Audience: Admins, Arrangers, User with Travel Host role 


Purpose

The platform includes the ability to create travelers who are not full time employees and arrange their. This is useful if your company allows travel to also be booked for employees family, or for non employees such as contractors.


To be able to create these arranged travelers, and book their travel, the account of the platform user must have been assigned the Travel Host role. 


An admin guide on assigning this role to user accounts is available here: Link to article

 

Note: When booking for a guest - after confirming a trip the booking confirmation and invoice are send to the guest.



Overview


Creating a new guest


Step 1: Log into the platform and select Travel from the top horizontal menu (or just the book travel shortcut)




Step 2:  Select Arranged travelers from the top menu. This will show you any guests already created



Step 3: Click the plus button to create a new guest, and complete the profile details. Click Done when you have finished





Step 4: Once clicked done your new guest will show on a new line on this screen. You have now successfully added your guest traveler. 


Note: The guest will inherit the payment methods used for booking travel from the travel host



Booking travel for a guest 


Step 1: Click Travel > Trip (Create) on the main horizontal menu and click Book trip



Step 2: On the booking type selector, chose the option An existing guest, and click on Confirm



Step 3: Select your guest (arranged traveler) from the dropdown and click on Confirm




Step 4: The travel booking system will load and you can now start the booking process 



Viewing and managing trips for a guest (arranged) traveler 

To view the trips currently booked for guest, and to make changes or cancel trips, follow these steps: 


Step 1:  Log into the platform and select Travel from the top horizontal menu (or just the book travel shortcut)


 

Step 2: Select Arranged travelers from the top menu. This will show you any guests already created


 

Step 3: Locate your arranged traveler, hoover your mouse over the line and click on the eyeball symbol that appears.

 


Step 4: Once the booking tool has loaded, you will see the trip list and you can click on the trip to view and manage the itinerary.