Travel Request Manager — Exobiosphere

⚙️ Zapier Email Setup

Emails fire automatically via Zapier. One-time setup. You'll need a free zapier.com account (free tier is enough).

Create the 3 Zaps first (see tabs 2–4), then paste the webhook URLs they generate here.

Zap 1 — New Request Webhook URL

Zap 2 — Approve Webhook URL

Zap 3 — Reject Notification Webhook URL

⚡ Zap 1 — New Request Notification → Kyle

Trigger: Webhooks by Zapier → Catch Hook
Action: Email by Zapier → Send Outbound Email

Use these values in the email action:

To: ilaria.ferrari@exobiosphere.com
Subject: Travel Request: {{name}} → {{location}}
Body type: HTML — paste this template:

<div style="font-family:sans-serif;max-width:600px;margin:0 auto;border:1px solid #e2e8f0;border-radius:10px;overflow:hidden"> <div style="background:#0a1628;color:white;padding:20px 24px"> <h2 style="margin:0;font-size:18px">✈️ Travel Request: {{name}} → {{location}}</h2> <p style="margin:6px 0 0;opacity:.7;font-size:13px">Submitted {{submitted_at}}</p> </div> <div style="padding:20px 24px"> <table style="width:100%;border-collapse:collapse;font-size:14px"> <tr><td style="padding:7px 0;color:#6b7280;width:160px">Employee</td><td style="padding:7px 0;font-weight:600">{{name}} ({{email}})</td></tr> <tr><td style="padding:7px 0;color:#6b7280">Destination</td><td style="padding:7px 0;font-weight:600">{{location}}</td></tr> <tr><td style="padding:7px 0;color:#6b7280">Dates</td><td style="padding:7px 0">{{depart}} → {{return}}</td></tr> <tr><td style="padding:7px 0;color:#6b7280">Event type</td><td style="padding:7px 0">{{event_type}}</td></tr> <tr><td style="padding:7px 0;color:#6b7280">Transport</td><td style="padding:7px 0">{{transport}}</td></tr> <tr><td style="padding:7px 0;color:#6b7280">Purpose</td><td style="padding:7px 0">{{purpose}}</td></tr> <tr style="border-top:2px solid #e2e8f0"><td style="padding:10px 0;color:#6b7280">Travel expenses</td><td style="padding:10px 0">€{{budget_travel}}</td></tr> <tr><td style="padding:7px 0;color:#6b7280">Accommodation</td><td style="padding:7px 0">€{{budget_hotel}}</td></tr> <tr><td style="padding:7px 0;color:#6b7280">Other</td><td style="padding:7px 0">€{{budget_other}}</td></tr> <tr style="background:#f8fafc"><td style="padding:10px 0;font-weight:700;color:#0a1628">Total Estimated</td><td style="padding:10px 0;font-weight:700;font-size:16px;color:#0a1628">€{{budget_total}}</td></tr> </table> {{#if booking_details}}<div style="margin-top:14px;background:#f8fafc;border-radius:6px;padding:12px 14px;font-size:13px;white-space:pre-wrap">{{booking_details}}</div>{{/if}} {{#if notes}}<p style="margin-top:10px;font-size:13px;color:#6b7280"><strong>Notes:</strong> {{notes}}</p>{{/if}} <div style="margin-top:24px;display:flex;gap:12px"> <a href="{{approve_url}}" style="background:#1a7a4a;color:white;padding:13px 28px;border-radius:8px;text-decoration:none;font-weight:700;font-size:15px">✅ Approve</a> </div> <p style="margin-top:14px;font-size:12px;color:#9ca3af">To reject this request, open the Travel Request Manager, switch to the Kyle view, and use the Reject button there.</p> <p style="margin-top:8px;font-size:11px;color:#9ca3af">Request ID: {{id}}</p> </div> </div>

After creating the Zap, copy the webhook URL and paste it in Tab 1.

✅ Zap 2 — Approval Handler → Employee + Ilaria

Trigger: Webhooks by Zapier → Catch Hook
Action 1: Email by Zapier → to ilaria.ferrari@exobiosphere.com
  Subject: Travel Approved: {{name}} → {{location}}
  Body: include {{name}}, {{email}}, {{location}}, {{depart}}, {{return}}, {{budget_total}}, {{booking_details}}

Action 2: Email by Zapier → to {{email}} (the employee)
  Subject: Your travel request has been approved ✅
  Body: confirm approval to {{location}}, dates, budget, and that Ilaria will handle the booking.

After creating the Zap, copy the webhook URL and paste it in Tab 1.

❌ Zap 3 — Reject Notification → Employee only

This Zap fires when Kyle rejects a request from the Travel Request Manager. It sends an email to the employee only — Ilaria does not receive rejection emails.

Trigger: Webhooks by Zapier → Catch Hook
Action: Email by Zapier → Send Outbound Email

Use these values in the email action:

To: {{email}} (the employee who submitted the request)
Subject: Your travel request needs revision
Body type: HTML — paste this template:

<div style="font-family:sans-serif;max-width:600px;margin:0 auto;border:1px solid #e2e8f0;border-radius:10px;overflow:hidden"> <div style="background:#b91c1c;color:white;padding:20px 24px"> <h2 style="margin:0;font-size:18px">❌ Travel Request Not Approved</h2> <p style="margin:6px 0 0;opacity:.8;font-size:13px">{{name}} → {{location}}</p> </div> <div style="padding:20px 24px"> <p style="font-size:14px;color:#1a1a2e;margin-bottom:16px">Hi {{name}}, your travel request for <strong>{{location}}</strong> ({{depart}} → {{return}}) was not approved for the following reason:</p> <div style="background:#fef2f2;border:1px solid #fca5a5;border-radius:8px;padding:14px 16px;font-size:14px;color:#b91c1c;margin-bottom:20px">{{rejection_reason}}</div> <p style="font-size:13px;color:#6b7280">Please revise your request and resubmit when ready.</p> <p style="margin-top:16px;font-size:11px;color:#9ca3af">Request ID: {{id}}</p> </div> </div>

After creating the Zap, copy the webhook URL and paste it in Tab 1.

🚀

Travel Request Manager

Sign in with your Exobiosphere account

My Travel Requests

Track your submitted requests or send a new one.

Pending

0

Approved

0

Rejected

0

Send New Request

Complete the form below. Kyle will receive an email to review your request.

✈️ New Travel Request

Your Name *

Your Email *

Other Travelers

Purpose of Travel *

Type of Event / Meeting *

Location / Destination *

Departure Date *

Return Date *

Mode of Travel (check all that apply) *

✈️ Flight 🚆 Train 🚗 Private Car 🚙 Rental Car 🚌 Taxi / Public Transport

Estimated Budget (EUR)

Expense Category	Estimated Amount (EUR)
Travel expenses (flight / train / taxi / car rental)
Accommodation expenses (hotel)
Other expenses (visa, insurance, local transport, etc.)
Total Estimated Cost	€ 0.00

Screenshots & Links — Flights, Hotels, Car Rentals

Attach screenshots from booking sites, travel apps, or emails so Ilaria has everything she needs to book.

📎

Drop screenshots here, or click to browse

PNG, JPG, PDF — multiple files OK

Additional Notes

📌 Policy reminder: Economy class is required unless otherwise approved. Receipts are required for reimbursement.