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.

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 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:

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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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. 

To add a new group for Guest Travelers:

1. Access the Deem Partner Dashboard using your dashboard User Name and Password.
2. The Partner Dashboard à Sites | Overview page is displayed. Select a site by clicking the Settings link beside it.
3. The Partner Dashboard à Settings Tab | Overview page is displayed.  Click the Groups tab.
4. The Groups | Overview page is displayed.  Click the Add a New Group link.
5. The Groups | Add Group page is displayed. Enter the Group information:
   1. Group Name:  Name the group something that is easily recognizable, such as “Guest Traveler Group”
   2. Group Use:  Select the Service Rules and Display Rules check boxes.
   3. Group Parameters:  Using the drop down lists and fields provided, enter parameters that will select the Guest Traveler to be a part of the group.
   4. Click the View All Users to assure the Guest Traveler has been selected.  Click Back.  If the user was displayed, you are ready to save the group.  If the Guest Traveler was not displayed, adjust your group parameters until the Guest Traveler is displayed.
6. Click the Save button to save the group.
7. Commit your changes.

1.4    Adding the Rules to the New Guest Traveler Group

If you added a new group for the Guest Traveler, attach Travel rules to the group.  If you added the Guest Traveler to an existing group, you can skip this step.

To add a new group for Guest Travelers:

1. Access the Deem Partner Dashboard using your dashboard User Name and Password.
2. The Partner Dashboard à Sites | Overview page is displayed. Select a site by clicking the Settings link beside it.
3. The Partner Dashboard à Settings Tab | Overview page is displayed.  Click the Rules tab.
4. The Rules | Overview page is displayed.  Click the Service Rules link.
5. The Rules | Service Rules page is displayed.  Click the Add link in the Travel column beside the Guest Traveler Group.
6. Configure the page being sure to select the Display Configuration which allows changing the traveler’s name on the Purchase page.
7. Click the Save button to save the Rule.
8. Commit your changes.

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.

1. Access Deem@Work using your own User Name and Password.
2. The Home page is displayed.  At the very top of the page, click the Start Helping tab.  A drop down list is displayed containing all the user profiles’ for which you are defined as a delegate.  Select the Guest Traveler name.
3. Proceed to the Booking Travel for the Guest Traveler section of this document.

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.

1. Access the Deem Partner Dashboard using your dashboard User Name and Password.
2. The Partner Dashboard à Sites | Overview page is displayed. Select a site by clicking the Settings link beside it.
3. The Partner Dashboard à Settings Tab | Overview page is displayed.  Click the User tab.
4. The Users | Overview page is displayed.  Click the Impersonate a User link.
5. The Partner Dashboard à Users | Impersonate User page is displayed.  Enter Guest in the first name field to locate the Guest Traveler profile.  Click the Search button.
   Note:  If you have more than one Guest Traveler profile, select the appropriate one.
6. A list of user profiles meeting the search criteria is displayed. Click the Name link of the user to be impersonated. 
7. The Deem@Work Home page is displayed.
   Note:  Notice the top of the Home page states your name “as” the user you are impersonating.   This is a reminder of your impersonation of the user.  Remember:  Any trips booked or changes to the user profile made, will not reflect you as the person taking the action; they will appear to have been made by the owner of the profile.
8. Proceed to the Booking Travel for the Guest Traveler section of this document

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.

1. Enter the traveler’s trip requirements:
2. After trip requirements have been selected, the Review your trip page displays
3. 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.
4. After reviewing the trip, click the Purchase button if you are ready to purchase this itinerary.  A Confirmation page will be displayed. 
5. 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. 

• Custom PNR edit modifications must be made to accommodate any custom fields for your agency.  Please remember to NOT write the hard coded cost center, bogus email address, etc. from the guest profile.
• If your agency is using a site card for guest travelers.  If so, update the configuration for the site card and associate it in the rules along with any custom fields and display configuration settings. 
• Because we recommend you do not allow trip changes for Guest Travelers, 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.

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If you create a new display configuration it will not yet be assigned to a group that includes the guest. You will want to assign the configuration to either a new group or an existing group that includes the guest traveler. You do that 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, see Groups Tab for Managing Groups, and keep in mind the following:

• Enter a name that will be easily recognizable for the group, such as "Guest Travelers".
• Be sure to check Service Rules for Group Use, so that the group appears in the list of groups for Service Rules under the Rules tab.
• To quickly define a group that includes only guest traveler profiles, use the following parameter definition for Group Parameters:  User, Is Guest User, Is Not Null.

After adding the new group, you can attach the travel rules to the group, which includes enabling changing the name on the Purchase page. See Rules Tab for Managing Rules for instructions. The rules to assign include the Service Rules (see Service Rules for details). Be sure to:

1. Click the Add link in the Travel column next to the guest traveler group to add a travel rule.
2. Select the display configuration you created for guest travelers.\
3. Click the Save button to save the rule.

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booking booking

Booking Travel for the Guest

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 guest traveler profile, be sure to select the appropriate one.

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, or other security-compromising fields in the guest profile.
• If your organization (or your agency) is using a site card for guest travelers (as described in Enabling Site Payment Cards), update the configuration for the site card to associate its rules, along with any custom fields and display configuration settings, 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. We recommend that you not allow trip changes for guest travelers.