall policy and frequently deal with exceptions. For travelers, the booking experience is exactly the same: options that exceed the applicable price limits are called out as “out of policy.”

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Why use multiple policies?

Introducing multiple group policies solves two key problems:

  1. Lack of flexibility when setting a travel policy
  2. Limited policy control options for admins

For most companies, the business travel budget varies across different levels of employees. Executives are often given the right to upgrade cabin class or stay in pricier hotels perks during business trips, while Managers may have less flexibility. Unfortunately, one-size-fits-all travel policies can’t accommodate this variability. Group policies allow for more flexibility to accommodate these differences in business travel spend when setting a travel policy.

The ability to implement multiple policies also gives the admin greater control over policy options. With only one policy, it is difficult to set a reasonable — and universal — price limit for the entire company. With multiple policies, admins don’t have to compromise or worry about extenuating circumstances when setting travel policies. They are given more control over exactly how much each employee can spend, and on what.

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How will user experience change?

Group policies are easy to implement and will only impact the user experience for the admin because they are the ones responsible for creating and assigning additional policies. When creating a travel policy, admins are now able to create three additional policies based on employee level, and the policy settings for each are entirely customizable. This process is super simple. If certain settings in new policies are consistent with the default policy, they can be copied into the new policy group and edited from there. Admins will also be able to see how many employees are in each policy group.

What if an employee needs to be moved from one policy group to another? No problem. If an employee is removed from a specific policy group, they will be placed into the Default Company policy group until you assign them to a different group.

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The traveler experience is no different with group policies, but they may notice different policy restrictions depending on which group they are placed in. 

About the Author: Kathleen Burns