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

Guest account assigned to Delegates

Guest accounts where delegates or delegates are assigned to a guest account.  Allowing them to change the name on the purchase page, and provide traveler’s personal information. You can create more than one guest account.  This is typically done if the client has more than one department who will book for guests, and they want each department to see only their guest bookings. (HR, Finance)

• Setting up and Managing Groups

• Create Group using the parameter of First Name equals Guest

• Create Guest accounts using the First Name as Guest, and Last Name as Traveler

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

Guest who can book their own travel

Allows Agency or client employees with Dashboard access to create accounts for a guest, and send activation email.  Allowing the guests of the company to book their own travel, and adhere to company policy. 

• Setting up and Managing Groups

• Create Group using the parameter of External ID starts with Guest

• 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.

OR

• Create Group using the parameter of Job Level equals Guest

  • Note: You can use use any profile field for this option such as one of the MISFields

• Create Guest accounts using the First Name as Guest, and Last Name as Traveler

• Note: TMC or client employees with Dashboard access will want to run a profile extract to make sure that they are ensuring all profiles which are no longer required  are deactivated. This can become a logistical nightmare, keeping track of guest accounts which should or should not be active.

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

  •  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

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

  • 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