Roles and Policies: Digital Management for Your Company Structure
The management culture of every company is different. DuTACS offers a flexible structure that adapts to the hierarchy and rules of your company instead of imposing a standard mould. with the "Roles and Policies" module, you can determine the authorisations of your employees and make their travel expenses in full compliance with company principles.
User Roles and Authorisation
Prevent chaos by defining users with different responsibilities on the platform.
- Administrator (Admin): Manages the entire company account, accesses reports and configures general settings.
- Travel Arranger: Typically designed for executive assistants or office managers, this role is authorised to make bookings on behalf of others (for example, their manager or an entire department).
- Approver: Department managers who review their team's travel requests, check the budget and give final approval. When a request is created, they receive a notification via e-mail or application.
- Traveller (Traveler): A standard user who can only make bookings for their own profile.
- Finance Officer (Accountant): It is the role that manages the accounting integration, which can access all invoices, payment history and financial reports, even if it is not authorised to make reservations.
Smart Travel Policy
Don't leave your travel rules on paper, integrate them into the system. Our policy engine is activated at the moment of booking.
- Budget Limits: Set maximum hotel/flight budgets based on flight duration or destination cities (e.g. "Maximum 300€ for flights within Europe").
- Class Restrictions: Define which level of employees can fly Business Class or stay in a 5-star hotel.
- Early Booking Rule: Rule out how many days in advance trips must be booked to reduce costs.
Automated Approval Flows
Reduce bureaucracy, don't lose control.
- In-Policy Automatic Approval: If a booking complies with company rules and budget limits, it can be automatically ticketed without manager approval. This speeds up the process.
- Exceptional Case Management: When an out-of-policy choice is made or the budget is exceeded, the system automatically sends an "Approval Request" to the relevant manager. The Administrator may examine the justification and approve or reject it.
Cost Centres and Project Codes
Ensure that expenses are deducted from the correct budget.
- Department Based Allocation: Assign each employee or team to a specific "Cost Centre".
- Project Tags: Require mandatory project code entry at the time of booking to invoice travel to specific projects or clients.