Travel Delegate Booking via Assistant Role
Overview
Travel Delegate Booking allows assistants to book travel for other team members without needing to manually input traveler details each time on Ramp Travel. Once an assistant is assigned, they can book travel in Assistant Mode, where the traveler’s details and preferences are auto-filled. This removes the need for back-and-forth communication to gather traveler information and ensures policies are consistently followed.
Note: Watch a walkthrough video of the Travel Delegate Booking feature here.
How to set up delegate booking
Travelers can assign assistants to book on their behalf through one of the following methods:
- Home > My Trips > Traveler Profile
Under "Who can book on my behalf?" assign your assistant by typing their name. Ensure that traveler details (birthday, loyalty numbers, preferences) are up-to-date in the profile. - My Settings > Delegation
Assign assistant(s) by typing in their names. This is available to all users.
Admins can assign assistants for employees by navigating to:
- People > Select Employee > Edit Profile > Account Settings > Assistants
How to use delegate booking
Once assigned, the assistant can access Assistant Mode to book travel for the traveler.
- Access Assistant Mode
From the bottom left, enter Assistant Mode, then navigate to Home > Travel. - Initiate Booking
Begin the booking flow. The traveler's details will automatically populate in the checkout page if they’ve been pre-filled by the traveler. If not, fill them in during this booking. They’ll be saved for future trips. - Choose Available Funds
Under "spend from," only available funds from the traveler will appear. Funds assigned to the assistant won’t show up here. - Confirmation and Notifications
Upon booking confirmation, both the assistant and the traveler will receive email notifications. The traveler receives the original email, and the assistant is CC’d. Follow-up emails from airlines or Priceline are sent only to the traveler. - Managing Multiple Travelers
Assistants can toggle between profiles at the top to manage multiple travelers and make bookings for each as needed.
Key callouts
- Eligibility : Delegate booking works only for businesses that have Ramp Travel enabled for all employees.
- Role Requirements : The feature is available through the Assistant Role . Users designated as assistants can also handle non-travel-related tasks on behalf of travelers, such as submitting receipts, coding expenses, and managing reimbursements.
- Profile Access : When an assistant books on behalf of another, they can update the traveler’s profile, view what’s in or out of policy, and manage bookings more efficiently.
Frequently asked questions
1. How do I enable delegate booking?
Delegate booking becomes available once Ramp Travel is enabled for all employees in the business. Travelers or admins can then assign assistants as described above.
2. Who can book on behalf of others?
Only users marked as an “Assistant” for others. Assistants can also view and edit other transactions on behalf of the individual they are booking for.
3. Who will receive follow-up emails from Priceline or airlines?
Only the traveler receives these emails, while the assistant is CC’d only on the booking confirmation.
4. Can assistants book on behalf of multiple people?
Yes, assistants can manage multiple profiles, though they can only book for one traveler at a time.
5. What’s the main benefit of delegate booking?
Delegate booking simplifies the process for assistants, allowing them to automatically access traveler profile information during the booking flow.
6. Is this feature available for Guest Role?
No, delegate booking is not currently available for users with the Guest role.
For more information on setting up Assistant Mode and additional assistant functions, refer to Assistant Role (Previously Copilot).