When an AI agent books and pays for a trip, the instruction it is given matters as much as the agent. This free one-page template helps you write that instruction down: the hard limits the system should enforce, and the cases where a person must decide.
What it covers
- The task, and the person who decides.
- Hard limits the system enforces: a spend cap, the hotel rate, approved suppliers, fare rules and an expiry time for the instruction, with who enforces each one.
- Cases where a person must decide: a price above the cap, a non-refundable fare, a change of dates or destination, any missing limit, and anything that cannot be undone.
- A rule for when something does not fit: stop and ask.
- A monthly check on the approval rate for exceptions.
How to use it
Fill in the grey cells in the Word version; the PDF is for reading or printing. Give a copy to whoever runs your booking and payment tools: your TMC, booking tool, card program or expense system. Keep one for your records. A short example is at the bottom of the page.
A note on what this is
This is a starting point, not a tested method. It comes from the evidence and my own recommendation in Issue 4 of my newsletter; I have not tested it in a real booking program.
Tell me how it went
If you try the template, I would like to hear what was clear, what was not and what you would change. Message me on LinkedIn: Rajeev Goswami. I will not quote you or your company without your permission.
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Rajeev Goswami is CEO of WWStay and a member of the GBTA Technology Committee.
