Booking as Delegate

When someone delegates to you, you gain the ability to book travel for their travelers. This guide walks through the complete booking process when using delegated access, from selecting who to book for through completing the booking.

Prerequisites

Before you can book on behalf of someone:

1. Active delegation exists - Check the Delegation page to see who has delegated to you
2. Create Bookings scope - The delegation must include this permission
3. View Travelers scope - Required to see and select their travelers

If you're missing any of these, contact the person you need access from or your company administrator.

The Booking Context Selector

When you have one or more active delegations, a booking context selector appears on the home page. This toggle lets you switch between booking for yourself and booking for someone who delegated to you.

Understanding the Selector

The context selector has two sides:

Single vs Multiple Delegators

One delegator: If only one person has delegated to you, their name appears directly on the right side of the toggle.

Multiple delegators: If several people have delegated to you, clicking "Someone Else" opens a list where you can search and select.

After selecting a user, the toggle updates to show their name:

Booking Flow

Policy and Budget Attribution

When you book for delegated travelers, their policies and budgets apply—not yours.

Policy Evaluation

The booking is evaluated against the delegator's assigned policy:

• Flight rules (cabin class, airlines, advance booking)
• Hotel rules (star rating, price per night)
• Policy action (allow, warn, require approval, block)

What you see during booking:

• Policy compliance badges reflect their policy
• Warnings or blocks are based on their rules
• Required approval follows their approval chain

Budget Consumption

If the delegator has an assigned budget:

• The booking cost is checked against their remaining balance
• Their budget is consumed when the booking is confirmed
• Over-budget warnings reference their limits
• Budget notifications go to the delegator

Booking Requests

If the delegator's policy requires approval, your booking becomes a booking request.

Whether you can see the request afterward depends on your View Bookings scope.

Context Locking

To prevent mixing travelers from different owners, the booking context locks once you select travelers.

Why Locking Exists

A single booking can only have:

• One policy applied
• One budget consumed
• One approval chain

Mixing travelers from different owners would create conflicts in policy evaluation and budget attribution.

The Lock Indicator

When you select travelers, the other option in the context selector shows a lock icon. This indicates you cannot switch without clearing your selection.

Switching After Selection

If you need to switch context after selecting travelers:

1. Click the locked option (the side with the lock icon)
2. A confirmation dialog appears asking if you want to clear your selection
3. Confirm to clear the selected travelers
4. The context switches to your choice

Viewing Bookings You Created

After booking for someone else, you can view these bookings on the Bookings page.

The Bookings page shows a filter for:

• My Bookings - Bookings for your own travelers
• Created for Others - Bookings you created for delegated travelers

Managing Travelers

If you have the Manage Travelers scope, you can add and edit travelers for the delegator.

On the Travelers page, the context selector lets you switch between:

• My Travelers - Your own traveler profiles
• [Name]'s Travelers - Travelers belonging to someone who delegated to you

When viewing a delegator's travelers, you can:

• Add new travelers (attributed to them)
• Edit traveler profiles
• Update passport information
• Manage travel documents

Error Handling

Delegation Revoked

Error: "Your access to book for [Name] has been revoked"

The delegator or an administrator removed your access. You cannot complete this booking.

What to do:

1. Contact the delegator or your administrator
2. If access is restored, start a new booking

Scope Removed

Error: "You no longer have permission to perform this action for [Name]"

Your delegation was modified to remove the required scope.

What to do:

1. Contact the delegator
2. Ask them to restore the needed scope

Traveler Inaccessible

Error: "One or more selected travelers are no longer accessible"

A traveler was removed or your delegation was modified.

What to do:

1. Remove the inaccessible traveler from your selection
2. Continue with remaining travelers, or start over

Best Practices

Verify Before Starting

Before beginning a booking for someone else:

• Check that your delegation is active on the Delegation page
• Confirm you have the Create Bookings scope
• Know whose policy will apply

Communicate with Delegators

Keep delegators informed about bookings you make:

• Let them know when you've completed a booking
• Share confirmation details
• Alert them to any policy warnings or approval requirements

Double-Check the Context

Before submitting a booking:

• Verify the delegation banner shows the correct person
• Confirm you've selected the right travelers
• Check that policy compliance is acceptable

Related Topics

• User Delegation - Understanding delegation relationships
• Self-Service Delegation - Grant and manage your delegations
• Booking with Delegation - Quick overview of delegate booking
• Booking Requests - Understanding the approval workflow