Book travel for a guest

This page explains various workflows for booking travel for guests. However, booking for guests may not be enabled for your company (contact your company administrator if unsure). In specific cases, only certain users may be able to book travel for guests. Lastly, whether you can book travel for a guest may depend on whether the guest has a profile set up in the system. 

For more details, see Guest booking - Overview, Booking for guests - prerequisites, and Enable booking for guests who do not have profiles (administrators only).

TABLE OF CONTENTS

• Book travel for a guest
  • Book travel for a guest who does not have a profile
  • Book travel for a guest with a profile
    • Create a profile (for a guest traveler)
  • Related topics

Book travel for a guest who does not have a profile

This feature must first be enabled by the company administrator. Once enabled, any employee in the company can make travel bookings for guests.

1. Log in to the Online Booking Tool.
2. Click Book on the main menu.
3. Select the type of booking you would like to make (Air, Hotel, Car).
4. Click Book for a guest. The traveler will be changed to Guest Traveler.
5. Enter the search criteria for your guest booking:
   • Air: origin/destination location/dates/time, etc.
   • Hotel: location, arrival date, departure date, room type, etc.
   • Car: pickup/dropoff location and time, etc.
6. Once you have located the desired listing, select it and proceed to checkout.
7.  Select the guest’s name from the menu (if its listed there) or enter the required information for the guest in the Traveler details section of the Checkout page.
   • Select the Save traveler information for future use checkbox if you think you may need to reuse this information for future bookings. If you select this checkbox, the guest traveler’s information will be available to you from a Guest Traveler menu when booking and you will be able to add other travel bookings to their trips.
8. Click Confirm when done.
9. Enter any relevant loyalty information details.
10. Select the relevant payment method. You can also add a new payment method for the guest traveler.
11. If your company requires a value for the Reason for Travel field, enter a valid option (e.g., Guest).
12. Create a new trip to which to add the guest booking and enter a name for the trip.
13. Click Book. The trip and the guest booking will appear on the Upcoming tab of the Trips page of the person who made the booking. The guest will receive confirmation of the booking via email.

Book travel for a guest with a profile

Only a company administrator or Spotnana agent may book travel for guests with profiles in the Online Booking Tool. The profile must be created by a company administrator or Spotnana agent prior to beginning the travel search.

1. Log in to the Online Booking Tool.
2. Select the guest from the traveler selector field.
3. Then, proceed with the air, hotel, or car booking as you normally would. Once booked, the guest will receive confirmation of the booking via email.

Create a profile (for a guest traveler)

You only need to create a profile for those guests that you want to have a profile in the Online Booking Tool. Only a company administrator or Spotnana agent can create a profile.

1. Log in to the Online Booking Tool.
2. Select Users from the Program menu.
3.  Click Add new user.
4.  Set all the required fields (including selecting a legal entity) and click Add. The profile will be created for your guest traveler and the travel policy of the relevant legal entity, office, department, and cost center will be applied. You may now book travel for this guest.

Related topics

• Book a hotel
• Book a flight
• Book a rental car
• Guest booking - Overview
• Booking for guests - prerequisites
• Enable booking for guests who do not have profiles