Arrange travel for others

To made bookings for other travelers, you must have the "Travel Arranger" role. You can ask your company administrator to assign you to this role if you think you will need to arrange travel for others. 

To arrange 

Arrangers are able to book travel for other travelers. When operating as an arranger, you can view the bookings for the traveler for whom you are arranging (on their Trips page). You will also receive email notifications related to the bookings you make for those travelers. 

You can ask to be assigned as a travel arranger for another traveler. Once that request is made, that traveler must approve your request to be their arranger. This is because arrangers can view personal information associated with the bookings they make for others. 

To book travel for others

To book travel for others, you must first switch to their account within the Online Booking Tool. 

1. Log in to the Spotnana Online Booking tool.
2. Select Book from the top menu.
3. Click the X button next to your name in the field below the search fields. A search field will be displayed. 
4. Enter the name or email of the traveler for whom you want to book travel. 
5. Once you have located the correct traveler name, click it. That user's name will now appear in the search page.
6. Search for air, hotel, rail, car travel options as you normally would and finalize the booking when ready. The travel policies that will be displayed and that your bookings must adhere to will be those that apply to the traveler for whom you are booking.
   • Book a flight
   • Book a hotel
   • Book a rental car
   • Book a rail trip (U.S. - Amtrak)
   • Book a rail trip (for Europe and the UK)

Both you and the traveler will receive confirmations for any bookings you make. You can also view any bookings you have made for the traveler.

Remember to use the X button on the Book page to switch the traveler back to yourself when done.

To modify travel for others

As an arranger, you may need to modify bookings you have already made for travelers. 

1. Switch the traveler to the user whose bookings you need to modify (use the same method as described above under "To book travel for others"). 
2. When their name is displayed, click Go to Trips. The Trips page will be displayed. 
3. Select the Upcoming tab.
4. Locate the bookings you wish to modify and edit them as needed. Follow the instructions in the relevant procedure:
   • Modify a flight booking
   • Modify a hotel booking
   • Modify a rail trip (U.S. - Amtrak
   • Modify a rental car booking - For car rentals, best practice is to cancel the existing booking and create a new one.

Remember to use the X button on the Book page to switch the traveler back to yourself when done.

Related topics

• Assign yourself as an arranger for travelers