Frequently asked questions

Is there a registration fee to access Cleartrip for Business?

Nope. Signing up for Cleartrip for Business is free.

How do I create a business account with Cleartrip?

• Go to www.cleartripforbusiness.com and click on Register.
• After choosing a customised URL for your organisation’s account (e.g. mycompany.cleartripforbusiness.com), you'll get an email with an account activation link. Click on it to create your business account with Cleartrip.
• Once your account's activated, you can directly sign into your Cleartrip for Business domain (e.g. mycompany.cleartripforbusiness.com).

What if I forget my password?

No problem. On your domain sign-in page, click "I forgot my password". Enter your registered user ID and you'll get an email to reset your password. Your corporate administrator can also reset your password for you.

Questions before you book

Can I book tickets for infants and children on Cleartrip for Business?

No, you cannot book tickets for infants and children on Cleartrip for Business. You're welcome to do so on our consumer site, though.

What’s an e-ticket?

An e-ticket (electronic ticket) is a paperless electronic document with a unique confirmation number that neatly replaces the hassles of a paper ticket. When you buy an e-ticket, we email it to you within 30 minutes of your booking. Just print it out and bring it with you – along with a valid photo ID – to the airline counter when checking in for your flight.

What is the maximum number of seats I can book?

You can book a maximum of 9 seats at a time. If you need to book seats for more than 9 people, you'll need to make a separate booking for the remaining travellers.

I'm booking travel for 5 to 9 passengers. Why are some of the airlines missing from the search results?

Certain airlines don’t allow us to book more than 4 passengers in one go. Try your search again with 4 passengers or less.

Questions after you’ve booked

How do I know my reservation was booked?

We’ll send you an SMS and an email to confirm your flight booking.

Do I need to confirm my flight reservation before I fly?

No, you don’t. If you really want to, though, you can by writing to our Customer Support Team at customersupport@cleartrip.com or by contacting the airline directly.

How do I confirm my seat assignments?

After you make the booking, go to the confirmation page and click the link "select your seats now". This will open up a page with the seat map in the flight. Select the segment, travellers and preferred seats, then click on "Confirm these seats". Repeat for other segments of your trip.

How do I get my e-ticket details?

We’ll send your e-ticket details to the email address you gave us when you made your reservation.

How do I get a boarding pass for an e-ticket?

You need to show your e-ticket confirmation email and your e-ticket number at the check-in counter. The airline representative will issue your boarding pass at that time.

Do I have to show my e-ticket confirmation email at the airline check-in counter?

Yes, you do. Some airports don’t allow you inside without a printout of your e-ticket, so be sure to carry one with you. If you’ve forgotten your e-ticket printout but can get to a computer, you can signin to your Cleartrip for Business account, go to the Trips tab and print yourself a copy.

What if my paper tickets are lost or stolen?

If this happens, email us immediately and we’ll help you process a lost ticket application. In most cases, the airline will require you to purchase replacement tickets at “today’s” fare, meaning that day’s current published fares. Our travel specialist will facilitate the sale of these tickets.

If your original paper tickets aren’t used within a designated period of time (usually 3-4 months, depending on the airline), you’ll receive a credit for the purchase price of the replacement tickets, after deducting an application fee (which, again, varies by airline). Of course, these policies and fees are subject to change at any time – ask our travel specialist for the most recent information for your airline’s replacement ticket rules and policies. We’re bound by these rules, so we strongly suggest you keep your paper tickets safe to begin with.

Cancellations & Refunds

How do I cancel a flight reservation?

In four easy steps. Go to your Trips page, and:

1. Select the trip you want to cancel
2. Click on the "Cancellations" link
3. Select the passengers you want to cancel the reservation for
4. Hit the "Make cancellations" button

We’ll send you a confirmation email telling you what to do next. For e-tickets, you just sit around waiting for the money to hit your bank.For paper tickets, you’ll need to send us the tickets physically to the following address before we can start processing your refund:

M/S. Cleartrip Private Limited
06, Godrej Business District
Pirojshanagar Vikhroli
Mumbai-400 079
India

What are the cancellation charges?

Cancellation charges depend on the airline, sector, class of booking, and time of cancellation. To know what’s applicable in your case, check the fare rules mentioned on the booking page when you’re making your reservation: in case you missed it then, you can always go back to your account and check out your Trips pages.

If I need to cancel my flight, what’s the latest I can do this by?

With Cleartrip for Business, you can cancel your flight no later than 3 hours before the time of departure for domestic flights and 5 hours for international flights. If it’s later than the time mentioned above, you need to contact the airline directly.

How will I get my money back after a cancellation?

We'll credit the money back to the same account you used while making the booking. For example, if you used your credit card, we'll make an appropriate charge reversal; if you used your debit card, we'll credit the money back to the debit card.

How long does it take to process a refund?

We usually process refunds within 4 working days of a cancellation. However, it may take slightly longer to reflect in your account statement depending upon your bank. We’ve noticed that it takes about 14 working days for most refunds to hit their respective accounts.

I still haven’t received my refund. Help!

Whoops, sorry about that. Hop over to our Complaints Forum and holler for help. One of our crew will get back to you on the double.

Amendments (Rescheduling)

What is an amendment?

An amendment is a fancy word for a change in your travel plan. You can change the date or time (or both) of your travel; you cannot, however, change the sector(s) on which you’re already booked. For example, if you’re booked on a flight from Mumbai to New Delhi, you can’t change your destination to Goa.

How do I make changes to a flight reservation?

Contact our Customer Support Team any time, 24x7 at 022 4055 4954 (local call from any phone) .

What does it cost to make an amendment?

All amendments come at a fee that varies from airline to airline. We’ll also collect the difference in fare, if any, applicable when the amendment is made.

How do I get my ticket(s) after an amendment?

We’ll email your amended tickets within 60 minutes of making the change to the email address you used for the original booking.

Can I cancel my tickets after an amendment?

Yes, you can. However, sadly, you won’t be able to do it from your Cleartrip for Business Account. You’ll have to call our customer service guys to cancel amended tickets. Refer to Cleartrip’s Cancellation Policy for details.

Questions before you book

Can more than two adults stay in one room?

Most hotels allow additional guests to stay in a room for an extra charge as long as the room doesn’t exceed the maximum number of guests allowed per room. If you book a room that cannot accommodate your group, the hotel may cancel your reservation or require that you book additional rooms. If you have doubts, check directly with your hotel for their extra-guest charges and the maximum number of people allowed in the room you’ve booked.

Our children will be travelling with us – do they stay for free?

When making your booking, select the number of children travelling with you from the 'Children' drop-down box. If you select just 1 child, our search will give you the price of a double room with child, not including an extra bed. If you want an extra bed in the room, you need to increase the number of passengers in your search.

What if I need a specific type of hotel room (non-smoking, wheelchair friendly, etc.)?

Contact our Customer Support Team with your request and we'll do our best to get you what you need. However, your request is ultimately subject to availability when you arrive at the hotel.

Will my credit card be charged when I make my reservation?

This varies with the type of rate and hotel you select. Normally, your credit card will be charged immediately for all reservations made through our website or over the phone. This guarantees your reservation as well as the rate.

Questions after you’ve booked

How do I know if my booking was successful?

We’ll send you an email confirmation for your hotel booking.

Do I need to confirm my booking?

No, you don’t. If you really want to, though, contact us at customersupport@cleartrip.com to confirm your reservation. You can also contact the hotel directly if you prefer.

What if I don’t get a confirmation at the time of booking?

If a confirmation page doesn’t display once you complete your booking, check your email for a confirmation. If you don’t get an email confirmation within ten minutes, let us know at customersupport@cleartrip.com and we’ll send you your confirmation details.

I didn’t get an email confirmation. What do I do?

If you don’t receive an email after making a reservation, it could be that we have the wrong email address on file or your Internet Service Provider blocked the email thinking it was spam (junk mail? from us? perish the thought). Check your spam folder, just in case, and add our email address – customersupport@cleartrip.com – to your address book so that it doesn’t get filtered out next time. In the meantime, contact us at customersupport@cleartrip.com so we can send you an email confirmation.

Be sure to include the following information:

1. The name the reservation was booked under
2. The hotel name and location (city)
3. The check-in/check-out dates

How long will it take for the hotel to get my booking information?

The time it takes for a hotel to get your booking information varies by specific hotel and arrival date. In most cases the hotel should receive the reservation information within 12 hours of the time you made your booking (except for nights and weekends when the hotel’s reservation department is closed). Please note that this doesn’t apply to bookings made for the same day. Contact our customer support crew any time, 24x 7 on 022 4055 4954 (local call from any phone) if you have questions.

There are certain reservations that are booked out of an allotment. These rooms are guaranteed and must be paid for when you check out of the hotel. In some cases the hotel won’t have your name on the reservation until approximately 24 hours before you arrive.

What is my hotel’s check-in time?

Typically, the hotel check-in time is after 2:00 pm (local hotel time). Check with your specific hotel for its exact check-in time.

Will the hotel hold my room if I'm arriving late?

Since your reservation is guaranteed with a credit card, the hotel is obliged to hold your room until 7 am of the day after your planned arrival date.

What if I’m going to arrive early?

If you know you’re going to arrive early at your hotel, contact our Customer Support Team. We’ll do our best to accommodate your request, but it’s ultimately subject to room availability when you arrive at the hotel.

How do I get a receipt for my hotel booking?

Your email confirmation is your receipt, so keep a copy of it for your records. If you need a duplicate copy, contact our Customer Support Team with the following information:

• the guest’s first & last name,
• the check-in & check-out dates, and
• the name of the hotel,

and we’ll send you an email confirmation of your reservation.

Cancellations & Refunds

How do I cancel my hotel booking?

In three easy steps. Go to your Trips page, and:

1. Select the trip you want to cancel
2. Click on the “Cancellations” link
3. Hit the “Make cancellations” button

and your hotel booking will be cancelled. We’ll also send you an email confirming the cancellation.

What are the cancellation charges?

Cancellation charges depend on the hotel, time of stay ('season' or, 'off-season' time), and time of cancellation. To know what’s applicable in your case, check the hotel’s booking policy mentioned on the booking page while making the reservation or sign in to your Cleartrip account and check it out on your Trips page.

If I need to cancel my hotel booking, what’s the latest I can do this by?

It depends on your hotel. Go through the hotel’s booking policy mentioned on the booking page while making the reservation (or sign in to your Cleartrip for Business Account and check it out on your Trips page). Keep in mind that no matter what the hotel’s booking policy says, you can't cancel your booking on the day that you’re supposed to check-in.

How will I get my money back after cancelling a hotel booking?

We'll credit the money back to the same account you used while making the booking. If you used your credit card, we'll make the appropriate charge reversal, and if you used your debit card, we'll credit the money back to it.

How long does it take to process this refund?

We usually process the refund within 4 working days from the cancellation request. However, it may take slightly longer to reflect in your account statement as this depends upon your bank. We’ve noticed that it takes about 14 working days for most refunds to hit their respective accounts.

It’s been two weeks since I cancelled my booking but I still haven’t received my refund. Help!

Whoops, sorry about that. Go over to our Complaints forum and holler for help. One of our crew will definitely get back to you on the double.

Amendments (or changes in hotel bookings)

What payment options does Cleartrip for Business have?

We're happy to take your money in the following ways:

1. Deposit Account: You can top up your deposit account by depositing the money to our bank account via cheque, demand draft or account transfer.
2. Domestic and international credit cards
3. Select debit cards (currently HDFC Bank, Axis Bank and ICICI Bank only, but we’re working on the rest)
4. A host of Net banking/direct debit payments:
• AXIS Bank
• Bank of Baroda Corporate Net Banking
• Bank of Baroda Retail Net Banking
• Bank Of India
• Citibank
• HDFC Bank
• ICICI Bank
• IDBI Bank
• Indian Overseas Bank
• IndusInd Bank
• Karnataka Bank
• Oriental Bank of Commerce
• Punjab National Bank Retail Net Banking
• Punjab National Bank Corporate Net Banking
• South Indian Bank
• Union Bank of India
• YES Bank

Is my credit card information safe on your site?

Yes. Cleartrip for Business uses thawte™ SSL Certificates, which is an assurance that it follows the best security practices adopted by major online vendors. Any information you enter when transacting with Cleartrip for Business is sent in a Secure Socket Layer (SSL) session and is encrypted to protect you against unintentional disclosure to third parties.

What’s the Card Verification Value (CVV) number on my credit card?

The CVV number is an important security feature that further reduces the risk of internet fraud. This number never appears on sales receipts or billing statements and is only found on the physical card itself. We ask you to enter the CVV code during your transaction to make sure that the card is, in fact, in your possession.

Where is the Card Verification Value (CVV) number located on my credit card?

For Visa/MasterCard: Your CVV is the three-digit code after the last four digits of your credit card number on the back of the card within the signature field.

For American Express:Your CVV is the four-digit number on the front right-hand side of the card above the card number.

Under what name will my transaction appear on my credit card statement?

We’re Cleartrip, remember? No obscure company name is going to appear on your statement. Your purchase will be charged to Cleartrip Travel Services Pvt. Ltd.

What is Verified by Visa (VBV)?

Verified by Visa (VBV) is a product offered by Visa in conjunction with the bank that’s issued your card. VBV uses personal passwords or identity information to help protect Visa card numbers against unauthorized use and is available for most Visa cards from participating financial institutions.

How does VBV help me?

VBV provides an extra level of protection for online shopping and helps prevent the unauthorized use of your card online.

How do I know if my bank has a VBV facility?

Ask the help desk or call center of your card's issuing bank whether your card offers the VBV facility.

How does VBV work?

VBV protects your existing Visa card with a password you've created and provides the added assurance that only you can use your Visa card online. For more details on VBV, click here.

What is MasterCard SecureCode?

MasterCard Secure Code is a unique service that uses a private code to help protect your card against unauthorized use when you shop at participating online merchants.

How does MasterCard SecureCode work?

The MasterCard SecureCode program is a security facility comparable to VBV. For more details click here.

Net Banking Payments

What is ‘Pay by Net Banking’ all about?

‘Net Banking’ is a mode of payment that allows you to pay for the services offered at Cleartrip for Business by direct debit from your bank account.

Can I use this option?

If you have a bank account with which you can make online transactions, then yes, you can definitely use the ‘Pay by Net Banking’ option at Cleartrip for Business.

If I pay by net banking, how long will it take for my account to be debited?

In a successful transaction, your account will get debited immediately.

I don’t know my net banking password. What should I do?

Contact your bank’s helpdesk and they'll retrieve your net banking password for you.

How can I make a payment using ICICI's ‘Pay by Net Banking’ facility?

You need to be an ICICI bank account holder for this. Just follow these easy steps:

1. On the payment page, select ‘Pay by Net Banking’, select ‘ICICI’ and hit ‘Continue’.
2. You'll be redirected to ICICI’s Infinity page. Enter your login ID and password.
3. On the next page, verify the payee details and the amount to be paid. Select the account to be debited.
4. Enter your login ID and the transaction password. Hit ‘Pay’.
5. If the payment's been successful, you'll be shown your payment reference number. Note it down and hit ‘OK’, and you’ll be redirected to Cleartrip’s Thank You page.

Didn’t really understand? We have more help with pictures over here.

How can I make a payment using HDFC's ‘Pay by Net Banking’ facility?

You need to be an HDFC bank account holder for this. Just follow these easy steps:

1. On the payment page, select ‘Pay by Net Banking’, select ‘HDFC’ and hit ‘Continue’.
2. You will be redirected to HDFC’s net banking page. Enter your login ID and password.
3. On the next page, verify the payee details and the amount to be paid.
4. Select the account to be debited. Hit ‘Continue’.
5. If the payment's been successful, you'll be shown your payment reference number. Note it down and hit ‘OK’, and you’ll be redirected to Cleartrip’s Thank You page.

Didn’t really understand? We have more help with pictures over here.

How do I pay using Citibank Net Banking (or debit card)?

1. On the payment step, select “Pay by Net Banking”, select Citibank, and hit the “Continue” button.
2. You’ll be taken to Citibank’s Net Banking sign-in page, where you’ll need to enter your debit card number, expiry date and IPIN.
3. After successfully signing in, the booking amount will be immediately debited from your account. Hit the "Continue" button to complete the transaction.
4. Once the payment’s gone through successfully, you’ll be redirected to Cleartrip’s website where we’ll confirm your booking.

Didn’t really understand? We have more help with pictures over here.

While I was paying by net banking, my ‘session expired’. Say what?

Your session most likely expired due to security reasons. This happens when a payment isn’t made within a specified amount of time. Go back to the Cleartrip for Business home page and start over. We know it’s annoying, but it’s for your own security.

I made a successful net banking payment but the system says that the ‘verification has failed’. Now what?

To make a successful booking, your payment transaction has to get verified at your bank’s direct debit gateway. The verification can fail because of various reasons. If you made a successful payment but the verification failed, don’t sweat. The amount debited from your account will get credited back within 7 working days.

Why do I see a debit by BillDesk in my account statement when I pay by Net Banking on Cleartrip?

Don’t panic – that’s us. BillDesk is a company that provides payment services to other companies. We’ve partnered with BillDesk to enable a host of net banking payment options for our customers. They debit your account on our behalf when you make a payment at Cleartrip.

I cancelled a booking which was made using the ‘Pay by Net Banking’ option. How will I get my money back and when?

The account you used to make the payment will get credited with the refund amount within 7 working days.

Deposit Account

Please see our Deposit Account FAQ section here.

How do I make a deposit?

You can deposit money into our ICICI Bank account by cheque, demand draft, online transfer (no cash please). After making a deposit, please let us know the deposit details by filling up the form under “Record a deposit”. Completing this form is essential for us to know which deposit account to credit.

How do I make a deposit?

Bank	ICICI Bank Ltd.
Account#	000405029021
Name	Cleartrip Private Limited.
Branch	Free Press House, 215 Nariman Point , Mumbai – 400 021
IFCI Code	ICIC0000004
Accepted modes	Cheque, demand draft, or online transfer (RTGS / NEFT). No cash

IMPORTANT: Be sure to complete the deposit form after making a deposit, or your deposit account will NOT get credited.

When will the money be credited to my Cleartrip Deposit Account?

Within 24 hours of the money hitting our account. We'll send you an email as soon as we credit the money into your deposit account, so you don’t need to keep checking back in between. Here’s how long deposits usually take to be credited:

Online transfer	normally 1 - 2 working days
Local cheque / DD	normally 1 - 2 working days (cheque / DD payable at Mumbai)
Outstation cheque / DD	normally 3 - 7 working days

If I pay by Deposit Account, how long will it take for my account to be debited?

After a successful transaction, your account will get debited immediately.

I cancelled a booking which was made using the ‘Pay by Net Banking’ option. How will I get my money back and when?

The account you used to make the payment will get credited with the refund amount within 5-7 working days.

Is there somewhere I can see the debits & credits to my deposit account?

Sure, go to our Account section to see the debits & credits under Deposit Account. You can also see the balance in your deposit account.

Where can I get a receipt (invoice) for the deposits made?

All receipts for cleared funds are available online.

Will I get notified if the balance in my deposit account gets low?

Yes, you can set low balance alerts in your deposit account. We can send alerts by SMS, by email or both. If you've already created your deposit account, you can edit the details to set the alerts.

Is my deposit account safe?

With support for 128–bit encryption, Cleartrip for Business uses the world’s most secure data encryption algorithms to protect your online payments, keeping you safe from fraud and theft.

Who are travellers and users?

Users (usually travel managers or administrators) can sign in to a company’s Cleartrip for Business account to book trips. Travellers are employees or staff members for whom trips get booked. Users can have various roles (e.g. View trips only, Book trips, etc..) which can be configured by the account owner.

Travellers cannot sign in to the system unless they are invited to do so by users.

Who is the account owner?

The account owner is the person who registered your domain with Cleartrip for Business. Account ownership is transferable to other users in the system.

How can I add travellers?

Go to the Travellers tab, click on ‘Add Traveller’ and enter the new traveller’s first name, last name and email address. You can also add travellers individually or in bulk by uploading a vCard, which is a standard business card format.

You even have the option of adding travel preferences for each traveller (e.g. meal preference, frequent flyer number, passport details) so that you don’t have to do it each time you make a booking for them.

What is a vCard?

vCard (Versit Card) is a file format standard for electronic business cards. They are often attached to email messages and contain names, address information, phone numbers, URLs, logos, photographs and even audio clips.

You can use vCards to upload travellers’ information to your Cleartrip for Business account.

What kind of roles can be assigned to users?

• Account Owner: This user can view the company settings page with basic settings, deposit account, users, tour codes, booking policy, departments, tags and deposit account split. They can also view all trips and reports, edit other users’ profiles, add travellers and cancel trips.
• Can book, add users and view reports: A user with this role will be able to see the company settings page but won't be able to view or edit basic settings, deposit account split, approvals and the booking policy. They can also view all trips and reports, edit other users' profiles, add travellers and cancel trips. This role is usually assigned to the travel manager.

  The rest of the roles do not allow the user to view the company settings page at all, nor access reports, edit other users' profiles or cancel other users’ trips.

• Can book with deposit account: This user will be able to book using the deposit account.
• Can book: This is the default role when a user is added to the system. This user will be able to book with debit card, credit card and net banking, but won’t be able to use the deposit account as a payment mode.
• Can see bookings: This user can view the search results page, but can’t make any bookings themselves.

I’ve got a bunch of people travelling and am having a hard time managing their schedules. Can Cleartrip for Business help simplify my task?

Cleartrip for Business makes travel schedules available in an industry-standard calendar format so everyone’s travel dates and times are synchronised with desktop or online calendar applications. This way, you can see who’s travelling when at a single glance.

Trips can be viewed in calendar or list format, and a handy menu lets you select whether to see everyone’s travel schedule or just that of a specific person. To view the calendar, go to the Trips tab after signing in.

Dashboard (Onscreen Reports)

Account owner and users with the role 'can book, add users and view reports' will be able to see reports. You can track and analyze the company's travel expenses at the click of a button.

We have introduced reports in pictorial representation which would provide you detailed insights on your company's travel expense trends, department-wise expenses, airline-wise expenses and booked fares v/s minimum/average fares across all products viz. domestic flights, international flights, hotels and trains.

All you have to do is; select the product that you want to track, say, domestic flights, and select the date range (last one month, two weeks or last 7 days). You'll be able to see the travel expense trends and booked fares v/s minimum / average fares in the form of histograms; department-wise expenses and airline-wise expenses in the form of pie charts. You can further filter the graph pie chart by selecting the date range as day, week or month.

What's more, we have introduced 'Advance Purchase Pattern' report in the form of a histogram which will provide you information regarding how many days before the departure date did each user make the booking. This will be useful for you to understand the booking patterns of your users which can eventually help you control excessive spends on bookings made closer to departure dates.

Expense Reports (Downloadable)

You can download expense reports from this page. Just select one of the reports from the dropdown. Select the date range required for the report and click on 'Download' and you can download it in csv format and later on convert it into an excel file. Click here for more details!

As you can see, we provide airline wise, city wise, product wise, periodic, sector wise and employee wise expense along with the 'Booking Detail' report. The booking detail report, which is most widely used, gives the list of bookings done by you with details such as trip id, booking date, product, booking status, cancelled date, ticket/ voucher number, trip name, passenger name-employee id (which will help to uniquely identify the employee), airline/hotel/train name, booked by, department, tags, payment mode, credit card number, base fare, taxes and other charges, insurance, cash back and discounts, total fare, refund amount, minimum available fare, average available fare (based on the fares at that search instance), travel date, return date, policy compliant booking (y/n) and policy violation reason.

If you have the approvals feature enabled, the booking detail report will have the following additional columns namely request sent date, approved date, approver names, initiator name, escalated date, emergency booking (Y/N), reason for emergency booking, approved fare and booked fare.

Do my browser's privacy settings affect my Cleartrip for Business experience?

Cleartrip for Business works with most levels of your browser’s privacy settings, so your experience shouldn't be affected.

Can I book on Cleartrip for Business if I’m using Mac OS X?

We love Apple and we love Macs, so someone would get shot if Cleartrip for Business didn’t support the Mac OS. That said, we have some odd quirks with Safari, so you’re best off using Firefox until we iron out our Safari glitches.

Some of the stuff I’m seeing looks a little bit old. What’s up with that?

We do our best to serve you hot, fresh content. If you still see things that seem dated, try clearing your browser cache.

I’m getting an Expired Certificate warning.

This will happen only if you’re accessing our site using an old browser. Check with the certificate vendor for browser version compatibility, or switch to a newer browser.

The Cleartrip for Business website’s moving slower than mud. What gives?

Our site’s usually pretty zippy, so it might actually be your Internet connection that’s slow. Check with your Internet Service Provider to see if there’s a problem on that end.

What browser works best with your site?

Cleartrip for Business works best on Internet Explorer (version 5.5 or later), Firefox/Mozilla (Firefox 1.x or later) and Netscape (version 7.x or later).

What do I do if my booking is not completed?

Take a deep breath and try again. If your booking fails in the middle of a payment process, we’ll let you know if you get slapped with any incorrect charges.

Does Cleartrip’s site use cookies?

Yes. Cookies help make us more responsive to your needs and allow us to tailor our site to your interests, giving you the Cleartrip experience you know and love.

What are approvals?

If you need to get approvals from your company, department heads or travellers before making travel bookings, you no longer need to do it verbally, through emails or using complicated systems. Cleartrip for Business integrates pre-trip approvals into your account so that you can request approvals, keep track of their status and book only approved trips – all in one handy place.

You can even set up various levels of approvers depending on what you need: company-level, departmental or individual.

To activate the approvals feature on your Cleartrip for Business account, call us on 022 4055 4954 and we’ll take care of it for you.

Who can use the approvals feature?

Any user can send a trip for approval. If the default approver doesn’t approve the trip within 24 hours, the trip automatically gets escalated to the alternate approver (assigned on the company-level approvals settings page). If the alternate approver also fails to pass the trip within 48 hours from the time it was sent, the trip expires. You can also manually escalate the trip to a higher-level approver from the Trip Details page within the first 24 hours of sending it for approval.

How are trips approved?

Approvers and travel managers will be able to see trips awaiting approval or booking in the Tasks page, which is visible only to them. Approvers can approve trips directly via email (on mobile, too) without logging into their Cleartrip for Business account, or they can navigate to the Tasks page and approve/reject trips from the Trip Details page.

Your Booking Detail Report allows you to see approval-related data for each trip including the request sent date, approved date, approver names, initiator name, escalated date, emergency booking status, reason for emergency booking, approved fare and booked fare.

How do I set up company-level approval settings?

First, you need to select a default approver (companywide, product-wise or amount-based), alternate approver and companywide booker. Then you can set a price threshold beyond which bookings are not allowed. If you want the option to bypass the approval process entirely, you can also select the emergency booking option.

How do I select a default approver?

Does your company have just one approver for all employees? If so, just complete the company-level approval settings and you’re good to start using the approvals feature. Select the person responsible for the approval of all travel requests to be your default approver.

Does your company have different approvers for flight/ hotel/ train bookings? If so, you don't have to enter a companywide approver; just click on the 'Advanced Settings' link. If you require approvals for a product, select an approver from the dropdown list of all users. If you don’t require approvals for, say, train bookings, click ‘No’ for Trains. To restore the default settings, click 'Back to basic settings' and you’ll be able to select a companywide approver again.

Does your company have different approvers based on the amount of the trip? If so, you don't have to enter a companywide approver; just click on the 'Advanced Settings' link to view product-wise approval settings. Now click on the 'Advanced Settings' link for each product, which will open up the amount-based approval settings. For each product, set up an approver for an amount up to a particular value and another approver for amounts greater than that value.

Who do I set as an alternate approver and booker?

Once you select a default approver, you can select an alternate person responsible for approving trips when the default approver is away or temporarily unable to give approvals; this is your alternate approver. Then select a person responsible for booking all the approved trips; this is your companywide booker.

Why should I set a price threshold?

Setting a price threshold helps keep budgets in check. If, between the time a trip approval is requested and received, its fare increases more than a certain percentage, the system won’t allow the trip to be booked. The trip will be dropped and the user will have to select an alternate trip within the allowed price range and request its approval again. The default price threshold percentage is set to 75%.

I need to bypass the approval process in emergency cases.

Sure, you can do that. Click the 'Allow emergency bookings' checkbox and any user who is allowed to book will be able to bypass the approval process by entering the reason for doing so. Approvers will be notified by email that an emergency booking was made.

How do I set up department-level approval settings?

Does your company have different approvers for flight/ hotel/ train bookings?
If so, you don't have to enter a companywide approver; just click on the 'Advanced Settings' link. If you require approvals for a product, select an approver from the dropdown list of all users. If you don’t require approvals for, say, train bookings, click ‘No’ for Trains. To restore the default settings, click 'Back to basic settings' and you’ll be able to select a companywide approver again.

Does your company have different approvers based on the amount of the trip?
If so, you don't have to enter a companywide approver; just click on the 'Advanced Settings' link to view product-wise approval settings. Now click on the 'Advanced Settings' link for each product, which will open up the amount-based approval settings. For each product, set up an approver for an amount up to a particular value and another approver for amounts greater than that value.

Are approvals enabled? If Yes:

The Trips page displays trips categorized by their status. The default view shows the 5 most recent trips; you can change this to show the 10 most recent trips or choose ‘All’ to see all trips in each section. You can also filter trips by PNR/voucher number, traveller name or trip ID.

Click on the calendar icon to view trips in calendar view and click on the list icon to view trips in list view. Click here for more details.

Booked trips in the future are in the 'Upcoming Trips' section; trips already taken are in the 'Completed Trips' section. Trips cancelled, refunded or rejected by the approver are in the 'Cancelled/ Refunded/ Rejected' Trips section. Trips on hold (such as offline international trips), pending approval or awaiting booking are listed in the 'Unconfirmed Trips' section.

Are approvals enabled? If No:

The Trips page displays trips categorized by their status. The default view shows the 5 most recent trips; you can change this to show the 10 most recent trips or choose ‘All’ to see all trips in each section. You can also filter trips by PNR/voucher number, traveller name or trip ID.

Click on the calendar icon to view trips in calendar view and click on the list icon to view trips in list view.

Basic Settings Page

This page displays the custom URL you entered while registering. You can personalise your Cleartrip for Business account further by uploading a logo – click 'Browse', navigate to the logo file on your computer and click 'Upload logo'.

If you want to make someone else the Account Owner, select another user from the dropdown menu and click 'Make this person the account owner'. The system will send an email to that user with a link which they need to click and log in with their username and password. Your role will automatically be changed to 'Can see bookings', with which you can view all trips.

Tasks Page

This page can be viewed only by the Approver and Booker. The Approver sees the list of trips pending approval and the booker sees the list of trips awaiting booking. The expiry time, in hours, is also shown next to each trip, and trips are displayed in ascending order of expiry time. The expiry time for the default approver is 24 hours from the time the trip was sent for approval, and 48 hours for the alternate approver from the time the trip was sent for approval.

Tour Codes

A tour code is a unique number used by airlines to track bookings made by each entity (individual or corporate). Based on the tour code, an airline offers specific discounts and promotions to the entity.

If you have a tour code, you can assign it to a specific airline in the system. Whenever you make a booking with that airline, you’ll get the current discounts or promotions the airline offers you.

Booking Policy

How do I set a booking policy?

Setting a travel booking policy allows you to have better control over your company travel expenses and to monitor bookings. You can set the maximum fare at which users can travel as a percentage of the lowest fare available or a fixed amount. You can even select a preferred airline, class of travel, type of fare (refundable or non-refundable) and a preferred booking date (the number of days before the departure date).

Once the travel booking policy is set up and a user searches for flights, those which are out of policy will be marked separately in the search results page. A user can still book an out-of-policy flight, but will have to provide a reason for doing so.

How do I setup alerts and exceptions?

The Alerts and Exceptions page lets you set up an email address and phone number at which you’d like to be notified when someone books an out-of-policy flight. You can also create a set of reasons for selecting an out-of-policy flight, which users will need to choose from a dropdown menu in the first step of the booking process.

Departments

You can create departments for your company on this page by clicking 'Add a department'. Enter the name of the department and select the people from the dropdown list, and they’ll automatically be assigned to that department. Then click on 'Save department'. Once people are assigned to departments, you can view department-wise travel expenses in the Reports section.

Tags

'Tags' is a powerful feature that lets you associate every booking with a specific item such as cost centre, project name, project code, reason for travel or an internal system number. Tags are displayed in reports next to each trip, so you can view, say, cost centre-wise travel expenses or project-wise travel expenses. It’s easy to create tags – just click on 'Add a new tag' and enter the tag description (such as 'cost centre') and tag name (such as 'ABCD012') and click 'Submit'. Tags you’ve created will be displayed on this page, and you can modify or delete them later if you want.

Click on a tag to see the list of trips associated with it. So if you want to see the list of trips associated with a particular project, for example, create a tag with the project name; when you’re booking a flight related to that project, select the project tag from the dropdown menu in Step 2 of the booking process and the trip will automatically be associated with that tag. This information is also captured in the 'Booking detail report', which you can access from the 'Reports' page.

You can also create tags on the fly during the booking process itself so that you don’t have to set them up beforehand on the company settings page.

Deposit Account Split

What is a Deposit Account Split?

The Deposit Account Split feature allow you to set limits for a user to book using a deposit account, helping you control the company’s total travel expenses. The default value is ‘No limit set for the user’; select ‘Change Limit’ to enter a specified amount.

The amount in the Balance column drops as the user makes bookings until it reaches zero. You’ll then need to set a limit again for that user to make more bookings.

Users, Travellers and Roles

Account Owner: This user can view the company settings page with basic settings, deposit account, users, tour codes, booking policy, departments, tags and deposit account split. They can also view all trips and reports, edit other users’ profiles, add travellers and cancel trips.

Can book, add users and view reports: A user with this role will be able to see the company settings page but won't be able to view or edit basic settings, deposit account split, approvals and the booking policy. They can also view all trips and reports, edit other users’ profiles, add travellers and cancel trips. This role is usually assigned to the travel manager.

The rest of the roles do not allow the user to view the company settings page at all, nor access reports, edit other users’ profiles or cancel other users’ trips.

Can book with deposit account: This user will be able to book using the deposit account.

Can book: This is the default role when a user is added to the system. This user will be able to book with debit card, credit card and net banking, but won’t be able to use the deposit account as a payment mode.

Can see bookings: This user can view the search results page, but can’t make any bookings themselves.

What can I do on this page?

You can edit your profile on this page. You can also view the last 5 or 10 trips, or all of them, in each section. Click on a trip to open the Trip Details page.