User Guide

This guide explains how travelers are used during the booking process from an end-user perspective.

Overview

When booking flights or hotels, you select travelers who will be included in the booking. Each traveler provides the personal and passport information required for the reservation.

Guides

Traveler Access

You can access travelers from different sources:

Your Own Travelers

Travelers you own and manage directly:

• Created by you or an admin on your behalf
• Always available for selection in bookings
• You have full control over their information

Delegated Travelers

Travelers from other users who have delegated access to you:

• Appear in a separate group during selection
• Available based on delegation scope
• Managed by the delegating user

Booking Flow Integration

Travelers are used throughout the booking process:

Traveler Selection Step

During booking:

1. View available travelers (own + delegated)
2. Select travelers for the booking
3. System validates passport information
4. Policy and budget evaluated for selected travelers

Important Considerations

Passport Requirements

Before booking, ensure travelers have:

• Valid passport on file
• Passport not expired or expiring soon
• Correct passport selected for destination

Age and Type

Traveler type affects booking:

Policy Evaluation

Selected travelers may affect policy evaluation:

• Policies may apply differently based on traveler count
• Some policies limit number of travelers per booking
• Department budgets may be evaluated per traveler

Self-Service Capabilities

Depending on your permissions, you may be able to:

Next Steps

• Traveler Selection — Learn how to select travelers during booking
• Managing Your Travelers — Add and update your traveler profiles
• Delegation — Understand booking for delegated travelers