Restrict users from booking

This task can only be performed by administrators.

You can restrict users from being able to book travel. You can set these booking restrictions per user, per legal entity (all users within that legal entity), or per country (at the user or legal entity level). 

To view restricted users or legal entities

1. Login to the Online Booking Tool.
2. Select Company from the Program menu.
3. Click Booking Restrictions in the left hand menu under Configuration. The Booking restrictions page will be displayed. 
4. Select the User tab. The list of restricted users will be displayed. Each restriction will apply to 1 or more users, 1 or more legal entities, and/or 1 or more countries. Groups are used to collect users, legal entities, or countries into a restriction.  
5. To view the details of a restriction's settings, click the edit (pencil) button.

To edit or delete a user restriction

1. Login to the Online Booking Tool.
2. Select Company from the Program menu.
3. Click Booking Restrictions in the left hand menu under Configuration. The Booking restrictions page will be displayed.
4. Select the User tab. The list of restricted users will be displayed.
5. You can delete or edit an entire user restriction. Locate the user restriction you wish delete or edit.
   • To delete: Click the delete (trash can) button. All users and legal entities in that restriction will now be able to book (as long as there are no other restrictions that would prevent them from doing so). 
   • To edit: Click the edit (pencil) button. Then edit the settings as desired and click Save. For information on how to set user restrictions, see To add a user restriction.
6. You can also remove users, legal entities, countries, or groups from an existing restriction. Locate the user restriction you wish to edit and click the edit (pencil) button. Then:  
   • To remove users from a restriction, locate the relevant group and click the delete (trash can) button to remove the desired users from the restriction. These users will now be able to book (as long as they are in a legal entity and country that is also allowed to book). 
   • To remove a legal entity from a restriction, locate the relevant group and click the delete (trash can) button to remove the desired legal entities from the restriction. The users in that legal entity will now be able to book (as long as there are no user- or country-level booking restrictions for these users).
   • To remove a country (user- or legal entity-level) from a restriction, locate the relevant group and click the delete (trash can) button to remove the desired countries from the restriction. The users in that legal entity or country will now be able to book (as long as there are no user-, legal entity-level, or country-level booking restrictions for these users).
   • To remove an entire restriction group, locate the relevant group and click the delete (trash can) button to remove it. 
7. Click Save when done.  

To add a user restriction

1. Login to the Online Booking Tool.
2. Select Company from the Program menu.
3. Click Booking Restrictions in the left hand menu under Configuration. The Booking restrictions page will be displayed.
4. Select the User tab. The list of restricted users will be displayed. For each restriction definition, the number of users and/or legal entities to which it is applied will be displayed.
5. Click Add new. 
6. Select Add new user restriction from the menu. The Restricted users page will be displayed. Booking restrictions for users, legal entities. user countries, and legal entity countries are organized into groups. Each group can only contain one of those restriction type (e.g., user country), but there can be more than one group. To add a group, click Add group.
   • To add user-level restrictions, select User from the Grouping level menu. Then, enter the name of the user you wish to restrict in the Add users field. Select the name of the relevant user when it appears. That user will be added to the list of restricted users. You can add as many users as you want.
   • To add legal entity-level restrictions, select Legal entity from the Grouping level menu. Then, enter the name of the legal entity you wish to restrict in the Add legal entity field. Select the name of the relevant legal entity when it appears. The users in that legal entity will be added to the list of restricted users. You can add as many legal entities as you want.
   • To add user country- or legal entity country-level restrictions, select either User country or Legal entity country from the Grouping level menu. Then, search for the name of the desired country in the Add country/regionfield. Select the name of the desired country when it appears. The users in that country or the users in the legal entities located in that country (depending on the grouping level you selected) will be added to the list of restricted users. You can add as many countries as you want.
     • Note: Which of these two country-based user restriction mechanisms you use will depend on whether your travelers are associated with countries based on their user profile or legal entity.
   • To enter a reason for these restrictions, click Add reason. Then type the reason why you are restricting these users. legal entities, and/or countries from booking. This reason will be displayed to the affected users if they attempt to book.
7. Click Save when done. You will be prompted to enter a name for your new restriction. 
8. Enter a name in the Name field and click Save. All users and legal entities specified in your restriction will be prevented from making bookings. 

Related topics

• Preferred and restricted suppliers
• Restrict hotel booking by keyword
• Restrict travel bookings by location