Booking on Behalf of a Guest

Some guests — executives, VIPs, or anyone who shouldn’t have to manage their own travel — need a coordinator to handle the entire booking process for them. This role is often called an arranger: someone who arranges travel on behalf of a traveler. With coordinator booking, you act as the arranger — searching for and booking flights and hotels directly, while the guest is notified once travel is arranged.

How It Works

When you create an invite, you choose who is responsible for completing the booking: the guest books their own travel (the default), or you book everything on their behalf.

If you choose to book on behalf, the guest receives a different experience — instead of a self-serve booking flow, they see a status page confirming that their coordinator is handling it. You complete the booking from the guest’s detail page using the same search and confirmation tools the guest would otherwise use.

Key Concepts

Enabling Coordinator Booking

Coordinator booking is enabled per invite at the time of invitation, on the final review step. Once the invite is sent, the booking responsibility is set and drives the entire experience from that point forward. See Getting Started for the full invitation workflow.

The Booking Banner

After the invite is sent, the guest’s detail page shows a banner that serves as your entry point into the booking flow. The banner reflects the current state — whether you still need the guest’s traveler details, whether booking is in progress, or whether the guest is fully booked. See Getting Started for details on reading and acting on the banner.

Traveler Profiles

Before you can confirm flight or hotel bookings, you’ll typically need the guest’s traveler profile (legal name, date of birth, passport or TSA Known Traveler Number, and other details required by airlines and hotels). Juno can request this from the guest by email, and you can send follow-up reminders directly from the booking flow. See Requesting Traveler Details for how this works.

Booking Flights

You search for flights using the same tools Juno provides to guests, with the same Juno Picks recommendations and filter options. Dates are pre-suggested based on the event, but you can adjust them. After selecting flights, you confirm the booking — if the selection is out of policy, the behavior depends on whether you are the approver for the policy. See Booking Flights for the full flow.

Booking Hotels

Hotel booking follows the same pattern as flights — select check-in and check-out dates, search available options, and confirm. Room blocks configured for the event are available alongside standard hotel results. See Booking Hotels for details.

Policy and Approvals

Coordinator bookings follow the same travel policies as guest-initiated bookings. If you select something out of policy:

• If you are the approver for the applicable policy, the booking is approved immediately when you confirm it
• If you are not the approver, the booking is sent for approval and both you and the approver receive a notification

Blocked items (those that exceed hard policy limits) cannot be booked regardless of who initiates the booking.

What the Guest Experiences

When you use coordinator booking, your guest goes through a different flow than the standard self-serve experience. Here’s what they encounter at each stage:

Invitation email — The guest receives a welcome email with a subject line like “Your travel to [city]” — not “Book your travel.” This signals to them that their travel is being handled, rather than prompting them to take action.

Traveler profile request — If you request their traveler details, the guest receives a separate email asking them to log in and complete their profile. When they follow the link, they see a form to confirm their legal name, date of birth, passport or TSA Known Traveler Number, and any companion profiles if applicable. Once they save, their coordinator (you) is notified automatically.

Awaiting booking page — After submitting their profile — or if no profile was requested — the guest sees a holding page that says their coordinator is booking their travel. The page shows live progress indicators for flights and hotel as you work through the booking flow, so the guest can see what’s been selected and what’s still in progress.

Notification setup — Once all bookings are complete, the guest is prompted to set up their notification preferences (email and SMS). This is the last step before they land on their trip dashboard.

Booking confirmation email — After setup, the guest receives a summary email from Juno with their full itinerary — flights, hotel, and any Uber vouchers — along with a link to complete their notification preferences if they haven’t yet.

See Requesting Traveler Details for more on the profile request flow.

Emails Your Guest Will Receive

Juno sends your guest a small number of emails at specific points in the coordinator booking flow. Here’s what to expect, in order: