Managing Trips and Bookings FAQs

Frequently asked questions about managing trips and bookings in the Conferma App.

How are my bookings linked in the Conferma App?

When you have completed your registration and verified your email account, the Conferma Platform can link your managed travel Hotel and Air bookings to your Conferma App account.

The Conferma Platform automatically links a bookings with an email address that matches the address you registered for the Conferma App with.

In some cases, the Travel Management Company is unable to provide your traveller email address and automatically linking your booking is not possible. You can manually link the booking in the Conferma App using the Link Booking feature on the Activities screen.

 

I have trips and/or cards but I cannot see any spend data in the Summary section?

The Summary is created based on the card transaction data provided by the banking partners to Conferma.

It is possible to book trips and generate virtual cards without the merchant charging the card. It takes between 48 and 96 hours after the merchant has charged the card for transaction data to reach Conferma.

 

I cannot see any bookings in the Conferma App?

Bookings made using Conferma (via integrated booking systems) will display in the Conferma App if the email address you registered (and signed in) with matches the email address provided by the integrated booking system.

If you confirmed your booking online without using a virtual card, your booking will not show in the Conferma App.

You must contact your travel agency to query why your confirmed booking isn’t showing correctly.

 

I cannot see my booking in the Conferma App, how can I find it?

This usually happens when the corporate email address you have registered with the App is missing from the data sent to Conferma when the booking was made.

You can search for your Hotel or Air booking by tapping into the suitcase icon on the home screen and tap the Link Booking button at the bottom of the screen. You’ll be prompted to answer a number of questions to gain access to your booking.

For security reasons, this feature is only available to users who register for the App using their corporate email account (@mycompany.com) when that corporate email domain has been linked to the Card Pool.

This feature is not available to you if you register with public email accounts such as @gmail.com or @hotmail.com. Contact Conferma for more information.

The Conferma App will only display virtual card bookings generated by systems integrated with the Conferma Platform.

 

Can I remove a booking from the Conferma App ?

No, it is not possible to remove or hide a booking from the Conferma App.

 

I’ve cancelled my booking with my travel agency but the booking still shows as booked within the Conferma App, why?

Travel agencies and integrated systems should inform Conferma when a booking has been cancelled. It is possible that the Conferma App has not been updated to reflect this. If you have received confirmation of your cancelled booking directly from the travel agency or booking system, please take this as confirmation of your cancellation. If you are unsure please contact your travel agency directly.

 

Does the Conferma App display cancelled bookings?

Yes, when Conferma Control is updated by a travel agency or integrated booking system that a booking is cancelled, Conferma will send a push notification to the app confirming the cancelled status. When opening the app the cancelled booking will continue to show but you will no longer be able to view the card details.

 

I’ve modified my booking, but the Conferma App is still showing the old dates or details, why?

When bookings are updated, Conferma should be updated by the travel agency or integrated booking system. If this fails to occur, the Conferma App is unable to display the correct details to you. You can contact your travel agency who will be able to update the information in Conferma Control.

 

I can see a booking that I do not recognise?

Bookings are linked to your account when your registered email address matches the one provided to Conferma by an integrated booking system. If you can see a booking that doesn’t belong to you, it is likely that your profile has been incorrectly selected as the traveller within the booking. You should contact your travel agency for more information.

 

How does Conferma know which bookings to display to me within the Conferma App?

When you registered to use the Conferma App, you provided your preferred email address. When Conferma receives requests for virtual cards from travel agencies, the system automatically checks to see what email address is associated to the request. If we find a match between a request email address and a Conferma App user, we instantly link the request to that account and send the user a push notification.

 

What is a trip?

To help you understand the full cost of a trip Conferma has introduced a new service called Trips. A trip is a collection of connected hotel or air bookings and cards created in the Conferma App. This allows Conferma to combine the spend of all the connected cards and show you the total cost of your trip.

 

How are trips created?

Hotel and Air Deployments are automatically linked together where the travellers email address is present on the deployment. Conferma also uses the hotel location, flight destination and travel dates to group the bookings appropriately.The city name of the hotel or destination airport is used as the name of the trip. If Conferma cannot identify a city from the booking details, we will simply use the hotel or supplier name. Your bookings are assigned to a Trip within 30 seconds of being created.

 

Can I edit the details of a Trip?

Yes, users of the Conferma App can edit a trips details.

Navigate to the trip details and click Edit. Change the details that need to be altered and click Update. 

Your trip will now display your updated details.

Conferma App users can also create new trips and assign cards to a trip.

 

How can I assign a card to a trip?

Navigate to the cards details screen and scroll to the "Other Information" section to find the "Trip" heading.

1. Tap into the trip sub-section and select one of your existing trips or create a new trip to assign the card to.
   
   

2. Look for the 'Trip' heading and select the trip you want the booking assigned to.
   
   

Your card will now be linked to your selected booking.

 

Can I create a new trip?

Yes, users of the Conferma App, can create new trips. 

1. Navigate to the details screen of the booking you want to include and scroll to the "Other Information" section to find the "Trip" heading.
   
   

2. Tap into the trip sub-section and you will be presented with a list of existing trips and the option to create a new trip. Navigate to the booking or card you want to assign to you new trip and look for the 'Trip' heading in 'Other Information'.
   
   

3. Tap on Create New Trip at the bottom of the screen.
   
   

4. Fill out the form and click create.
   
   

You will now be returned to the booking details and should see it assigned to your new trip.

 

I have checked out of my hotel, how can I upload my invoice?

Navigate to your hotel booking within the Conferma App, tap the Receipt section and then tap Add Receipt. You can either take a new photo or select an image from your library.

 

Conferma also provides a unique email address that is associated with each virtual card allowing you to forward an email receipt to Conferma.

 

Can I check-in to my flight via the Conferma App?

No, whilst the Conferma App displays your flight itinerary as provided by your travel agency, it does not provide any functionality to allow you to check-in.

 

Why are there multiple transactions against my booking?

The supplier, such as an airline or hotel, has charged your virtual card more than once. They may have charged twice due to changes to your booking or they’ve taken payment of a deposit.

 

Can I see refunded transactions in the Conferma App?

Yes, we display all transactions associated to your virtual card via the Conferma App,.

 

I didn’t upload a receipt, but I can see one or more receipts in the Conferma App, how did they get there?

In some instances, customers request that the supplier send Conferma the invoice/receipt directly. When we receive the invoice/receipt we instantly match it to the virtual card, allowing you to view it through the Conferma App or a finance manager to view centrally via snap, our online reporting tool.