Booking Hotels
The hotel booking flow works similarly to flights: choose where to search, set the dates, browse options, and confirm the reservation. The search location and the check-in and check-out dates are pre-populated based on the event, and any arranged stays or hotel options configured for the event are available alongside standard results.
Step 1: Choose the Location and Dates
Search near starts on the event location. To find hotels somewhere else — for example, near a different venue or in a nearby city — enter another city, address, or landmark. Changing the search location affects only this search; it doesn’t change the invite’s event location.
Then choose the guest’s check-in and check-out dates. Dates are presented as dropdowns annotated with:
- ✦ Recommended — Nights that fall within the guest’s travel window
- ⚠ Requires approval — Dates outside that window
The guest’s travel policy defines the window. Juno either calculates the covered nights around the event — optionally allowing extra shoulder nights, in which case a notice shows how many additional nights are permitted — or applies custom rules based on how long the guest’s outbound flight takes. Check-in or check-out dates outside the resolved window are out of policy and require approval.
Dates are automatically suggested when the step loads. You can adjust them before searching, but the suggestions are a good starting point based on the event.
Step 2: Select a Hotel
The results show available hotels near the search location for the selected dates. The map is centered on that location, and distances are measured from it (for example, “0.5 mi from Boston” when you searched near Boston). Location-specific hotel policy, such as a city’s price limit, follows the search location; a Hotel selection for this trip exception still applies wherever you search. If the event has hotel options configured — whether direct book or arranged stay — those appear alongside standard results.
Browse and select the hotel and room type that’s right for the guest. For arranged stay options, availability reflects the number of rooms or units remaining.
If the guest’s applicable travel policy or hotel-selection settings change during an active search, Juno can refresh hotel availability and policy status automatically. Review the refreshed hotel and room choices and select again if prompted before confirming for the guest. If results expire and do not refresh automatically, start a new search.
Step 3: Confirm the Booking
The confirmation step shows the selected hotel alongside a pricing summary. Before confirming, review:
- Traveler profiles — Select the guest’s profile to attach to the reservation. If the profile hasn’t been submitted yet, you can request it. See Requesting Traveler Details for more.
- Internal notes — An optional memo for notes about this booking
Policy and Approval
Hotel bookings follow the same policy logic as flights:
| Situation | Button label | What happens |
|---|---|---|
| In-policy selection | Confirm Hotel | Booking is submitted immediately |
| Out-of-policy, you are the approver | Approve and Book | Booking is approved and submitted immediately |
| Out-of-policy, you are not the approver | Request to Book | Booking is sent to the approver; you and the approver receive a notification |
| Blocked by policy | Blocked by policy (disabled) | Cannot be booked |
Properties excluded by an organization’s hotel policy remain visible and selectable. Selecting one is an out-of-policy situation, so complete the required booking note and submit it through the standard approval process. Juno does not block the reservation, and the guest sees a general out-of-policy message rather than the configured exclusion reason.
When a selection requires approval, the notes field becomes required.
If the guest’s policy checks every night individually, a hotel can require approval because one night exceeds the limit even when its average nightly price is within the limit. With complete nightly prices, the out-of-policy reason shows how many nights exceed the limit and the highest nightly price. Otherwise, Juno explains that it used the stay’s average nightly price.
Out-of-policy selections use a hold-to-confirm button. Press and hold for a moment to submit.
Step 4: Confirmation
After submitting, Juno processes the reservation and shows the result:
- Confirmed — The hotel is booked. The guest receives a confirmation email.
- Arranged stay confirmed: The reservation has been added to the arranged stay. If guest list recipients are set, the property is notified on the next guest list update.
- Needs Review — The booking requires approval. You and the approver are notified by email.
- Denied — The approval request was not approved. Return to the selection step to choose an alternative.
If flights are still needed and haven’t been booked, the confirmation page shows a Book a Flight option. Otherwise, use Return to Dashboard to go back to the guest’s detail page.