What are guests in TravelPerk?
Guests are non-employees who have a profile inside your TravelPerk account. These guests may have access to the platform or not.
Guests with access to TravelPerk
These guests will have the freedom to access the platform and manage their own business travel.
Guests will be able to have a TravelPerk profile with a personal email address. If you're using Single Sign-On, don't worry about access permissions—these users will be able to sign in with email and password as their email domain doesn't match with your company's.
However, as non-employees, all the company-sensitive information (cost centers, invoice profiles, payment methods, and approval processes) will be hidden from them. Additionally, if your travelers can invite other users or book on their behalf, this option won't be available for guests either.
Guests with access to TravelPerk can also have a travel policy. We will inform the guest when the trip they are booking is out of policy and why.
Last but not least, guests must be assigned to an approval process where all trips need approval. This way approvers always have visibility around the cost of their guests' trips and can amend any missing details during the booking process.
Guests with no access to TravelPerk
These guests will never have access to the platform and it will be up to admins and/or other users to manage their business travel.
They can have any email, including a generic company-related email (i.e email@example.com) regardless of duplication. We will send the travel notifications to the email provided.
These users have all the other general settings available (for example, cost centers or invoice profiles).
When revoking access to users, it won't be necessary to assign them a role.
How can I invite a guest to TravelPerk?
- From the People page, press Add a person
- Select Guest from the list of roles
- Assign an approval process where "all trips need approval".
- If you want to prevent this person from signing in to TravelPerk, simply disable the switch at the beginning of the user creation panel.
How do approval processes work for guests who have access?
Any guests who can sign in need to be assigned to an approval process where "all trips need approval". Bear in mind that guests won't be able to see or select any settings during the booking flow (e.g. the payment profile, or invoicing details). If these are missing when sending the approval request, the approver will need to review the missing billing details to make sure the trip cost gets allocated correctly.
Can guests belong to approval processes with other users?
Yes, they can belong to the default approval process or to any other existing or new approval process—as long as the setting is "all trips need approval". When you add a guest to the platform, we already suggest assigning them the default approval process.
What happens if I delete the approval process a guest belongs to?
If any guests are left without an approval process, they simply won't be able to book a trip. Instead, we will suggest contacting an admin, so that they can be assigned to an approval process and continue with the booking.
Can I use automated approval processes for guests?
No, you will need to manually create new approval processes for guests, or add them to existing approval processes where "all trips need approval".
Can guests belong to multiple approval processes?
No, guests can only be assigned one approval process manually created from the platform.