Booking for Delegated Travelers

Delegation allows you to book travel for travelers owned by other users. This guide explains how delegation affects the booking process.

What is Delegation?

Delegation is when a user grants you access to their travelers:

Delegation Scopes

Delegation can include different levels of access:

Most delegations include Create Bookings scope.

How Delegated Travelers Appear

During traveler selection, delegated travelers appear in a separate section below your own travelers. The list clearly distinguishes between "Your Travelers" and "Delegated Travelers".

Identification

Delegated travelers show:

• The traveler's name and details
• "(from [Owner Name])" to indicate the owner
• Same passport and type information as regular travelers

Booking with Delegated Travelers

When you book for delegated travelers:

Policy Evaluation

• The traveler owner's policy applies
• Budget consumption uses the owner's budget
• Approval routing follows the owner's hierarchy

Budget Attribution

• Travel costs count against the owner's budget
• Not your personal budget
• Budget availability is checked during booking

Booking Attribution

The booking shows:

• Booked by: You (the booker)
• On behalf of: The traveler owner
• Travelers: The delegated travelers included

Mixed Bookings

You can include both your own and delegated travelers in one booking. Selected travelers are displayed with ownership indicators showing "(yours)" or "(from [Owner Name])".

Restrictions

Delegation does not allow you to:

• Edit the delegated traveler's information
• Delete delegated travelers
• Change their passport details
• View documents (unless permitted)

Common Scenarios

Executive Assistant

When booking travel for your manager:

1. Manager delegates their travelers to you
2. You search and select flights
3. Select manager's travelers (delegated)
4. Manager's policy and budget apply
5. Submit booking on their behalf

Travel Coordinator

When booking for multiple department members:

1. Department members delegate to you
2. You book for any delegated traveler
3. Each booking uses that traveler's owner's policy/budget
4. Centralized booking management

Team Lead

When booking team trips:

1. Team members delegate travelers
2. You select multiple delegated travelers
3. Each traveler's policy applies individually
4. Single booking for the group

Delegation Not Showing?

If expected delegated travelers don't appear:

1. Verify Delegation Exists — Confirm with admin that delegation is active
2. Check Scope — Delegation may not include "Create Bookings"
3. Company Scope — Delegation may be limited to specific company
4. Expiry — Delegation may have expired (if time-limited)

Best Practices

1. Verify Identity — Ensure you're booking for the right traveler
2. Check Passport — Confirm passport validity before booking
3. Understand Policies — Know the owner's travel policies
4. Communicate — Inform the traveler owner about the booking
5. Document Requests — Keep records of booking requests

Related

• User Delegation — Full delegation documentation
• Policy Evaluation — How policies apply
• Booking Requests — Request workflow