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 Setting Delegates), and then create a guest traveler profile for each delegate to use as they need.
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To book travel for a guest, the guest traveler profile must be assigned a delegate who can book the travel, or the administrator must impersonate the guest user to book the travel. See "Booking Travel for the Guest" in this topic for details.
This training tip takes you step-by-step through the process of setting up and booking travel for a guest traveler:
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Setting Up the Guest User Profile
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After adding the profile, you can edit the guest profile by following the steps in Editing a User Profile and Setting Delegates, with the following guidelines:
- On the Employer Info page, include cost center or other fields that are required by your agency as you would any other user.
- If you intend to allow delegates (other users) to book travel for guest travelers, be sure to add a delegate for the user. You may want to add yourself, as site administrator, to be a delegate for the user. See "Booking Travel for the Guest" in this topic for details.
Tip: If your agency has gender and date-of-birth (DOB) as mandatory on the site, these fields will be mandatory for the guest traveler during this process. You can allow these fields to be populated on the Purchase page rather than including default values for them, as guests vary in gender and DOB. To change the field settings, see Profile Field Settings (under the Settings tab of the Partner Dashboard). You can temporarily mark the gender and DOB fields as not mandatory. Once the fields are no longer mandatory, edit the guest user profile to populate the other required fields, and save your changes. You can then return to Profile Field Settings configuration and make the gender and DOB fields mandatory again.
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- Click the Add link in the Travel column next to the guest traveler group to add a travel rule.
- Select the display configuration you created for guest travelers.\
- Click the Save button to save the rule.
1.5 Booking Travel for the Guest Traveler profile
1.5.1 Booking Travel Using Delegate Functionality
To book travel using the Deem@Work Delegate functionality.
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1.5.2 Booking Travel Using Impersonation
If you have access to the Partner Dashboard and have access to the Users Tab and the Impersonation link, you may book travel using the Impersonation process.
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As a site administrator, you can impersonate a guest the same way as impersonating any other user. See Impersonating a User for detailed instructions. If you have more than one
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guest traveler profile, be sure to select the appropriate one.
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1.5.3 Booking Travel for the Guest Traveler
Regardless of if you accessed Deem@Work via Impersonation or have signed in as a Guest Traveler Delegate, booking travel for the Guest Traveler does not differ.
- 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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You can also book travel as the guest's delegate. See "Booking Services as a Delegate" in the user help for detailed instructions. To add yourself as a delegate for a guest, see Editing a User Profile and Setting Delegates for instructions on editing the guest user profile.
Whether you impersonate the guest, or act as the guest's delegate, the booking process is the same. See "Booking a Trip" in the user help for detailed instructions.
Additional Tips and a Warning
Warning: If you use a credit card to book travel for a guest, that credit card is stored in the guest traveler’s profile. Remember to remove this credit card from the guest traveler’s profile each time the guest traveler profile is used to book travel, or it may be used for the next guest trip in error.
- Custom passenger name record (PNR) modifications may be needed to accommodate custom fields. See Configuring Agency Settings for details.
- Don't write down or make accessible the hard-coded cost center, bogus email address, etc. from or other security-compromising fields in the guest profile.
- If your organization (or your agency) is using a site card for guest travelers . If so(as described in Enabling Site Payment Cards), update the configuration for the site card and to associate it in the its rules, along with any custom fields and display configuration settings. Because we recommend you do not allow trip changes for Guest Travelers, the , to specific groups that do not include guest travelers. See Enabling Travel Rules for details.
- The unused ticket feature is unavailable for a Guest Traveler.
IMPORTANT NOTE: Currently if the site card is not used to purchase the travel plans and a credit card is entered during Guest Booking, that credit card is stored on the Guest Traveler’s profile. Remember to remove this credit card from the Guest Traveler’s profile each time the guest traveler profile is used to book travel, or it may be used for the next guest trip in error.
- If you need help with anything around Guest Traveler Configuration, please enter a support ticket and the Configuration Team will help you.guest traveler. We recommend that you not allow trip changes for guest travelers.