Hotel accommodation for business travel, on-site visits, conferences, and trade shows is often coordinated through email chains with no central record, no approval structure, and no clear picture of what has been booked and at what cost. When travel coordinators or finance teams need to account for accommodation spend, the information is scattered across inboxes and booking confirmations rather than in one searchable, manageable location.
The Hotel Reservations template for SharePoint, built with Infowise Ultimate Forms, gives staff a structured way to submit hotel reservation requests internally — with options to add an approval process, electronic signatures, and automated notifications — creating a centralized record of all accommodation requests inside SharePoint.
How it works
The reservation request form
Staff submit hotel reservation requests through a structured SharePoint form capturing all the information needed to make or authorize the booking — guest details, check-in and check-out dates, room type preferences, the event or visit the reservation is associated with, and any special requirements. The structured format ensures every request arrives with consistent, complete information regardless of who is submitting it.
Approval process
The template is designed to support an optional approval workflow, configurable using Ultimate Forms Actions. Reservation requests can be routed to a manager or travel coordinator for review before any booking is made, with automated notifications sent to the approver on submission and reminders triggered if no action is taken within a defined window. This ensures accommodation spend is authorized before it is committed, with every approval decision recorded in the SharePoint record.
Electronic signatures
For organizations that require formal sign-off on travel or accommodation requests, the template supports the addition of electronic signatures through Ultimate Forms. Both the requester and the approving manager can sign directly within the form, creating a binding, timestamped record of the agreed reservation without any paper-based process.
Centralized reservation list
Every submitted request is stored as a structured record in a standard SharePoint list. Travel coordinators and finance teams have a single, searchable view of all hotel reservation requests — filterable by guest, event, date range, status, or any other column — giving full visibility of accommodation commitments without having to track down individual email threads or booking confirmations.
What you get
- A structured hotel reservation request form capturing guest details, dates, room preferences, and event association
- Optional approval workflow configurable using Ultimate Forms Actions, with automated notifications and reminders
- Electronic signature capability for formal authorization of reservation requests
- Every request stored as a structured, searchable record in a centralized SharePoint list
- Full visibility of all accommodation requests and their approval status in one place
- Configurable columns and workflow to match your organization's travel authorization requirements
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Hotel Reservations system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All reservation request data stays inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
