Book a hotel and manage my stay

Book a hotel through TravelBank

Anna Allen avatar
Written by Anna Allen
Updated over a week ago

Purpose

This article explains how to book a hotel and manage your stay, including canceling your reservation, using the TravelBank platform.

Audience

This article applies to all users with access to TravelBank travel management.

Get started

Before you book your hotel, complete a few preliminary tasks:

    • To check whether you’ve added a payment method, or to ensure your payment information is accurate, select “My Account” from the TravelBank left navigation menu, then “Payment Methods”.

    • If your company has a corporate card used for purchasing travel through TravelBank, the card appears on the “Payment Methods” tab and also in the “Payment Method” pane on the checkout page.

  • Update or complete your Traveler Information.

Book a hotel

Book a hotel by taking the following steps.

Book a hotel from the web

To book a hotel, select “Travel” from the TravelBank left navigation menu.

  1. Select the “Hotels” tab.

  2. Complete the “Destination” and “Travel Dates” fields.

  3. Select "Search Hotel". If your company has a travel policy and any search results are outside that policy, the results include a note (see Figure 1). A travel policy can affect both rates and the number of days in advance you’re required to book travel without needing any additional approval per your organization’s guidelines.

    Hotel search results page with one hotel showing an out of policy message beneath the reservation total

    Figure 1. Out of policy notification

  4. Review the list of hotel options, and filter your search results as needed:

    • Price: Set a minimum and maximum price, or show results within your company’s budget.

    • Star Rating: Select hotels with ratings from 1 to 5 stars.

    • Guest Rating: Select hotels with guest ratings from “Good” to “Wonderful”.

    • Hotel Brand: Search for a hotel brand, or select one from the provided options.

    • Amenities: Select hotels with your preferred amenities, such as free wifi, meeting and conference facilities, and fitness centers.

    • Distance: Search for hotels within a maximum distance from your searched location.

  5. Once you have filtered your hotel options, you can view the options using Map View (the default view showing both a list of hotel options and a map of the options) or List View. Using Map View, you can view the hotel options in groups (see Figure 2). When you zoom in to the grouped options, the groups expand into individual options. When you zoom out, the hotel options are again grouped.

  6. View a hotel option’s rooms and hotel details, as well as any information about special rates, by selecting the name of the hotel, or choosing “View Rooms” to the right of the row (see Figure 3). Special rates* may include AAA, AARP, Senior, and Government rates (see Figure 4). If you use a Government rate, you are required to show your government work ID when you check in to your hotel. (*Special rates are not enabled for all customers. If administrators want to enable these rates for their organization, they should reach out to their customer success manager.) Also note that if your organization has enabled travel rewards, your trip may make you eligible to earn rewards that you can redeem for personal use on a variety of services.

    Figure 2. List of hotel options shown in Map View. The map shows several individual hotel options, as well as grouped hotel options, which appear as “2 Properties” and “3 Properties”

    Figure 2. Grouped hotel options in Map View

    A hotel option, or row, with the hotel name and the view rooms button both outlined for emphasis

    Figure 3. Select a hotel to view room and hotel options

    Two windows: on the left, room details, including text showing that a government rate is available. On the right, how the check-out screen will look if there is a government rate for a room.

    Figure 4. Hotel special rates

    Earn hotel loyalty rewards

    You may also be eligible to earn hotel loyalty points if you are a hotel loyalty member and select a room that is eligible for hotel loyalty points. When you select “View Rooms”, if a hotel has a rewards and loyalty program and has eligible rooms, a “Rewards and Loyalty” filter appears, as well as a “Hotel Loyalty Points” tag (see Figure 5).

    Room details popup window showing a hotel loyalty eligibility filter and room options that would earn the traveler hotel loyalty points

    Figure 5. Earn hotel loyalty points

  7. Confirm your selection by choosing “Select Room”.

  8. When you get to the Review Itinerary & Book Hotel page, select or add traveler information in the “Traveler Information” section. You can also take several other actions:

    • You can apply a promo code if you have one (see Figure 6). Note: Promo codes can only be applied to pay-now bookings, if the payment is collected at the hotel, the booking does not qualify to have a promo code applied to the stay.

      Hotel checkout page; the Traveler Information section and Apply Promo Code field are outlined for emphasis

      Figure 6. Traveler Information section and Apply Promo Code field

    • If you have applied a Government rate to your booking, check the “Government Rate Applied” checkbox above the “Reserve Hotel” button. Checking this box shows that you acknowledge the discount details and agree to show your government work ID upon check-in.

    • Select “Enable Rewards” in the “You Could Be Earning Rewards” section at the top-right of the Review Itinerary & Book Hotel page (see Figure 7).

      The Review Itinerary and Book Hotel page with a window at the top-right of the page reading You could be earning rewards

      Figure 7. You Could Be Earning Rewards window

  9. Confirm your reservation. Note: At this point, the confirmation button that appears to complete your booking depends on the type of reservation you’re booking:

    • Book Hotel: Your reservation requires payment during booking and is within policy.

    • Reserve Hotel: Your reservation requires payment during check-in at the hotel and is within policy.

    • Request Hotel Approval: Your selection is out of policy; the reason the selection is out of policy appears above the “Request Hotel Approval” button, and your selection requires manager approval.

Book a hotel from the mobile app

  1. From your TravelBank mobile home page, select “Travel” at the bottom-right of your screen, or select the hamburger menu at the top-left and then “Travel”.

  2. Select “Lodging”.

  3. Enter your destination and travel dates in the respective fields.

  4. Select “Search hotels”.

  5. Review the list of hotel options, and filter your search results as needed:

    • Price (available on Android and iOS): Set a minimum and maximum price, or show results within your company’s budget.

    • Star Rating (available on Android and iOS): Select hotels with ratings from 1 to 5 stars.

    • Guest Rating (available on Android and iOS): Select hotels with guest ratings from “Good” to “Wonderful”.

    • Hotel Brand (available on Android and iOS): Search for a hotel brand, or select one from the provided options. (Note: The Hotel Brand filter is available on iOS only at an individual hotel level, not a hotel chain level.)

    • Amenities (available on Android): Select hotels with your preferred amenities, such as free wifi, meeting and conference facilities, and fitness centers.

    • Distance (available on Android and iOS): Search for hotels within a maximum distance from your searched location.

  6. Use the map or list of hotel options to find a hotel that meets your needs (see Figure 8). If you select a hotel option, a “Hotel Details” page opens. Scroll down to the “Room Rates” section to see the available rooms for that hotel (see Figure 9).

    A map of hotel options and a window at the bottom of the screen with written details for the selected hotel

    Figure 8. Map and list of hotel options for your hotel search

    Hotel details page, room rates section; several room options, each with a select room button

    Figure 9. Hotel Details, Room Rates

  7. Choose “Select Room” for the room you want to book. This takes you to a confirmation page.

  8. Select “Book Hotel” to confirm your reservation.

Manage your hotel booking

Once you have booked a hotel, take the following steps to modify your reservation. (As an alternative, you can also email an agent at reservations@travelbank.com to modify or cancel your reservation.)

Manage your hotel booking from the web

  1. Select “Travel” from the TravelBank left navigation menu.

  2. Scroll down to the “Trips” section > “Upcoming” tab.

  3. Select “Modify” for the hotel reservation you’d like to make changes to. This brings up a chat window where you can work with an agent to modify or cancel your reservation.

Manage your hotel booking from the mobile app

  1. From your TravelBank mobile home page, select “Travel” at the bottom-right of your screen, or select the hamburger menu at the top-left and then “Travel”.

  2. Select “Trips”.

  3. Select “Modify” for the booking you’d like to make changes to (see Figure 10). This brings up a Modify Trip pop-up window (Figure 11) with options to Live Chat (24/7) or Call an Agent.

Trips section, upcoming tab, the modify button is outlined for emphasis

Figure 10. Trips section, “Modify” hotel reservation button

Modify Trip pop-up window with options to live chat (24/7), call an agent, or close the window

Figure 11. Trips section, Modify Trip options

Cancel your hotel reservation

Cancel your hotel booking from the web

  1. Select “Travel” from the TravelBank left navigation menu.

  2. Scroll down to the “Trips” section > “Upcoming” tab.

  3. Select “Cancel” for the hotel reservation you’d like to cancel (see Figure 12).

Figure 12. Travel page, Trips, Upcoming tab showing one booked hotel. A Cancel button is at the bottom-right of the row and is outlined for emphasis.

Figure 12. Cancel trip button

Cancel your hotel booking from the mobile app

  1. From your TravelBank mobile home page, select “Travel” at the bottom-right of your screen, or select the hamburger menu at the top-left and then “Travel”.

  2. Select “Trips”.

  3. Select “Cancel” for the booking you’d like to cancel (see Figure 13).

Figure 13. Trips, Upcoming Tab; Cancel button outlined for emphasis to cancel a hotel reservation

Figure 13. Upcoming Trips tab, Cancel option for a hotel reservation


Frequently asked questions


Need help?

If you need help, contact the TravelBank support team:

  • From the website or mobile app: Open the TravelBank left navigation menu and select “Chat with us”.

Publish date: December 27, 2023

Last update: May 31, 2024

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