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Overview
Guest Booking offers the ability to lets people book on behalf of a non-profiled traveler. This document will present four options allowing the client to make the best decision based on their company needs.
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Benefits and Tips
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Task
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Process / Helpful Hint
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Benefit
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Allows Guest booking access to one or more individuals within a company
Ability to control bookings for a non-profiled traveler
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Tips
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Accounts with delegate access to the guest account will have access to all travel purchased within the account
Best Practice: Create multiple guest accounts
For example: Your client may have an HR and a Finance department, and each department may only want to see bookings related to their specific department. In this case, you will want to create separate guest accounts for HR and Finance.
When creating Guest Traveler, make sure to use the following criteria when naming the profile
First Name: Guest
Last Name: Traveler
Email/User ID: guest@companydomain.com
If you need to create more then one guest account for example specify department, or name, see below examples
Guest Setup Option 1
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Task
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Process / Helpful Hint
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Guest account assigned to Delegates
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Non-profiled traveler information is entered on the purchase page. Of the four options listed below for access to guest bookings, option 1 is recommended as a best practice.
Option 1 - Delegates book for guests
Option 1 grants access to specific guest user account, allowing a delegate(s) to book travel on the behalf of a non-profiled traveler. Non-profiled traveler information is entered on the purchase page (such as name, birthdate, travel reward programs, and passport information). Those assigned to the Guest User account will see all travel booked with the account. If the client has more than one department who will book for guests,
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they may want each department to
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have their own guest
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booking account. This will ensure that they only have access to guest travel for their department (e.g., HR, Finance)
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Create Group using the parameter of First Name equals Guest
Create Guest accounts using the First Name as Guest, and Last Name as Traveler
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Enable Change Name on Purchase Page
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Set up Display Configuration for Guest traveler group
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Note: This option is a best practice for assigning guest bookings.
This option requires a special Display Configuration and Group.
From the partner dashboard home page, select the Settings link for the site you want to modify.
From the top menu, select the Services tab.
Select the Display Configuration link in the Travel list.
Select a group to modify to allow all users in that group to change the traveler name on the purchase page
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Click Services Tab
Click Display Configurations
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Click Display Configuration List
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Copy display configuration that best matches what you would like to mirror
Click Copy to the right of the display configuration
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Update Configuration Name: Guest – Display
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Scroll down to the Booking, Change and Cancellation Configuration section.
For the option Enable User to change the Traveler Name on the Purchase page
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, select Yes.
When you select Yes, the option Default the Change Traveler option
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Move to the bottom of the screen and click Save
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Now you will need to add the Guest Display Configuration to a Set. This allows you to add it to the Rules.
Click Display Configurations Sets
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Click Add a New Display Configuration Set
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Name Set: Guest Display Config
Click Add Config
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Click Save
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Set up Service Rules
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Commit Changes to Site
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Click Changes not applied at the top of the screen
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You will see all uncommitted changes you have made. Click Commit
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You have successfully committed all changes
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Create Guest User Account
When creating Guest Traveler, make sure to use the following criteria when naming the profile
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First Name: Guest
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Last Name: Traveler
Email/User ID: guest@companydomain.com
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to checked? displays. Select Yes. For information about other options on this page, refer to Display Configuration.
Save your changes.
Select the Groups tab at the top of the page.
Create a new group by selecting the Add a New Group link. Refer to Setting up and Managing Groups for more information about groups.
Enter a group name, such as Guest and a description.
Select the Service Rules option.
In the Group Parameters section, select First Name in the second drop down, then Equals, and enter Guest in the final text field.
Save your changes.
Select the Rules tab at the top of the page.
Select the Service Rules link.
Verify Service Rules have been configured, and the correct display configurations has been assigned. For more information, refer to Service Rules.
Create guest user accounts. Suggestion when creating guest user account(s):
Guest User: Check this box to have Deem automatically remove specific details like Birthdate and Gender.
Classic Deem: Currently data is removed from the Guest account
New Deem: Coming soon.
First Name: Guest (Parameter when creating group)
Last Name: Traveler
User Name/External ID/Email and Groupware ID: guest@companydomain.com
Example of additional guest user accounts, if more than one is required.
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Assign delegates to
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appropriate guest user account.
Important: Inform clients not to
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change
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any information within the guest user profile,
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as it will affect the booking process,
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will cause issues with finding the account
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Guest Setup Option 2
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Task
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Process / Helpful Hint
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Guest who can book their own travel
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, and will affect the ability to change the name on the purchase page.
Option 2 - Employees book for guests
This option allows all travelers to change the traveler’s name on the purchase page and book for guests.
Important: Using option 2 opens up access for employees to book personal travel.
From the partner dashboard home page, select the Settings link for the site you want to modify.
From the top menu, select the Services tab.
Select the Display Configuration link in the Travel list.
Select a group to modify to allow all users in that group to change the traveler name on the purchase page.
Scroll down to the Booking, Change and Cancellation Configuration section.
For the option Enable User to change the Traveler Name on the Purchase page, select Yes.
When you select Yes, the option Default the Change Traveler option to checked? displays. Select No. For information about other options on this page, refer to Display Configuration.
Save your changes.
Option 3 - Guests book their own travel
This option allows agency or client employees with Dashboard access to create accounts for a guest
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and send activation email.
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Guests of the company
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can then book their own travel
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and adhere to company policy.
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Important: This option may require admins to create many guest accounts, which will then need to be reviewed periodically to determine which accounts should be deactivated.
From the partner dashboard home page, select the Settings link for the site you want to modify.
Select the Groups tab at the top of the page.
Create a new group by selecting the Add a New Group link. Refer to Setting up and Managing Groups
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Create Group using the parameter of External ID starts with Guest
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Note: When creating an account you will need to make sure the External ID starts with Guest and that each account created is different. In the example below I am created in the External ID as Guest followed by first name, last initial all ran together. All other fields are the guest email address.
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OR
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for more information about groups.
Enter a group name, such as Guest with profile and a description.
Select the Service Rules option.
In the Group Parameters section, select External ID in the second drop down, then Starts with, and enter Guest in the final text field.
Save your changes.
An admin then needs to create accounts with External ID starting with Guest. Update the remaining fields with the guest user’s information. In the example below, a user account is being created with the ExternalID of the guest followed by first name and last initial (no spaces).
Another option to the above method is to create a Group using the parameter of Job Level equals Guest
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. You can
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Create Guest accounts using the First Name as Guest, and Last Name as Traveler
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use any profile field for this option such as one of the MISFields.
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Important: TMC or client
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admin with Dashboard/Console access will want to run a profile extract
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periodically to ensure all profiles which are no longer
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required are deactivated.
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Be aware that this option may require many guest accounts to be created and can become a logistical nightmare
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when determining which guest accounts
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should
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be
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deactivated.
Guest Setup Option 3
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Task
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Process / Helpful Hint
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Allow all travelers to book for guest
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Enables all travelers to change the traveler’s name on the purchase page and book for guests
Set up Display Configuration for Guest traveler group
Setting up and Managing Display Configurations
Move down to Enable User to change the Traveler Name on the Purchase page and click the radio button next to YES
Note: Opens up access for employees to book personal travel
Guest Setup Option 4
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Task
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Process / Helpful Hint
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Option 4 - Create guest profiles for each traveler
With this option, a guest profile is created for each individual employee.
Important: This option is not recommended as it requires significant upkeep.
Follow the same steps as Option 1, but you will create a guest profile for each individual employee
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Assign the employee’s profile as a delegate to the guest profile you created for them
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