Release notes

Available from 20 July 2026

 

New features

 

Hotel by Date range

SAM now supports date-range-based hotelling for owned rooms, giving you greater flexibility and control over room availability. Previously, the hotel function was an all-or-nothing setting — an owned room was either always available when the owner was offsite, or never available. You can now specify a start and end date for the hotel period, making the room available for bookings only during that defined window. This is ideal for scenarios such as shutdowns, constraint periods, or temporary absences where an owned room should be made available for a limited time only.

Date Range Hotelling on Profiles

The hotel function on a traveller’s profile now offers three options:

1. Off (Hotel tick box, not selected) — The owned room is not available when the owner is offsite (existing behaviour).

2. On (Hotel tick box, selected) — The owned room is always available when the owner is offsite (existing behaviour).

3. Date range entered (Hotel tick box, not selected, AND dates via ‘View Dates’ ) — The owned room is available for bookings only between the specified start and end dates when the owner is offsite (new).

If the date range spans both a current and future room ownership, both rooms will honour the hotel dates.

Room Bookings & Allocation

All booking and room assignment processes within SAM and Workflow — including new bookings, room moves, room search, reschedules, and the night audit room optimiser — now respect hotel date ranges. A room that is hotelled for a specific period will correctly appear as available during that window and unavailable outside of it.

Roster Support

When running rosters, SAM will automatically consider hotel date ranges. If a room becomes available due to date-range hotelling partway through a roster period, it will be used for that window. If the hotel period ends mid-roster, SAM will find an alternative room for the remaining dates.

Bulk Update

You can now apply hotel date ranges in bulk, via the SAM page – Rooms | Search. Select multiple rooms or room types and set hotel dates in a single action. Individual room hotel dates can also be edited from the bulk update page, and you can view both current and future hotel date ranges at a glance.

Reporting

A new SRF report [SRF354 Hotel By Date] is available to view room occupancy for hotelled rooms over a date range. The report supports: Searching by a date range and filtering by camps. The report will produce a Hotel by date tab to display all data and an Audit Tab to display audit records for when a date range has been created, edited or deleted.

Validation & Warning Messages

When deleting a hotel date range, SAM now displays a warning if confirmed bookings exist in that room during the hotel period. The warning lists each affected booking — including the travellers name and booking dates — with clickable links to navigate directly to the booking details for review, cancellation, or reallocation.

How to Get Started

The Hotel Date Range feature is controlled by the SAM parameter RoomHotelDateRangeEnabled. Once enabled, the date range fields will appear on the hotel function within traveller profiles when a person is a room owner.

Future Room Type assignment

You can now schedule a future room type change on a traveller’s profile, allowing you to plan ahead for roster changes without disrupting current accommodation arrangements.

Set a future room type on a profile

From the Assign Room page, you can now assign a new room type with a future start date. The traveller will remain in their current room type and ownership until the changeover date, giving you full visibility and control over upcoming transitions.

Automatic overnight processing

When the night audit runs and the future room type start date has been reached, the system will automatically update the profile to the new room type and remove the future assignment details. No manual intervention is required.

Roster-aware room bookings

When running a roster that spans a future room type change, SAM now automatically applies the correct room type for each swing. Bookings before the changeover date use the current room type, and bookings on or after the changeover date use the new room type. A tooltip in Workflow indicates the date of the room type change when approving rosters.

Update existing bookings

When setting a future room type on a profile, you have the option to update all existing future bookings to reflect the new room type from the changeover date. Use the “Preview” option to review the proposed room changes before confirming. The system will display a warning if there are not enough available rooms in the new room type to cover all future booking dates. If a booking spans the changeover, the room type change applies from the next IN date.

How to Get Started

This feature is controlled by the SAM parameter FutureRoomTypeEnabled. To use future room type assignment, this parameter must be enabled. Once enabled, the “Future Room Type” option will become available on the Assign Room page.

Workflow Task Panel – Category Filter

Workflow users can now filter tasks by Document Category in the Workflow Task Panel, making it easier to locate and manage specific types of Generic Request and Folio Travel requests.

Previously, approvers could filter tasks by document type but could not narrow results by the category of request, making it more time-consuming to find specific requests.

Now users can select one or more Document Categories when searching for Generic Request or Folio Travel documents, enabling faster access to relevant tasks and more efficient workload management. A new Document Category dropdown has been added to the Advanced Search in the Workflow Task Panel. When Generic Request or Folio Travel is selected in the Document filter, the dropdown displays the categories available for the selected document type.

This new feature enables Workflow Approvers to quickly identify and filter requests by category, helping them find the right tasks faster, prioritise work more effectively, and improve overall productivity.

Default Demobilisation Type for Demobilisation Documents

Workflow Administrators can now configure a default Demobilisation Type for Demobilisation document requests, reducing manual data entry and improving consistency for requesters.

Previously, requesters were required to manually select a Demobilisation Type each time they created a Demobilisation document, even when the same option was used for most requests.

Now Workflow Administrators can configure a default Demobilisation Type that is automatically pre-populated when a new Demobilisation request is created. Requesters can still change the value if a different Demobilisation Type is required.

A new parameter has been added to the Demobilisation document configuration, allowing Workflow Administrators to select a default Demobilisation Type. When configured, this value is automatically populated on new Demobilisation document requests.

This enhancement streamlines the Demobilisation request process for organisations where the majority of requests use the same Demobilisation Type, reducing repetitive data entry, improving consistency, and helping users complete requests more efficiently.

Mandatory Attachment Requirement for New Account Requests

Workflow Administrators can now require supporting attachments for New Account requests based on the selected reason, helping ensure the necessary documentation is provided before a request is submitted. Previously, requestors could submit New Account requests without supporting evidence, increasing the risk of incomplete requests and additional follow-up.

Now users can configure attachment requirements for specific New Account reasons, ensuring at least one document is uploaded before submission when required. Administrators can also configure custom help text to guide requestors on the expected documentation, reducing errors and improving submission quality.

Attachment Required per Reason

A new Require Attachment option is available under Configuration > Generic Lookup for New Account Reasons. Administrators can enable this setting for individual reasons, requiring requestors to upload at least one attachment before the request can be submitted.

Configurable Help Text

A new NewAccountHelpDetails field has been added under Configuration > Custom Titles, allowing administrators to display guidance on the New Account form about the documentation that should be attached.

These new features helps organisations improve compliance, reduce incomplete requests, and streamline the New Account approval process by ensuring the required supporting documentation is captured upfront.

The Attachment Required per Reason feature requires the following Workflow parameters to be enabled EnableReasonDropdown and UseAttachments for New Account requests. If UseAttachments is disabled, attachment requirements are not enforced. The new feature applies only to new New Account requests and does not affect existing requests.

Default Roster for New and Reactivated Workflow Profiles

Administrators can now assign a default roster pattern to all new and reactivated workflow profiles using the new AutoDefaultRoster Workflow parameter. Workflow Administrators can now configure the AutoDefaultRoster parameter within Folio and Site travel document parameters to automatically apply any active roster pattern to new and reactivated profiles.

When enabled, the roster field is automatically populated, locked as read-only, and users are informed that any roster changes must be submitted through a roster document request. This improvement helps ensure consistent roster assignment, reduces manual updates, and improves governance by preventing unintended changes during profile creation or reactivation. Existing active profiles are not affected, and selecting NONE preserves the existing SAM default roster behaviour.

When enabled, AutoDefaultRoster overrides the default roster configured in SAM, giving administrators greater control over roster assignment through Workflow.

 

Improvements

 

Workflow User Roles Now Support New Profile Creation

Workflow Users assigned the CreateBehalfMultiEmployer or CreateBehalfMultiDepartment user roles can now create new Profiles directly from Site Travel and Folio documents.

Previously, these user roles could not access the New Person functionality in Workflow. Now users can create new Profiles while working in Site Travel and Folio documents, with Employer and Department selections automatically limited to the organisations they are authorised to manage. Default Employer or Department values that fall outside a user’s assigned permissions are also no longer displayed.

This enhancement streamlines profile creation, reduces the risk of selecting unauthorised organisations, and ensures Workflow Users only see and manage the Employers and Departments they have permission to access, improving both efficiency and data accuracy.

Event Management – Event Details Now Visible in Room Search and Traveller Profiles

Event booking and reservation details are now visible across key areas of SAM, giving Travel Administrators greater visibility into how rooms are being used as part of events.

Now users can see when a room has been booked or reserved as part of an event within Bookings | Search | By Room, with the event name displayed in the Details column and linked directly to the corresponding Event Details page. For confirmed event travellers, the event name is also displayed within the Traveller Profile on the room occupancy screen, transport screen, and list view, providing additional context wherever traveller information is viewed. Where a room has multiple bookings or reservations across different date ranges, each is shown as a separate row, giving administrators a complete view of the room’s event usage history.

This enhancement improves visibility across Event Management, helping Travel Administrators quickly identify event-related bookings, navigate between connected records, and make more informed operational decisions.

Priority ranking for Event Management

SAM Administrators can now assign a priority ranking to events, making it easier to identify, sort, and act on the most important items.
Previously, there was no consistent way to indicate the urgency of an event, making it more difficult to prioritise work across large event volumes.

Now users can assign a priority of None or 1–5 to each event, with the ranking visible throughout Event Management, including event lists and individual event details for clear visibility and context. Priority is also included in exports, ensuring rankings are carried through to reporting and downstream analysis. For faster triage, priorities can be updated in bulk across multiple events, significantly reducing the manual effort required to manage large numbers of events.

This new capability helps SAM Administrators focus on the highest-priority events first, improving efficiency and creating a more consistent approach to event management.

 

Fixes

 

Manifest Access from SAM Dashboard Issue Resolved

An issue has been resolved where users were unable to access a transport Manifest from the SAM dashboard. A transport manifest now opens correctly for affected bookings, restoring normal access and functionality.

Workforce Reporting – Clearer Validation for Missing or Invalid Report Criteria

An issue has been resolved where users were unable to successfully run or schedule a report because required report criteria were missing or contained invalid values. Previously, the application displayed a generic “An internal error has occurred” message, making it unclear which report criteria required attention.

The application now provides clear validation messages that identify the missing or invalid report criteria, allowing users to quickly correct the issue and successfully run or schedule their reports.

Roster Booking Emails Now Display Booking-Level Data Correctly

An issue has been resolved where roster change notification emails displayed the profile cost code [COSTCODE] instead of the booking cost code [BOOKING_COSTCODE] when booking-specific information was expected.
Booking placeholders now correctly resolve to the associated booking record, ensuring [BOOKING_COSTCODE] returns the booking cost code while [COSTCODE] continues to return the traveller’s profile cost code. Booking-level camp values are also now populated correctly, ensuring notifications accurately reflect the details of the relevant booking.