Booking with Delegation

When a delegate creates a booking for a delegator's travelers, the booking flow adapts to ensure proper attribution, policy compliance, and budget tracking.

Traveler Selection

During the booking process, delegates see their own travelers plus travelers from users who have delegated to them.

Traveler Grouping

Travelers are organized into groups in the selection interface:

My Travelers
├── John Smith (self)
├── Jane Smith (spouse)
└── Alex Smith (child)

Sarah Johnson's Travelers
├── Sarah Johnson
├── Michael Johnson (spouse)
└── (3 more travelers)

Ahmed Hassan's Travelers
├── Ahmed Hassan
└── Fatima Hassan (spouse)

Each group is labeled with the delegator's name, making it clear whose travelers you're selecting.

Delegation Detection

When travelers are selected, the system automatically detects if you're booking on behalf of someone else:

Delegation Banner

When booking for delegated travelers, a prominent banner appears:

Booking on behalf of Sarah Johnson

This visual indicator confirms:

• You are acting as a delegate
• The booking will be attributed to the delegator
• Policy and budget from the delegator will apply

Policy Evaluation

When a delegate creates a booking, policy evaluation uses the delegator's policy, not the delegate's:

Why Delegator's Policy?

Using the delegator's policy ensures:

1. Role-appropriate enforcement: An executive's travel policy applies to the executive's travel, regardless of who books it
2. Consistent compliance: Travel rules are enforced based on the traveler's role, not the booker's
3. Accurate reporting: Policy compliance is tracked correctly by department/role

Budget Consumption

Similarly, budget consumption uses the delegator's budget:

Budget Attribution

Booking Request Creation

If the delegator's policy requires approval, the booking request is attributed to the delegator:

Request Visibility

• Delegator sees the request in their request list
• Delegate may see it if they have VIEW_BOOKINGS scope
• Approver sees the request with full context about delegation

Delegation Context in UI

Throughout the booking flow, delegation context is clearly indicated:

Search Results

When viewing flight or hotel search results:

• Policy badges show the delegator's policy status
• Price warnings use the delegator's budget thresholds

Review Page

Before confirming a booking:

• Delegation banner prominently displayed
• Clear indication of whose budget will be charged
• Policy compliance shown for the delegator

Confirmation

After booking:

• Confirmation sent to both delegator and delegate
• Booking appears in delegator's booking history
• Delegate can view if they have VIEW_BOOKINGS scope

Error Handling

Delegation Revoked Mid-Booking

If a delegation is revoked while the delegate is in the booking flow:

Error: Your access to book for Sarah Johnson has been revoked

The delegate cannot complete the booking and must contact an administrator.

Scope Removed

If the CREATE_BOOKINGS scope is removed mid-booking:

Error: You no longer have permission to perform this action for Sarah Johnson

Traveler Access Lost

If a traveler is removed or ownership changes:

Error: One or more selected travelers are no longer accessible

Mixed Traveler Prevention

The system prevents booking travelers from multiple owners in a single booking:

Warning message:

You've selected travelers from multiple users. Each booking should contain travelers from a single user.

Why This Restriction?

1. Policy clarity: Only one policy can apply per booking
2. Budget attribution: Booking cost must be attributed to one budget
3. Approval routing: Booking requests need a single approval chain
4. Invoice clarity: Billing must be tied to one cost center

Delegation Audit Trail

All delegation-related actions are logged:

This audit trail helps administrators investigate delegation-related issues.

Best Practices for Delegates

1. Verify the delegation banner: Always confirm you're booking for the correct person
2. Check policy status: Understand if the booking requires approval
3. Don't mix travelers: Keep each booking to a single delegator's travelers
4. Communicate with delegators: Inform them about bookings made on their behalf

Related Pages

• Delegation Model - Core delegation concepts
• Scopes - Understanding permission scopes
• User Guide - Using delegation as a user