1 | Travel Manager User Guide

Travel ManagerUser Guide

2 | Travel Manager User Guide

Welcome to Booking.com for Business

We’ve created this guide to talk you through the main features of the Booking.com for Business tool.A quick overview of what you can expect:

No confusion over business or leisure. All users will have a different interface for business travel.

A dashboard for each user, complete with reports on their spend and recent bookings to increase compliance.

Hierarchical and fully customisable user groups so you can decide who should see what.

iSOS integration for more control over Duty of Care.

Easy setup: bulk upload destination budgets, cost centers, users and more.

Tailor your experience with saved addresses and favourite properties.

This guide is designed for admins and travel organisers. See our booker user guide for advice on what your bookers can expect when using the tool.

3 | Travel Manager User Guide

Role overviewYou can assign different roles to people on your business account. These roles can be divided into two categories: users and contacts.

UsersAnyone with access to your business account. These could be admins, travel organisers or bookers.

ContactsThese are people you can book for but who don’t have access to the account itself. You might want to save their details so you can easily book for them on a regular basis.

Types of userAdminAdmins have complete oversight of your business account. They can decide how the company is organised, create and manage groups and labels, and view all bookings in the organisation.

They can also set destination budgets, save addresses and add favourite properties.

Travel organiserTravel organisers regularly book for others. They can create groups and labels and view bookings within groups they manage. They can also save addresses and add favourite properties.

BookerBookers can book for themselves and others. They can view favourite properties, saved addresses and reports of their own trips and travel spend to check their travel policy compliance.They do not have access to the People and Settings pages.

4 | Travel Manager User Guide

DashboardYour dashboard is your home on the tool. This is where you can start booking a new trip, see your previous searches and view favourite properties and saved addresses.

1. Here you can change your currency and language settings. Although you can browse properties in your preferred currency, payments may taken be in the property currency.

2. This is your account menu. When using the tool you will always be in your business account. If you want to switch to your personal account you can do so here.

3. Here you can start searching for a new business trip. You can enter any destination, be that a city name, office address or station or airport name, the box is synchronised with Google Maps.

4. The budget box will be pre-filled based on which destination you search for. If you’ve set a destination budget, it will show here. If you haven’t got a budget for that destination it will default to your global travel budget.

5. ‘Your business filters’ is a selection of popular business filters you might want to apply to your search results.

6. If you’ve added a logo to your account, you’ll see it here. We recommend adding a logo so your employees can easily see when they’re logged in to their business account.

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5 | Travel Manager User Guide

BookingsView the details of current and past trips linked to your business account all in one place. If you need to make any changes to a booking you can do so here.

1. Whenever you load the page, we’ll show you bookings for the next 7 days. You can then filter for more or fewer results by changing the filter criteria at the top of the page.

2. To see where your travellers are at the moment, you can view them on the traveller map.

3. Click the heart icon next to a property name to save it as a favourite. Once saved, this accommodation will show on your dashboard under ‘Favourite properties’. It will also be highlighted in the search results. You can also add favourites on the search results page.

4. To view more details or make changes to a booking, click the ‘View’ button for a booking.

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6 | Travel Manager User Guide

Booking DetailsAfter clicking ‘View’ you will see the booking details screen, where you’ll find more information about an individual booking. You can also add/remove the accommodation from your favourite properties list, view accommodation policies and edit the labels attached to it.

1. You can also see how much your company has been or will be charged for the property and view an approximation of what that equates to in your selected currency.

2. To change the dates of the reservation, add rooms or cancel it entirely, click on the ‘Manage booking’ button.

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7 | Travel Manager User Guide

PeopleAdd new users (admins, travel organisers and bookers) and contacts and assign them to the right group. You can also edit the details for existing users and contacts here.

1. To add a new user or contact: click the button to the top right of the page. This opens a new screen where you can enter their personal details, add them to a group and assign them a role. You can also edit the details for existing users and contacts here.

2. To remove an existing user or contact: Click the ‘Remove’ button on the ‘Edit user or contact’ screen. This person will be removed from your account but any existing bookings made for or by them will be unaffected.

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8 | Travel Manager User Guide

ReportsGet oversight of your travel spend. Keep an eye on your budget and travel policy compliance filtered by person, department, destination and more.

1. Get an overview of all travel spend for your business.

2. Customise reports and easily see over-budget spending.

3. Request detailed reports as Excel spreadsheets to download later.

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9 | Travel Manager User Guide

SettingsManage all settings for your corporate account.

1. Edit your company name.

2. Add and edit linked email addresses. Linked email addresses are notified whenever a travel organiser or booker makes a reservation.

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10 | Travel Manager User Guide

1. Define your company structure. Create and edit new groups (legal entities, departments and cost centres).

11 | Travel Manager User Guide

1. Create and edit labels to organise your bookings. These might refer to events and conferences or project names.

2. Add budgets for frequently visited destinations in your company.

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