Booking Hotels
The hotel booking flow works similarly to flights: set the dates, browse options, and confirm the reservation. Check-in and check-out dates are pre-populated based on the event, and any room blocks or hotel options configured for the event are available alongside standard results.
Step 1: Select Dates
Choose the guest’s check-in and check-out dates. Dates are presented as dropdowns annotated with:
- ✦ Recommended — The optimal nights based on the event schedule
- ⚠ Requires approval — Dates that fall outside the shoulder nights policy
If the event has a shoulder nights allowance, a notice appears showing how many additional nights are permitted.
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 based on the event location and the selected dates. If the event has hotel options configured — whether direct book or room block — those appear alongside standard results.
Browse and select the hotel and room type that’s right for the guest. For room block options, availability reflects the number of rooms remaining in the block.
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 |
When a selection requires approval, the notes field becomes required.
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.
- Room block confirmed — The reservation has been added to the room block and the hotel contact will be notified on the next rooming 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.