How-To

How To: Guests – Create Guest Types

Guest accounts can be thought of as shared "group accounts" (rather than individual names as with regular employee accounts).

They are organized by type or function, e.g. HR Recruits, Contractors, Spouses, etc. Individual guest traveler information is entered "on the fly" (while travel is being booked).

  • Only Travel Managers, Global Arrangers, Arrangers can use this account to book for one-time travelers.
  • Only Travel Managers and Global Arrangers can create new guest types.

NOTE: Guests do not have sign-in accounts or any access at all to your company's Egencia site. They do not have access to their own profiles or itineraries within the site and therefore are not able to plan their own travel.

How to Set Up Guest Types & Profiles

Create a New Guest Type

(Travel Managers & Global Arrangers only)

From the Company Tools toolbox on the homepage, go to Manage Users → New Guest Account (in the main menu).

-OR-

From your User List page (within Manage Users), click Create guest account from the menu on the left side of your screen.

Enter information for this guest profile:

  • Guest account description (for example: HR Recruit, Contractor, Spouse)
  • Notification e-mail address (YOUR e-mail address or that of the internal contact for that guest type, such as a department administrative contact)
  • Option to add the guest account type to your own list of users whose travel you manage
  • Traveler group for this guest account which will determine which policy, notification, or payment settings may apply (optional)
  • Department used by your company to track applicable travel purchases by cost center, department, or other category (optional)

After a guest account type is created, it can be managed under the Guest accounts tab within Manage Users.