Tumodo
24857
United Arab Emirates
Dubai
Liwa Heights, JLT Cluster W, office 3407-3408
+971(4)361-18-54
hello@tumodo.io
TUMODO
Manual
Platform Guide
Hello, dear friend! This is a Tumodo educational portal.
Here you will learn how to use our Platform,
arrange a trip and set up your company’s
travel policies. Let’s go!
Select the section you are interested in
Login to Tumodo
Manual
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Registration
After signing an agreement, we’ll send you a link to your email address, which requires you to register within 72 hours. If you didn’t manage to activate your account during this time, please request a new link from your service manager.
How to Login to Tumodo
When registering, you’ll receive an email containing your username and a link to create a password. Enter all data in the field. If you’ve forgotten your password, you can recover it either by yourself or by contacting your service manager.
Authorisation
When registering, you’ll receive an email containing your username and a link to create a password. Enter all data in the field. If you’ve forgotten your password, you can recover it either by yourself or by contacting your service manager.
Your Profile
Manual
Profile contains your personal data, which is necessary for arranging business trips.
In this tab you can also change your password.
Personal Data
In the employee’s profile you can find information for accessing Tumodo, documents, airline bonus cards, information about department affiliation, the applicable travel policy, etc.
Change Password
Scroll down the employee’s profile window and press the “Change Password” button. You will receive an email with further instructions.
Main Menu
Manual
There are five main sections in your Tumodo personal account.
Desktop
The desktop displays important information about your trips and financial details.
Messenger
You can ask any questions about arranging services for your business trips in the messenger. Our support team works 24/7 and will promptly help. If it is more convenient for you to contact us by email, please, contact support@tumodo.io.
Messenger Features
In the messenger you can conduct three types of conversations:
  • Service message (between you and the support team)
  • Conversation within the trip (between you, the support team and all trip participants)
  • Contacting a virtual assistant (conversation with AI based on ChatGPT)

The messenger interface allows you to attach files, select a specific message to reply to or end the conversation.
Extra Menu
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In the additional menu you can choose: • Interface language • Displayed currency • Timezone The contacts of support team and your service manager are also listed here. Our team will help you resolve any issue regarding business trip arrangements or platform functions. In additional menu you can always find a link to user manual.
Trips
Manual
Use flexible search filters and track travel statuses in real time.
Business Trips Data
The trips section displays all planned, ongoing and completed business trips.
Business Trips Search
Business trips search tool can be used with following parameters:
• By trip name
• By company name
• By employee’s last name
• By ticket number
• By flight number
• By reservation code (PNR)

Enter data in the search bar and click selected parameters in the pop-up window.
Filters
You can sort business trips by:
• Date, when trip was created
• Date, when the trip started
• Company and employees
• Services

For an even more precise search, activate the “My trips only” filter; the system will show those business trips that were booked with your profile. To see all information about the trip at once, turn on “Detailed view”.
Reports
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Tumodo provides reports and in-depth business analytics to help with planning your travel expenses more easily and effectively to save your budget.
My Company
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The Company section contains information about employees and departments,
settings for approval schemes and travel policies, and other tools
for effective business trip management.
How to Search for Employees?
The section displays a list of all company’s employees. To find a specific person’s card, use the search bar and the “With Access only” filter.
How to Create an Employee Card?
To add an employee to Tumodo Profile, click “Create” button next to the search bar. In the pop-up window, fill in all the nesessery information in the pop-up window and click «Save» button.
Departments
Organise employees into groups. Departments can be used to organise the access level for employees, set up trip approval schemes and travel policies, and generate various reports.
How to Create and Set Up Departments?
Click on the “Create” button next to the search bar. In the pop-up window on the right, enter the name of the department, information about department heads, trip approval schemes, travel policies and employees.

How to Create and Set Up Departments? An employee can be added to only one department, but a department head can take its position in several departments at the same time.

Travel policy settings in departments can be different, even if the groups have the same department head. Thereby, approval schemes become more flexible. Travel policies and other company rules don’t apply to department heads.
Analytics
Segment your travel data and plan your budget for future business trips. Use analytics to create reports, organise your trip approval process, and improve the efficiency of your business trips.
Types of Analytics and Their Application
There are two types of analytics:
• Cost centers—used while creating trips and generation of accounting and statistical reports.
• Structural analytics—used to expand information about employees in accounting documents and other reports.
Cost centers
Cost centers are divided into two types:
• List—drop-down list with costs
• Free text—an arbitrary cost value

Cost centers can be mandatory while creating a trip, or optional.
Structural Analytics
Created structural analytics are available in the employee profile.

Structural analytics are divided into two types:
• List—drop-down list with costs
• Free text—an arbitrary cost value.
Travel Policies
Travel policies help to avoid unplanned expenses, save budget and organise travel process.
Types of Travel Policies and Their Application
Travel policy settings are available for:
• Flights
• Stays

Define rules for specific employees based on their position or other criteria.
The default travel policies will apply to all company’s employees. If a department or an employee has a different travel policies, it will take precedence. Travel policies can be combined and turned on together or separately.
Travel Policy for the Flights/Stays Category
Here are the travel policy rules available for flights.
How to Find Out if the Travel Policy Has Been Violated?
While searching for any type of service, the system will take into account settings of your travel policy. If you violate travel policies, an icon of a red shield appears in the lower left corner of the service block. When you hover your cursor over it, the system will show which specific criterion doesn’t match to the established travel policy.

A service with a deviation from the travel policies can be booked if the department head approves it (depends on your company’s approval schemes).
Trip Approval
Using trip approval schemes, you can automate the process of confirming a booking or a fact of a business trip. Identify the approving personas and structure the procedure for organising business trips in your company.
How to Create and Set Up Trip Approval Schemes?
Click on the “Create” button next to the search bar. Add participants to the approval schemes in the pop-up window on the right by selecting a role or a specific employee. To make employee an approving person, move him to the “Trip pre-approval” or “Approval of actual expenses” column.

To set up a pre-approval scheme (i.e. the fact of a business trip), select the approval type:
• All at once (to approve the fact of a business trip, each participant must confirm it)
• Any of (one of the participants can approve the fact of the trip) Similarly with the pre-approval scheme, select the type:
• All at once (to approve the fact of a business trip, each participant must confirm it)
• Any of (one of the participants can approve the fact of the trip for all approving persons)

If necessary, you can add additional steps to the approval schemes.
To complete creating the schemes, click on the “Save” button

Expense Report Approval
The expense report approval schemes can be applied to the entire company, specific department or specifically to each employee.

To find a specific approval scheme, enter its name in the search bar. You can check the settings by clicking on the scheme block in the search results
How to Create and Set Up Expense Report Approval Schemes?
Click on the “Create” button next to the search bar. In the pop-up window on the right, add participants to the approval schemes by selecting a role or a specific employee. To make a participant an approving person, move him to the “Expense report approval” column.

To set up an expense report approval scheme, select the type:
• All at once (each participant in the scheme must agree on an expense report)
• Any of (one of the scheme participants can approve an expense report for all approving persons)

If necessary, you can add additional steps in the approval scheme. To complete creating the scheme, click on the “Save” button
Other Settings
Add settings to speed up internal processes in your company. You can enable notifications, set up integrations with accounting and HR systems, and automate the organisation of business trips.
How to Set Up Email Notifications?
Click on the “Email Notifications” button. A list of all types of messages available for receiving will open in a pop-up window on the right. To enable notifications, check the required message types.

If you need to receive the same messages to other emails, add their addresses to each occasion type by clicking on the “Add email” button and click “Save”.

To complete the notification settings, click on the “Save” button in the pop-up window.
Finance
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In this section you can find information about your balance and debts, documents necessary for accounting reporting and financial analytics. All files are generated automatically and are available for viewing and downloading in your personal account.
About the Section
In this section you can find information about the following indicators:
• Debt—occurs, if payment on any of the bills is missed
• Balance—the amount of funds in your account or debt under the contract.
• Credit limit—if your contract provides a credit limit, you won’t be able to apply for services which cost goes beyond its limit.
• Contract limit—total limit you can use to issue services on Tumodo platform.
• Status—personal account lock indicator.
Invoices
Within each invoice, you can see the date of formation, the deadline of payment (according to the deferred payment provided) and ability to download the document in .pdf or .xls format.

To search for a specific invoice, select the type:
• All invoices
• Unpaid invoices
• Overpaid invoices
• Overdue invoices

Then enter the information in the search bar, it can be both the employee’s name and ticket number, trip number, etc. Select the period within which the necessary invoices should be generated, the system will show all the documents found.
Accounting Report
This tab includes acceptance certificates and all accounting documents in .pdf and .xls,
which you can download on your device.

To search for a specific document, indicate the period of document generation and enter the business trip information in the search bar: employee’s full name, ticket number or trip number.
Financial Reports
Financial reports show all debits and credits to your company’s account for a certain period. Select the required dates and click on the “Generate” button to create the report.

To view details of the report, click on the block with a specific date; the system will show the time the funds were credited or when the order was placed, issued services and the amount to be paid.
Create a Trip
Manual
Let’s move on to the main goal—going on a business trip!
How to Create a Trip?
  1. There are two ways to create a trip: 1. Click on the “Create trip” button in the upper left corner of the screen.
  2. Go to the “Trips” section and click on the “New Trip” button
Filling in Travel Information
In the pop-up window on the right, fill in your trip details. They are taken into account when generating accounting documents, a list of available services and setting up approval schemes.
Flights
Manual
Tumodo has no hidden fees, ticket prices are the same as on the suppliers’ websites.
Our platform offers a large number of flights, and booking takes only a couple of minutes!
How to Search for Air Tickets?
Click on the “Flights” icon. On the search screen, enter your departure and arrival cities, trip dates, and ticket class. Click on the “Find” button, the system will show all available options.
Search Results
Use the filters on the left to see the flights that are the best for you. You can filter tickets by price, departure and arrival time, trip time, airlines, airports and stops.
Tariffs Selection
To select an airline tariff, click on the ticket price and confirm one of the options.
Issuing Air Tickets
After selecting the fare, click the “Book” button and get back to your trip. You will see the reservation period for your ticket, indicating the timeframe by which the service must be issued. To confirm or cancel your reservation, click on the corresponding button.
Itinerary Receipts
After you have issued a ticket, you can download the itinerary receipt. When notifications are enabled, the file will be sent to your email even before downloading.
How to Return an Air Ticket?
To return an issued ticket, click on the “Refund Request” button, select the passenger whose ticket you want to return. Our support team will take care of this immediately. After the refund, you’ll receive a refund certificate via email, which can also be downloaded from the trip section. Ravel tip! Tickets of most airlines, even completely non-refundable ones, can be returned within the current day without any penalties.
How to Exchange an Air Ticket?
To exchange an air ticket, click on the “Change request” button, then select the passenger and enter the details of the new flight. Our support team will agree on the terms of the exchange with you and proceed the exchange.

Immediately upon completion, a new ticket will appear in the same trip, the original ticket’s status will be changed to “Exchanged”.
Corporate Fares
If you have a 2D or 3D airline contract, we will upload your contracts into the system. You can receive discounts and bonuses from airlines directly through Tumodo platform.
Flight Certificate
A flight certificate is needed for reporting on a business trip in case the boarding pass is lost. The certificate is available for downloading in the trip.
Stays
Manual
We are supplied by direct contracts with accommodation facilities around the world.
Tumodo has no markups or hidden fees, so you can book any hotel
or apartment without any worries about overpayments.
How to Search for Stays?
Click on the “Stays” icon. On the search screen, enter the city or hotel name and booking dates. If necessary, turn on the “early check-in” and “late check-out” options. Then click the “Search” button, the system will show all available stays.
Search Results
An interactive map displays all available stays. Use filters on the left to find the most suitable options. We recommend choosing hotels with online booking confirmation, so you won’t have to wait long for a response from the supplier.
Room Selection
To select a room, click on the stay.

A list of available rooms for booking will open on the right:
• photos,
• map,
• description,
• rooms.

To select a room, open the “Rooms” tab, click on the “Book” button. In the pop-up window, fill in the cost center information if necessary, click on the “Book” button again and return to your trip.
Issuing Stays
Find your stay in the list of the booked services in your trip. Here you can see the reservation period by which you should issue the service. To confirm or cancel your reservation, click on the corresponding button.
How to Download a Hotel Voucher?
After booking your stay, the system will automatically generate a voucher containing booking information. To view or download it, click on the “Open voucher” button. When notifications are enabled, the file will be sent to your email before downloading.
How to Cancel a Hotel Booking?
Car Transfers
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Our transfer will meet you and deliver you to your destination in comfort.
Ordering a car transfer with the help of our service is available in 90 countries.
Choose a car class and enjoy your trip!
How to Search for car Transfers?
Click on the “Car Transfer” icon. On the search screen, enter your pick up and drop off addresses and click the “Search” button, the system will show all available options.
Search Results
From the proposed classes of cars and minibuses, choose the one that suits you best. Click the button with the cost value to proceed to the next stage of issuing.
Data Input
In the pop-up window on the right, enter the date and time of delivery of the car and leave your contact phone number. Then click the ”Book” button and get back to your trip.
Issuing Car Transfers
In the trip you will see the reserve period by which you need to issue the service. To confirm or cancel your transfer order, click on the corresponding button.
How to Download a Car Transfer Voucher?
After booking is completed, the system will automatically generate a voucher containing information about the reservation. To view or download it, click on the “Open voucher” button under your order in the list of services. When notifications are enabled, the file will be sent to your email even before downloading.
How to Cancel a Car Transfer?
To cancel your reservation, click on the “Cancel” button under your order in the list of services. Depending on the booking method, the reservation will be canceled automatically or with the assistance of a customer service representative.
Manual Services
Manual
Visa processing, access to VIP lounges and fast track at airports, concierge service, excursions, etc. We do everything possible to ensure that you have a perfect business trip!
How to Search for Manual Services?
Click on the “Manual Services” icon (a gear). In the pop-up window, select the type of service and leave a comment about your needs, as detailed as possible. Then click on the “Send” button, your request will be automatically transferred to the support team.
Where Can I See My Request?
The request is recorded in a conversation with the support team regarding the current trip. In messenger you can check the status of the ordered service.
How to Cancel a Manual Service?
To cancel manual service, send your request via messenger to a support employee.
Travel Plan
Manual
Travel Plan is an alternative display of all the upcoming events of your trip, arranged in chronological order. Travel Plan is generated automatically based on the list of issued services.
Where Can I Find Travel Plan?
1. Click on the upcoming trip block in the “Desktop” section. A window will open on the right where you can look through it and download Travel Plan.

2. Go to your trip and click on the “Employees” block on the right side of the screen. A Travel Plan options are located next to the passport details of each employee.
Adding Your Tips
You can add information about your trip into the Travel Plan. This can be either a reminder of a meeting with partners, or the address of the business center you’ve planned a visit. Simply add the necessary information in the comments for the business trip days by clicking on the dialogue cloud icon.
Is it Possible to Download Travel Plan?
Yes, sure. To download the file in .pdf format, click on the corresponding button in the Travel Plan window