Guest Booking

Task

Benefits/Tips

Benefit

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

• Ability to control bookings for a non-profiled traveler.

Tips

• Non-profiled traveler information is entered on the purchase page: Name, birthdate, travel reward programs, passport etc.

• Best Practice: Option 1

Task

Process / Helpful Hint

Guest user account(s) assigned to Delegates

Grants access to specific guest user account, allowing a delegate(s) to book travel on the behalf of a non-profiled traveler. 

Note: 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, they may want each department to have their own guest booking account. This will ensure that they only have access to guest travel for their department (HR, Finance).

Take the following steps to configure this Option:

• Update Display Configurations to allow all users within the group to change traveler name on the purchase page.

  •  Move down to Enable User to change the Traveler Name on the Purchase page and select Yes.

  • Another option will display: Default the Change Traveler option to check, select Yes.

  • Click link for further information: Display Configuration.

• Create Group using the parameter of First Name equals Guest.

  • Click link for further information: Setting up and Managing Groups.

• Verify Service Rules have been configured, and the correct display configurations has been assigned.

  • Click link for further information: Service Rules.

• Commit Changes.

• Create Guest user accounts.

• Suggestion when creating guest user account(s).

  • First Name: Guest (Parameter when creating group)

  • Last Name: Traveler

  • Email/User ID: guest@companydomain.com

    • Example of additional guest user accounts, if more than one is required.

      • guestHR@companydomain.com

      • guestFinance@companydomain.com

      • guestVIP@companydomain.com

• Assign delegates to Appropriate Guest user account.

Important: Inform clients to not change the name within the guest profile, this will affect the booking process, and will cause issues with finding the account, and the ability to change the name on the purchase page.

• Non-profiled traveler information is entered on the purchase page: Name, birthdate, travel reward programs, passport etc.

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. 

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

• Admin will create account as follows:

  • External ID starts with Guest.

Note: In the example below I have created the user account with the ExternalID of Guest followed by first name, last initial all ran together.

• Update the remaining fields with the guest user’s information.

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 as a normal user account, and assign reporting field of Guest to the account.

Note: TMC or client admin with Dashboard/Console access will want to run a profile extract periodically to insure all profiles which are no longer required  are deactivated. Concern with this Option: 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.

• Update Display Configurations to allow all users within the group to change traveler name on the purchase page.

  •  Move down to Enable User to change the Traveler Name on the Purchase page and select Yes.

  • Another option will display: Default the Change Traveler option to check, select No.

  • Click link for further information: Display Configuration.

• Concern with this Option: 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.

• Concern with this Option: Not recommended, as this option requires significant upkeep, and logistical nightmare.