Multiple traveler air bookings

Certain users (administrators and arrangers) are able to book flights for multiple travelers simultaneously. This is more efficient than making air bookings for each traveler in the group individually. You can make air bookings for up to 6 travelers at a time. 

The travelers in the group you are booking for must all be employees or all guests. You can’t book for a combination of employees and guests in a single booking.

Most of the process for booking a flight for multiple travelers is very similar to making an individual traveler air booking. You can review that process if needed. However, there are some differences which are described below. 

Book a flight for multiple travelers

1. Login to the Online Booking Tool.

2. Click Book on the main menu.  

3. Ensure the Flight tab is selected.

4. Specify whether this will be a one way, round trip, or multi city air booking. For details, see Book a flight. 

5. Select the dates for the booking. For details, see Book a flight. 

6. Click Add traveler. The Travelers page will be displayed. 

7. Set the primary traveler. The travel policies that will be applied as well as the payment methods that will be available for this booking will be based on the primary traveler. To set the primary traveler, click the edit button in the Primary traveler field, search for and locate the desired traveler, and then click their name. 

8. Specify the travelers who will be part of this booking. To add travelers, begin typing the traveler’s name in the search field below Stored Travelers. Once you see the name of the desired traveler, click their name. That traveler will be added to the booking. You can have a maximum of 6 travelers in a single booking. You can’t add children or infants to multiple passenger bookings. 

9. Click Done when you have added all your travelers. You will be returned to the main search page. 

10. Click Search. The flight options which match the criteria you entered will be displayed. For details, see Book a flight. When you click the price of any option, the prices for a single traveler and for all travelers in the group (for the entire booking) will be displayed. You can use all the normal sorting and filtering options. 

11. Select the desired flight(s). Once you have selected the desired flights for each leg of the group’s trip, the first Checkout page will be displayed. 

12. You can review and edit passenger and loyalty program information as well as make seat selections for each of the travelers in the group. 

    • To make seat selections, scroll down to the Selected Seat section and click Select seat for the relevant flight. The Seat Selection page will be displayed. Select the desired seat for each traveler. The initials of each traveler will be shown in the seat that has been selected for them. Click Next when done. You can make seat selections for each flight in the booking. 

13. Click Next. The second Checkout page will be displayed. 

    • Select a group trip for your flight booking. You can either select an existing group trip or create a new one. This trip will be added to the Trips page for each of the travelers in the group. 

    • Select a payment method. The payment options available will be based on the Primary Traveler. 

    • Enter any company-specific information that may be required (e.g., Reason for Travel). This information will need to be entered for each traveler in the group. 

    • Review any important travel updates. 

14. When you are ready to complete your booking, click Book Flight. Your selected flight(s) will be booked for all travelers in the group. 

View multiple traveler air bookings

The administrator or arranger who made a group booking will have a group trip added to their group trips page which will contain all of the bookings for the travelers associated with this trip. 

1. To access the Group Trips page, click Trips in the top menu.

2. Select Group Trips from the Individual section. The Trips booked by me page will be displayed. You can view upcoming, completed, and canceled multiple traveler air bookings. 

3. To view the details associated with a multiple traveler air booking, click its name. 

Additional information related to multiple traveler air bookings

• Whether approvals are required for the booking will be based on the travel policies of the primary traveler. 

• Once the booking has been made, each traveler will have a trip added to their Trips page. The administrator or arranger who made the group booking will have a group trip added to their Group Trips page which will contain all of the bookings for the travelers associated with this trip.  

• All travelers must be from the same organization. The travelers that can be selected will depend on which organization the primary traveler belongs to.