A guest traveller is someone you book travel for who does not get a Travel Code account: family members, partners, contractors or visitors. You keep their details and documents on file and pick them as a traveller when booking.
Where to find it
Settings → People (/app/employees) → Guests tab. If your company uses travel profiles, Travel profiles in the main sidebar opens the same tab.
How to add a guest traveller
- On the People page, open the Add employee menu and choose Add guest traveller.
- Fill in the first and last name in Latin letters and the company (your company is selected for you). Email, phone and travel policy are optional.
- Optionally set Access expires at (see below).
- On the Travel profile tab, add documents, loyalty cards and any custom fields.
- Click Create. You see "Guest traveller created".
How to limit how long a guest can be booked
Set Access expires at. After that date the guest can no longer be selected as a traveller or added to a new order. Leave it empty for no end date. Expired guests stay in the list marked "(expired)". To use them again, open the guest and extend the date.
How to keep your own guests at hand
The list has an All / Mine switch. Click Add to mine on a guest to add them to your travellers, and Remove from mine to take them off. Guests you added this way show a "Yours" badge.
How to archive or delete a guest
- Delete is available for a guest who has no orders.
- Archive is for a guest who already has orders. Their profile and trip history are kept, and you can restore them from the Archived tab.
How to switch a person between employee and guest traveller
You can change someone's status from the Role field, for example when an employee leaves but still travels for you, or a guest joins the team.
Employee → guest traveller
- Open the employee on the People page.
- In Role, choose Guest traveller and save.
- Confirm with Make a guest traveller. The person leaves the staff: their sign-in is switched off and all their sessions end. Their department, personal travel policy, card, expense and budget access, VIP tier and pending approvals are removed. Their name, contacts, profile and trip history stay.
Guest traveller → employee
- Open the guest on the Guests tab.
- In Role, choose Traveller and save.
- Confirm with Make an employee. The guest becomes an employee with the Traveller role and can sign in with their email on the sign-in page. An email address is required for this. You can raise their role and assign a department, policy and cards afterwards in the employee card.
Good to know
- Employees can add travellers while booking if they have the permission Can create travel profiles (set in the employee's card). A guest added this way becomes their personal traveller. A Director or Travel manager can tick Add to personal profiles when adding one.
- Employees can edit the personal details of their own guests. The company, travel policy and access date are set by the Director or Travel manager.
- When booking, a Director or Travel manager can choose anyone in the company, guests included. Other employees choose themselves and their own guests, plus company travellers if they have the permission Allow to add other travellers of the company to a booking.
- Only a Director or Travel manager can switch a person between employee and guest. A Travel manager can switch people with the Employee or Traveller role. The account owner's status and your own status stay as they are. Restore an archived profile before switching it.
- Some of your earlier travellers may already appear on the Guests tab. That is expected: every traveller is now a person in People.
FAQ
Does a guest traveller get an email or an account? No. You keep their details and book for them.
Can I limit how long a guest can be booked? Yes. Set Access expires at on the guest.
Why can't I delete a guest? They already have orders. Use Archive instead. You can restore them later.
My employee wants to book for their spouse. Give the employee the permission Can create travel profiles in their card. They can then add their spouse while booking, and the spouse becomes their personal traveller.
What happens to an employee's past trips when they become a guest? Their profile and history stay. Only staff access and staff settings are removed.
A former employee is coming back. Open them on the Guests tab, set Role to Traveller, and assign their department, policy and cards again afterwards.
Still have questions? Message us in the support chat or at support@travel-code.com.