Inviting a Guest User to book
Overview
Available on Ramp Plus. See Ramp Plus overview for plan details.
The Guest User Booking feature enables Ramp users to invite guest users to book flights and hotels on the platform. Additionally, it allows users to make bookings on behalf of existing guests, streamlining the travel management process for external partners.
This simplifies travel coordination by allowing external guests to book through Ramp and enhances user flexibility by enabling bookings on behalf of guests.
How it works
Step 1: Initiating an external Guest booking
- Navigate to the Ramp Travel booking portal.
- Select the option to invite a guest to book .
Step 2: Entering guest details
- Provide the guest's email, as well as their department , location , and manager .
- Optionally enter a deactivation date for the profile we will create on their behalf.
Step 3: Allocate travel-specific funds
- Open the ‘will they be traveling’ section and enter information about the origin, destination, location, and dates of the trip.
- We will then generate a “budget” for flights, hotels, and per-diem, which can be allocated as funds to a virtual card.
[Optional] step 4: add additional funds
- Optionally add more funds for things like gas, meals, or general expenses.
Step 5: Send invitation
- Send the allocated funds to the specified email. This email will allow the user to either sign in to Ramp Travel to make their bookings, or use the allocated budget to book directly on a supplier website.
Use cases and examples
- You can use this feature to, for example, invite guest speakers to book necessary travel on Ramp.
- You can also use this feature to generate a virtual card that a guest speaker could use to book travel outside of Ramp.
Frequently asked questions
What policy will be applied for this guest?
This guest will be held to the company policy unless a specific 'guest policy' has been set up in the company settings.
Can an external guest modify their allocated budget?
No, only the inviter or an authorized manager can make modifications.
Where can the inviter track the guest’s expenses?
In the Travel section under “Expenses & Travel.”
What happens if approval is required?
The booking request follows the specified approval workflow before final confirmation.
Will the guest receive a confirmation email?
Yes, the email includes sign-in credentials and details about the allocated budget.
Can a physical card be sent to the guest?
No, a physical card can't be issued to a user with a guest role.
Can someone book on behalf of an external guest?
Yes, once the guest has accepted their invite, the person who invited them will be assigned as an assistant and can make bookings on their behalf.