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Travel plans

A travel plan records a trip: who is going, which countries they are visiting, and when. While an approved trip is happening, the travellers can sign in from those countries, even if your access policies normally block them.

Who can use this page: Travel Request Manager, Travel Request Contributor or Global Administrator. Only shown when travel plans are turned on for your school.

The Travel Plans page, listing plans with their start date, end date and approval status.

Find a travel plan​

The list shows all travel plans. Use the date picker to only show plans between two dates. Select a plan, or View, to open it.

Create a travel plan​

  1. Select New Travel Plan. (You can also select Add Travel Plan on a student's Travel Plans tab.)
  2. On the Details tab, enter a Request Name, such as "Year 10 Japan exchange". Turn on Approved if the trip is approved.
  3. On the Users tab, add everyone who is travelling.
  4. On the Countries tab, add each country in the order they will be visited:
    1. Choose the country.
    2. For the first country, choose the Start Date. Each later country starts on the day the one before it ends.
    3. Choose the End Date. A country can be a one-day stop, so its end date can be the same as its start date.
    4. Select Add Country.
  5. Select Save.

A plan needs a name, at least one traveller and at least one country.

The Countries tab of a travel plan, with the add country form and a list of countries in travel order.

Edit, approve or delete a travel plan​

  1. Open the plan and select Edit Travel Plan.
  2. Make your changes. Turn on Approved to approve the trip, or off to un-approve it.
  3. Select Save. Or select Delete Request and confirm.

Only the last country in the list can be removed. This stops gaps appearing in the trip.

How travel plans affect sign-in​

A traveller can sign in from a country in their plan when all of these are true:

  • The plan is approved.
  • The trip is happening now. The trip window starts a few hours before the first day and ends a few hours after the last day, based on the buffer times in Travel plan settings.
  • The access policy has Add exception for approved Travel Plans turned on.
  • The country is not on the Blocked Countries list. Blocked countries are always blocked.

If your settings Match On continent, the traveller can sign in from any country on the same continent as a country in their plan.

Groups during the trip​

If you choose groups in Travel plan settings, travellers are added to those groups while their trip is happening, and removed when it ends. This runs about once an hour, so there can be a short delay. You can use these groups in access policies, or in Microsoft Entra Conditional Access.

Every group change is recorded in the Audit Logs as the user "Travel request group sync".

tip

Approve plans a few days before the trip so you have time to check everything works.