Plan and coordinate group travel in one place with Expensify Classic Events. This guide walks you through creating events, inviting attendees, and managing group bookings.

How to access the travel tool

In New Expensify: Click the + button in the bottom-left corner of your screen, then select Book travel.
In Classic Expensify: Click Travel in the left-hand menu, then select Book or manage travel.

Need to enable travel still? Reach out to your Account Manager or Concierge to schedule a travel demo and get it enabled for your account.

What is an event?

An event is a coordinated trip for multiple members traveling to the same destination. Event coordinators create events from a trip template. If your organization allows it, coordinators can also create one-off events without a template.

Each event includes:

Event name and description
$15 trip fee per traveler
Event dates and travel window (optional early arrival or late departure)
Supported travel types (flights, hotels, trains, cars)
Attendee list
Activity log, booking details, and optional traveler notes

Admins can pay for all bookings at once using a central card.

How to create an event

You can create an event from a trip template. If your organization allows it, you can also create a one-off event without a template.

How to create a trip template

Click on Travel from your Expensify account
When in the Travel dashboard, click Program > Company > Expand > Configuration > Trip Template.
Select Create new.
Configure the template settings:
Invitation settings
- Invite: Attendees get an email and book for themselves.
- No invite: Admins book on behalf of attendees. (This cannot be changed later and guests won’t get an email invite.)

Basic details

Template name: Event name.
Location: Trip destination.
Traveler type: Allow policy members, guests, or both. (Guests cannot self-book when “No invite” is selected.)
Policy: Choose the policy connected to the event.

Booking rules

Apply member’s policy if less restrictive (for example, if event rules allow economy but the member’s policy allows first class, they can book first class).
Allowed booking types: Define rules for flights, hotels, trains, and cars (methods, payment, restrictions).

Traveler details

Traveler details are automatically filled from the profile. (Allow overrides only if needed.)

Other settings

Additional contacts: CC or BCC coordinators on event communications.
Default description: Displayed to attendees.
Notes to coordinator: Private notes for admins.

Select Save to finish.

How to allow coordinators to create events without a template

By default, event coordinators must use a trip template to create an event. To let coordinators create one-off events without a template:

In the Travel dashboard, select Program.
Expand Travel Administration, then select Trip templates.
At the top of the Trip templates page, enable Allow coordinators to create events without a template.

When this setting is enabled, coordinators choose whether an event uses Invite or No invite.

How to create an event from a trip template

While in the Travel dashboard,

Select Trips > Events.
Select Create > Event from template.
Choose your organization and trip template.
Review autofilled event name and location.
Enter event start and end dates.
Add a travel window if needed.
Open Advanced settings for arrival time or other options.
Select Create or Publish trips.

How to invite attendees

Policy Admins and arrangers can invite attendees to an event:

Select Traveler.
Search by email or invite a guest.

Notes:

Members see the trip in My Trips.
Admins see all events in Events.
With No invite, attendees do not receive an email. A template’s invite setting can’t be changed. To send invitations, create a new event from an Invite template.
Invitations are finalized when the Publish trips button appears.

How to view group bookings

Select Trips > Events > [Event name].

Here you can:

View the event description and attendees
Check booking status if travelers self-book

How to edit an event

From the Event page, select Modify to:

Update event details (location, dates, advanced settings)
Update event contacts (CC or BCC recipients)
Cancel the event

FAQ

Can I book employees and guests in the same trip?

No. Employees and guests must be booked separately.
See also: How to invite attendees.

Can I add children or infants to a booking?

Not yet. Children and infants must be booked separately.

Can I create an event without a trip template?

Yes, if your organization enables Allow coordinators to create events without a template. If this setting is disabled, coordinators must use a trip template. See also: How to allow coordinators to create events without a template.

Who decides the travel policy and payment method?

For events created from a trip template, the template sets the travel policy and the payment methods for each booking type. See also: How to create an event.

Will all travelers see the trip in their account?

Yes. Once booked, all travelers see the trip in their My Trips page.
See also: How to invite attendees.

Travel Event Management