What is Book for Guest?
WegoPro now allows authorised users (Admins, Owners, and members with the Book for others permission) to book travel for guests: external travellers who do not have a WegoPro account and do not need one.
This is especially useful for:
Travel agencies booking on behalf of their end-customers
Corporate companies booking for contractors, interview candidates, event participants, or family members
Guests are stored separately from employees. They carry no login access and receive no platform invitation.
Who can book for guests?
Role | Can book for guests? |
Owner | ✅ Yes |
Admin | ✅ Yes |
Member with "Book for others" permission enabled | ✅ Yes |
Standard member (no permission) | ❌ No |
💡 If you are an Admin and want to grant a member the ability to book for guests, go to Company Settings → Users, select the member, and enable the Book for others checkbox. See Book for others for detailed steps.
Step 1: Add a guest to your account
Before booking for a guest, you need to create their profile in WegoPro. There are two ways to do this.
Option A: Add a guest manually
Only Admins and Owners can create new guest profiles.
Log in to your WegoPro account
Go to Company Settings → Users
Select the Guests tab
Click Add new users and select Add manually
Fill in the guest's details: first name, last name, email, phone, date of birth, gender, passport number, and nationality
Click Add new user
The guest profile is saved to your company's guest list and can be reused for future bookings.
📌 For detailed steps on adding users manually, see Add new users manually and refer to the Guests section for guest-specific fields.
Option B: Add a guest directly at checkout
When you reach the traveller selection step during booking, you can also add a new guest profile from the traveller drop-down. This option is only available to Admins and Owners.
⚠️ Members with "Book for others" permission cannot create new guest profiles. They can only book for guests who already exist in the system. If a new guest needs to be added, an Admin or Owner must create the profile first.
Bulk importing guests
Need to add multiple guests at once? You can bulk import guest profiles. See Bulk onboarding for instructions and download the onboarding template. Guests are handled the same way as employees in the bulk import.
Step 2: Book a flight or hotel for a guest
Once the guest profile exists, any authorised booker can book for them.
Log in to your WegoPro account
Search for your preferred flight or hotel
On the booking summary page, under I'm booking this trip for:, select Someone else
In the Who is travelling? drop-down, search for and select the guest (guests are shown with a Guest tag so they are clearly distinguishable from employees)
Review and confirm the traveller's details. You can update any information here and changes will be saved to the guest's profile
Click Continue to booking
Complete payment and click Confirm and pay
Both you (the booker) and the guest will receive a booking confirmation and itinerary email.
💡 You can include both employees and guests on the same booking (same PNR). Mixed itineraries are fully supported.
What's included in a guest booking?
Capability | Details |
Flights and hotels | Full booking flow supported for both |
Add-ons | Seat selection, baggage, airport transfer, and eSIM (if enabled by admin) |
Mixed bookings | Employees and guests can travel on the same PNR |
Travel insurance | Applies to employees only. Guests are excluded by default |
Invoices | Sent to the booker only, not to the guest |
Booking confirmation email | Sent to both the booker and the guest (configurable by admin) |
Managing guest email notifications
By default, both the booker and the guest receive booking confirmation and itinerary emails. Admins can change this.
To update guest notification settings:
Go to Company Settings
Select the Notifications tab
Toggle the setting for guest email notifications as required
📌 Guests cannot manage their own notification settings. Only Admins can configure this. If a guest requests to stop receiving emails, the request must be handled by the booker or admin.
Organising guests with groups and cost centres
Guests can be added to groups and cost centres, exactly like employees.
To assign a guest to a cost centre, see Create cost centres
To add a guest to a group, see Create groups
If a guest has a cost centre assigned, their bookings will be attributed to that cost centre. If not, the booking defaults to the booker's cost centre or your company default.
How guest bookings appear in Insights
Guest bookings are included in your company's overall travel spend and metrics in Insights. They are clearly tagged with a Guest label so you can distinguish them from employee bookings at a glance. See What is Insights?
Policy and approvals for guest bookings
Policy checks and approval flows are triggered by the booker, not the guest. Since guests cannot book on their own, the booker's policy governs all guest bookings. Approval requests are sent and managed the same way as for any other booking made by that booker.