As an administrator, you can use the Partner Dashboard to set up guest traveler profiles in the same way as user profiles. The guest traveler's delegate can then book travel for the guest, or the administrator can impersonate the guest traveler to book travel for the guest. A best practice is to define delegates in your organization who can book travel for others (see "Setting Delegates" in Editing a User Profile), and then create a guest traveler profile for each delegate to use as they need.
A user profile is identified as a guest traveler by having a profile with the first and/or last name of “Guest”. This guest user profile must be included in a group (see Groups Tab for Managing Groups for details), with the appropriate rules assigned to that group (see Rules Tab for Managing Service Rules for details). Those rules must include the following display configuration settings (both are described in Booking, Change and Cancellation Configuration):
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To change the name of the traveler from Guest to the real traveler’s name, make sure that the “Enable user to change the Traveler Name on the Purchase page?” field is set to “Yes” in the display configuration. If you don't want all travelers to be able to change the name on the Purchase page, create a new display configuration for the guest .
. Best practice is to copy a configuration which most closely resembles the desired Guest Traveler Display Configuration settings, renaming the new configuration “Guest Display Configuration” for easy recognition.
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with a name you can recognize, such as "Guest Display Configuration".
Follow the instructions in Adding or Editing a Display Configuration, which includes the instructions for the Booking, Change and Cancellation Configuration section
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. If necessary, change the “Enable user to change the Traveler Name on the Purchase page?
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” field to “Yes”.
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1.3 Adding the Guest Traveler to a Group
Best practice is to add a new group for the Guest Traveler. Since the display configuration is part of the travel service configuration, you will want to assign this configuration to either a new group or an existing group that includes the guest traveler in the next step.
Adding a Guest Group with Rules
The best practice for setting up one or more guest travelers is to add a new group for the guest traveler or travelers, rather than adding them to an existing group or assigning to them the rules for the Everyone group. By doing so, you can change the rules and apply the changed rules to guests automatically.
To add a new group for Guest Travelers:
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- Enter the traveler’s trip requirements:
- After trip requirements have been selected, the Review your trip page displays
- Review your selections. If you are ready to book this itinerary, click the Continue button at the bottom of the page. The Travel | Purchase Trip page is displayed requesting additional traveler information.
- After reviewing the trip, click the Purchase button if you are ready to purchase this itinerary. A Confirmation page will be displayed.
- Sign out of the impersonation or Delegate session by clicking the User Name and then Close at the top of the page.
2 Additional Considerations
Several other areas may also need consideration when using the Guest Traveler functionality.
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