Custom travel policies, automated for compliance

Setting up travel policies in Goodwings is quick and intuitive — just a few clicks, no IT setup required.

In your platform, you’ll find everything ready to go under Programs → Policies. From there, you can create travel policies for both employees and non-employees, and even build department-specific policies for teams like C-suite, Marketing, or Sales.

Each policy includes detailed rules for every part of the trip - flights, hotels, cars, and rail - so every booking made through Goodwings automatically follows your company’s standards.

You can define rules for:

• Flight bookings: fare types, cabin classes, airport transfers, budgets, lowest logical fare, add-ons, booking windows, refundable tickets, and maximum CO₂ per passenger-kilometre.

• Hotels: rate conditions (non-refundable, prepaid, pay-at-property), maximum price, booking windows, cancellation policies, and star ratings.

• Cars: vehicle types (SUV, compact, luxury, etc.), engine types, allowed categories, and maximum rental prices.

• Rail: maximum price, highest class of travel, and booking window.

Admins can create unlimited policies and approvers, decide whether out-of-policy options are shown or hidden, and even add out-of-policy reason codes to guide travelers toward compliant choices.

With everything integrated and automated, you can launch a new policy in minutes - and know every trip booked stays on track with your company’s travel, budget, and sustainability goals.

Yes! Travelers can easily see what’s in or out of policy while booking in Goodwings.

All out-of-policy options are clearly marked as “Out of Policy” in the booking flow, so travelers always know which choices meet company guidelines. If the travel admin has added a reason for why an option is restricted (for example, “fare exceeds budget limit” or “non-refundable rate”), it will appear directly in the booking view for full transparency.

Admins can also choose how visible these options are:

• Show all options (with out-of-policy ones clearly labeled), or

• Hide out-of-policy options completely to simplify traveler choices.

There’s even a filter option that lets travelers display only in-policy results, making it easy to stay compliant without losing flexibility.

Yes! during onboarding, our Customer Success team will help you import and adapt your existing travel policy directly into Goodwings. You can upload your current policy, and we’ll help translate it into the platform’s automated format, including your approval rules, ESG goals and budget settings. This ensures your company’s existing guidelines are seamlessly integrated from day one, with no need to start from scratch.

No, Goodwings is designed for easy, intuitive self-service setup. You can create, edit, and publish travel policies directly in the platform without any technical assistance. Our designated account managers are always available if you’d like expert guidance or best-practice recommendations.

Yes. You can update any travel policy in real time, at any time. Whether you need to adjust budgets, add new destinations, or refine approval rules, changes take effect instantly across the platform, enabling you to keep your travel program flexible and up to date.

Absolutely. Goodwings supports unlimited policy groups and approvers, so you can design policies that reflect how your business works. Set unique rules for departments like Sales, Marketing, or Finance, or assign separate policies for specific roles such as the C-suite or frequent travelers. Every team stays compliant, but with flexibility that fits their travel needs.

Yes! You can create unique approval workflows for each traveler type. For example, set one approval path for employees, another for contractors, and a third for external guests. You can also assign specific approvers and spending limits for each group, giving you full control while keeping the booking process smooth and efficient.

💡 Tip: You can also simplify guest bookings with custom templates in Goodwings. These templates include tailored rules, policies, and payment settings for external travelers like contractors, candidates, or other guests — helping them book easily while staying within your company’s travel policy.

Yes! with Goodwings, you can build your sustainability goals directly into your travel policies. Set a maximum CO₂ limit per passenger-kilometer, define the highest cabin class allowed, and prioritize low-emission transport options like trains or preferred airlines. 

Yes, you can define preferred or restricted suppliers right in your policy. Choose specific airlines, hotel chains, or transport types to align with your company’s negotiated rates, budget, loyalty programs, or reduction goals. Goodwings automatically applies these preferences at the time of booking, so travelers always see the right options first.

The Lowest Logical Fare (LLF) is a smart feature in Goodwings that helps travelers find the best available fare within company policy. LLF automatically compares flight options based on price, schedule, layovers, and approved carriers to suggest the most cost-effective, compliant choice 

Yes — the Goodwings compliance dashboard gives you full visibility into how well your travel program is performing.

You can see your overall policy compliance percentage, the number of out-of-policy bookings, spend per ticket (both in and out of policy), number of travelers, total spend, and out-of-policy bookings by department or traveler. You can even drill down to view policy violations and other key compliance metrics.

With real-time insights like these, you can quickly identify trends, spot opportunities for savings, and fine-tune your travel program to keep compliance on track.