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stephanieelliott merged 1 commit into from
Jan 8, 2026
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Update Book-Travel-for-a-Guest.md #79062

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32 changes: 18 additions & 14 deletions docs/articles/travel/booking-travel/Book-Travel-for-a-Guest.md
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Expand Up @@ -4,33 +4,33 @@ description: Learn how to book travel for guests in Expensify, even if they don
keywords: [book guest travel, guest traveler, expensify travel, book for non-member, travel booking, classic, new expensify]
---

Any member with guest booking permission can book travel for someone who doesn’t have an Expensify account. This guide explains how to get permission and how to complete a guest booking.

@github-actions github-actions Bot Jan 8, 2026

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Terminology violation: Use "member" instead of "guest" in the opening sentence for clarity. The sentence currently says "book travel for a guest, aka someone who doesn't have an Expensify account" but should use clearer language like "book travel for someone who doesn't have an Expensify account" to avoid confusion with the term "guest" being defined.


Any member with guest booking permission can book travel for a guest, aka someone who doesn’t have an Expensify account.

---

## How to access the travel tool
## Where to find Expensify Travel

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AI Readiness violation: Vague heading "How to access the travel tool" lacks the specific feature name. Change to "Where to find Expensify Travel" for better clarity and AI parsing.


- **In New Expensify:** Click the green **+** button in the bottom-left corner of your screen, then select **Book travel**.
- **In Classic Expensify:** Click **Travel** in the left-hand menu, then select **Book or manage travel**.
Tap the green ➕ **Create** button at the bottom of your screen, then choose **Book travel**.

**Need to enable travel still?** Reach out to your Account Manager or Concierge to schedule a travel demo and get it enabled for your account.
If you don’t see **Book travel**, ask a Workspace Admin to [enable Expensify Travel](https://help.expensify.com/articles/travel/company-setup/Enable-Travel-on-a-Workspace) on the workspace.

---

## How to get access
## How to get permission to book travel for a guest

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AI Readiness violation: Vague heading "How to get access" should be more specific. Change to "How to get permission to book travel for a guest" to clearly indicate what access is being discussed.

Before arranging travel for another traveler, a Travel Admin must assign you the **Travel Arranger** role.
To book travel for a guest, a Travel Admin must assign you the **Travel Arranger** role and enable guest booking.

**To set the Travel Arranger role for another travel member:**
**To give a member guest booking permissions:**

1. Head to Expensify Travel.
2. Click on **Program** > **Users** > search and select the name of the user who needs to arrange travel.
3. Click the **Configuration** tab and then click the toggle for **Allow employee to book for guests**.
2. Click **Program** > **Users**, then search and select the name of the member.
3. Click the **Configuration** tab.

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Terminology violation: Use "member" instead of "user" to match Expensify standards. Change "the user who needs to arrange travel" to "the member who needs to arrange travel".

4. Toggle on **Allow employee to book for guests**.

---

## How to book travel for a guest
# How to book travel for a guest

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Markdown formatting violation: This should be a level 2 heading (##) not a level 1 heading (#). HelpDot articles should use # only for the main title and FAQ section. Change to "## How to book travel for a guest".


1. Click **Book for Guest** at the bottom of the booking tool.
2. Choose a travel type:
Expand All @@ -46,7 +46,7 @@ Before arranging travel for another traveler, a Travel Admin must assign you the

---

## What happens next
## What happens after booking with Expensify Travel

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AI Readiness violation: Vague heading "What happens next" lacks specific context. Change to "What happens after booking with Expensify Travel" for better clarity.


- Bookings may require approval based on your company’s travel policy.
- The guest will receive a confirmation email with their travel details.
Expand All @@ -57,9 +57,13 @@ Before arranging travel for another traveler, a Travel Admin must assign you the

# FAQ

## Will the guest need an Expensify account?
## Does the guest need to have an Expensify account?

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Readability improvement: The FAQ question can be clearer. Change "Will the guest need an Expensify account?" to "Does the guest need to have an Expensify account?" for better natural language.

No. Guest travelers don’t need an account to receive or use their travel reservation.

## Will the travel show up in my reports?
## Will the guest travel booking show up in my reports?

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AI Readiness violation: Vague reference "Will the travel show up" should be more specific. Change to "Will the guest travel booking show up in my reports?" for clarity.

Yes. The booking appears in your Expensify account, and receipts are automatically added to an expense report.

## Who approves guest travel bookings?
Guest travel follows the same approval workflow as the member who made the booking. If your company requires approval for flights, hotels, or other travel types, those steps will still apply.


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