Guest booking - Overview

Modified on Thu, 29 Aug at 10:15 AM

Guest booking - Overview

The Spotnana Online Booking Tool allows you to book flights, hotels, rental cars, and in some cases, rail for guests who are not employees of your company. These guests may be individuals who are interviewing with your company, contractors, or some other non-employee for whom you need to book travel. You can choose to create a profile in the Online Booking Tool for these guests or book travel for them without creating a profile. The table below explains some of the differences between each type of guest booking and what the advantages and limitations of each option are. This will help you decide when to create a profile for your guests.

TOPIC	FOR GUEST BOOKINGS WITH PROFILES	FOR GUEST BOOKINGS WITHOUT PROFILES
When Allowed/How enabled	Always allowed as long as a profile has been created for the guest.	Company administrator must enable the Allow employee to book for guest setting (located under General in Program settings). Once enabled, any employee in the company can make travel bookings for guests.
Profile/Policy	The guest profile must be created and have a company policy associated with it before travel for the guest can be booked. All bookings for this guest will be subject to the applicable travel policy. The guest profile, once created, can be used for future bookings.	No guest profile is needed. The “default” travel policy for the company associated with the person booking the guest travel will be applied.
Who can book	Only a company administrator or Spotnana agent may book the travel. Only a company administrator or Spotnana agent can create the profile.	Any account with access to the Online Booking Tool can book travel for guests without a profile (assuming this capability has been enabled by the company administrator).
Legal entity	Guest’s profile must be associated with a legal entity within your company.	Guest is automatically assigned to the legal entity that is associated with the person making the booking.
Contact Email and booking confirmations	The guest profile must have an email associated with it. That email must be from a domain that is not associated with your company’s domain (e.g., gmail.com, yahoo.com, hotmail.com). The guest will receive confirmation of the travel booking at this email.	Contact information, including email, is entered during check-out by the person booking the travel. The guest will receive confirmation of the travel booking at this email. The person who makes the booking will also receive a confirmation email (unless they made the booking via the profile of another user).
Payment	The person making the booking must select or add a valid payment method for the guest. This is only necessary the first time the profile is used.	Person making the booking will use the payment methods available to them to pay for the booking. All payment methods available to the person making the booking are valid.
Duty of Care/Analytics	Booking will appear in Duty of Care and Analytics reports as “Guest (Profile)”.	Booking will appear in Duty of Care and Analytics reports as “Guest (No Profile)”.
Online Booking Tool login	Guest will not be able to log in to the Online Booking Tool and will not receive an email inviting them to log in.	Guest will not be able to log in to the Online Booking Tool and will not receive an email inviting them to log in.
Visibility on Trips page	Guest will have their own Trips pages results. The person making the booking can view all trips associated with this guest.	All trips for this guest will appear on the Trips page of the person making the booking.
Leisure travel	Do not use for leisure travel.	Do not use for leisure travel.
Rail bookings	Allowed	Not allowed

Reporting

To allow you to review the bookings that have been made for any guest travelers without profiles, a new Persona filter option, Guest – No Profile, has been added to the Spotnana analytic reports. By selecting this filter option, administrators can retrieve just those bookings that have been made for guests with no profile. In addition, two new columns, Host name and Host email, have been added to the analytic reports. These fields allow you to know which employee made the bookings for each guest.