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 or per legal entity (all users within that legal entity). 

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 and/or 1 or more legal entities. Groups are used to collect users or legal entities 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, 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 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-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. User- and legal entity-level booking restrictions are organized into groups. Each group can only contain users or legal entities. 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 enter a reason for these restrictions, click Add reason. Then type the reason why you are restricting these users and/or legal entities 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. 

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