Traveler Selection

During the booking process, you'll select which travelers to include in your booking. This guide explains the traveler selection process.

Selection Interface

The traveler selection step shows available travelers organized by source. Your own travelers appear first, followed by delegated travelers (if any) in a separate section. Each traveler displays their name, type (Adult/Child/Infant), and nationality flag.

Selecting Travelers

Traveler Requirements

For Flights

• Each traveler must have a valid passport
• Passport expiry must extend beyond travel dates
• Some destinations require 6-month passport validity

For Hotels

• Lead traveler must be an adult (12+)
• Passport may be required depending on hotel/destination
• Room capacity affects maximum travelers

Passport Expiry Warnings

Passports approaching expiry show warnings during selection. Passports with less than 180 days remaining may not meet the 6-month validity requirement for most destinations.

Changing Passport Selection

If a traveler has multiple passports:

1. Click on the passport section of the traveler card
2. View available passports
3. Select the desired passport
4. System uses the selected passport for the booking

When to Change Passport

• Traveling to a country that prefers certain nationalities
• Primary passport is expiring
• Visa requirements favor a specific passport

Traveler Groups

Your Travelers

Travelers you own directly:

• Appear first in the selection list
• Full access to select and manage
• Can add new travelers (if permitted)

Delegated Travelers

Travelers from users who delegated access to you:

• Appear in a separate section
• Show the delegating user's name (e.g., "from Bob Wilson")
• Selection subject to delegation scope

Special Cases

Infant Travelers

Infants (under 2 years) require:

• An accompanying adult
• One infant per adult maximum
• System validates this requirement

Large Groups

For bookings with many travelers:

• Use the search box to filter travelers
• Select/deselect all with bulk action buttons
• Review selection summary before proceeding

After Selection

Once travelers are selected:

1. Policy Evaluation — System checks travel policies
2. Budget Check — Budget consumption is calculated
3. Review — Summary shows selected travelers
4. Submit — Complete booking or create request

Common Issues

Traveler Not Appearing

If a traveler is missing from the list:

• Check if they have a valid passport
• Verify you have access (own or delegated)
• Contact admin if traveler was recently created

Cannot Select Traveler

If a traveler cannot be selected:

• Passport may be expired
• Traveler may not meet route requirements
• Policy restrictions may apply

Wrong Passport Showing

If the wrong passport is displayed:

• Set the correct passport as primary
• Or change passport selection during booking