Guest Booking

Task

Process / Helpful Hint

Benefit

• Allows Guest booking access to one or more individuals within a company

• Ability to control bookings for a non-profiled traveler

Tips

• 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

      • guestHR@companydomain.com

      • guestFinance@companydomain.com

      • guestVIP@companydomain.com

Task

Process / Helpful Hint

Create Guest Group

• Setting up and Managing Groups

Enable Change Name on Purchase Page

• Set up Display Configuration for Guest traveler group

  •  Setting up and Managing Display Configurations

•  Enabling the ability to change traveler name on the purchase page

  • Click Services Tab

  • Click Display Configurations

• Click Display Configuration List

• Copy display configuration that best matches what you would like to mirror

  • Click Copy to the right of the display configuration

• Update Configuration Name: Guest – Display

• Move down to Enable User to change the Traveler Name on the Purchase page and click the radio button next to “Yes”

•  Another option will appear: Default the Change Traveler option to check. Click “Yes”

• Move to the bottom of the screen and click Save

• 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

•  Click Add a New Display Configuration Set

• Name Set: Guest Display Config

• Click Add Config

• Click Save

Set up Service Rules

• Travel Service Rules

Commit Changes to Site

• Click Changes not applied at the top of the screen

• You will see all uncommitted changes you have made. Click Commit

• You have successfully committed all changes

Create Guest User Account

• 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 more then one specify department, or name as in below examples

      • guestHR@companydomain.com

      • guestFinance@companydomain.com

      • guestVIP@companydomain.com

• Assign delegates to Appropriate Guest account

• Important: Inform clients to not change the name within the guest profile, this will affect the booking process, and may cause issues with finding the account. Name will be asked for along with the traveler's personal information on the purchase page.

Task

Process / Helpful Hint

Create Guest User profiles for each Traveler

• Follow the same steps as Option 1, but you will create a guest profile for each individual employee

  1. You will then need to assign the employee’s profile as a delegate to the guest profile you created for them

• Note: Not recommended, as this option requires significant upkeep

Task

Process / Helpful Hint

Allow all travelers to book for guest

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

  1.  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