Introduction

Welcome to the Coordinator Documentation for Juno! As a coordinator, you orchestrate the entire guest experience from invitation to reimbursement. Juno’s streamlined coordination tools allow you to manage events efficiently while maintaining full oversight and control.

What Coordinators Can Do

Coordinators in Juno can:

• Create and manage events — Set up events with groups, hotel options, and guest invitations from one centralized dashboard
• Create invitations quickly — Send individual invites in under a minute or bulk invite via CSV
• Configure event details — Set dates, locations, and travel parameters for each guest
• Book travel on behalf of guests — Search and book flights and hotels directly for guests who shouldn’t have to self-serve
• Manage payment methods — Add and manage credit cards for guest bookings when required by organizational policies
• Monitor guest progress — Track guests through the complete event lifecycle with real-time status updates, booking details, communications, and spend totals
• Review and approve expenses — Evaluate expense submissions against policies, recategorize during review, and approve or reject with flexible partial approval options
• Extend expense deadlines — Provide additional time for guests to submit expenses when needed
• Track financial oversight — Monitor total spending, approved amounts, and reimbursement progress
• View comprehensive activity — Access detailed guest activity logs and chronological interactions

Available Documentation

Events

• Events Overview — Manage meetings and events end-to-end: create events, organize guest groups, configure hotel options, invite guests, and monitor everything from a centralized dashboard
• Creating an Event — Set up a new event with a name, location, and dates
• Managing Groups — Create and configure guest groups with travel policies, booking types, and dates
• Managing Hotel Options — Add direct book and room block hotel options for your event
• Inviting Guests to an Event — Add guests manually or via CSV, review draft invitations, and send them out
• The Event Dashboard — Monitor invite progress, booking status, approvals, and more from one place
• Event Managers — Add co-managers to your event and understand what they can do
• Making Changes to an Event — Edit event details, update groups, and manage hotel options after creation
• Cancelling an Event or Group — Cancel an entire event or individual groups, and understand the impact on existing bookings
• Managing Room Blocks — Set up and manage room block reservations, including handling date change requests from travelers

Booking on Behalf of a Guest

• Booking on Behalf Overview — Book flights and hotels directly for guests who shouldn’t manage their own travel, and understand what your guest experiences along the way
• Getting Started — Enable coordinator booking when creating an invite and use the booking banner to track status
• Traveler Profiles — Request and manage traveler details from the guest before confirming bookings
• Booking Flights — Search, select, and confirm flights on a guest’s behalf
• Booking Hotels — Search, select, and confirm hotels on a guest’s behalf

Guest Invitation Management

• Inviting a Guest — Send individual invitations in under a minute with Juno’s step-by-step form
• Bulk CSV Invites — Invite many guests at once by uploading a CSV file, reviewing in an editable spreadsheet, and sending in bulk
• Managing Invites — Monitor guest invitations, track booking progress, manage approvals, inspect communications, and understand requested, approved, and spent totals

Approvals

• Approving Expenses — Review and approve guest expense submissions with policy evaluation, inline category editing during review, and flexible approval options
• Extending Expense Deadlines — Provide additional time for guests to submit expenses when needed
• Split Payments — Understand how split payments appear in hotel approvals when guests pay for extra nights or room upgrades

Payment Management

• Managing Payment Methods — Learn how to add and manage your own credit cards for guest bookings when required by your organization’s payment policies

Coordinator Workflow

For Events

1. Create an Event: Define the event name, location, and dates
2. Set Up Groups: Organize guests into groups with distinct travel policies and booking configurations
3. Configure Hotels: Add direct book and room block hotel options
4. Invite Guests: Add guests manually or via CSV, review, and send invitations
5. Monitor and Manage: Track everything from the event dashboard — bookings, approvals, dynamic tiles, and proactive texts
6. Handle Changes: Edit event details, update groups, or cancel when needed

For Individual or Bulk Invitations

1. Invite Guests: Send invitations individually or upload a CSV to invite many guests at once
2. Monitor Progress: Track each guest’s journey with real-time status updates, booking details, communications, and spend totals
3. Handle Approvals: Review out-of-policy requests for expenses, flights, and hotels with streamlined approval tools
4. Oversee Completion: Monitor reimbursements and ensure successful event completion

Getting Started

If you’re managing a meeting or event, start with the Events Overview to understand the full workflow.

If you’re inviting individual guests (not part of an event), start with Inviting a Guest for single invitations or Bulk CSV Invites for larger groups, then review Managing Invites to understand your ongoing oversight and approval capabilities.