Booking with Delegated Travelers

When someone delegates to you, you can book travel for their travelers. This guide walks through the booking process when using delegated access.

Prerequisites

Before you can book for someone:

1. They must have delegated to you
2. The delegation must include the CREATE_BOOKINGS scope
3. The delegation must include VIEW_TRAVELERS to see their travelers

Check your delegations on the Delegation page to verify access.

Finding Delegated Travelers

When you start a booking and reach the traveler selection step:

Traveler Groups

Travelers are organized into groups:

My Travelers

• Your own travelers appear first
• Listed under your name

[Delegator Name]'s Travelers

• Each person who delegated to you has a separate group
• Shows their name and traveler count
• Click to expand and see their travelers

Visual Indicators

Delegated traveler groups are visually distinct:

• Grouped under the delegator's name
• Show the total traveler count
• Expandable to view individual travelers

Booking Flow

Policy and Budget Impact

When booking for delegated travelers:

Policy Evaluation

Whose policy applies? The delegator's policy.

The booking is evaluated against the delegator's assigned policy, not yours. This means:

• Flight rules from their policy
• Cabin class restrictions from their policy
• Approval requirements from their policy

What you see:

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

Budget Consumption

Whose budget is used? The delegator's budget.

If the delegator has an assigned budget:

• The booking cost is checked against their budget
• Their remaining budget is consumed
• You'll see budget warnings based on their limits

Budget visibility:

• Budget remaining shown is the delegator's budget
• Over-budget warnings reference their limits
• Budget notifications go to the delegator

Booking Requests

If the delegator's policy requires approval:

1. The booking becomes a booking request
2. It's attributed to the delegator
3. Their approvers receive the request
4. You may or may not see the request (depends on VIEW_BOOKINGS scope)

Request Attribution

Mixed Traveler Prevention

You cannot book for travelers from multiple owners in a single booking:

Scenario

You're a delegate for both Sarah and Ahmed. You cannot:

• Select Sarah's traveler
• Then select Ahmed's traveler
• Book them together

Why This Restriction?

• Only one policy can apply per booking
• Only one budget can be consumed
• Approval can only go to one chain

What To Do

Create separate bookings for each owner:

1. Book for Sarah's travelers
2. Start a new booking for Ahmed's travelers

The Delegation Banner

Throughout the booking flow, the delegation banner provides context:

What it shows:

• "Booking on behalf of [Name]"
• Visual icon indicating delegation
• Prominent placement to avoid confusion

When it appears:

• After selecting delegated travelers
• On review/summary pages
• Before booking confirmation

Error Handling

Delegation Revoked

If your delegation is revoked while booking:

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

What happened: The delegator (or admin) removed your access.

What to do:

• You cannot complete this booking
• Contact the delegator or administrator
• If access is restored, start a new booking

Scope Removed

If the CREATE_BOOKINGS scope is removed while booking:

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

What happened: Your delegation was modified to remove booking permission.

What to do:

• Contact the delegator
• Ask them to restore the scope if needed

Traveler Inaccessible

If a traveler becomes inaccessible (delegation revoked, traveler deleted, etc.):

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

What to do:

• Remove the inaccessible traveler
• Continue with remaining travelers
• Or start a new booking

Viewing Booking History

If your delegation includes VIEW_BOOKINGS:

1. Navigate to the Bookings or Orders page
2. You may see bookings you created for delegators
3. Filter or search to find specific bookings

Best Practices

Verify Before Booking

Before completing a booking:

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

Communicate with Delegators

Keep delegators informed:

• Let them know when you've made a booking
• Share confirmation details
• Alert them to any policy warnings

Check Your Access

Before starting a booking:

• Verify you have an active delegation
• Confirm you have the CREATE_BOOKINGS scope
• Know whose policy and budget will apply

Avoid Assumptions

Don't assume:

• That your policy applies (it doesn't)
• That your budget applies (it doesn't)
• That approvals come to you (they go to the delegator's chain)

Related Topics

• Self-Service Delegation - Managing your delegations
• Booking Flow Concepts - How delegation affects bookings
• Troubleshooting - Common issues