Managing Invites

Use the guest invite dashboard to understand where each guest is in their trip, what still needs attention, and what has been requested, approved, or spent. The dashboard combines booking status, approval management, payment activity, communications, itinerary details, and invite history in one place.

Accessing Your Guest List

From the Juno dashboard, open Invites and select Overview to view guest invitations. The Active tab contains submitted invites, while saved drafts remain separate in the Drafts tab. Search and filters on the Active tab narrow only the active list and don’t include unfinished drafts.

To find guests by rail travel, use the Rail booking filter and choose Booked, Not booked, or Cancelled. Invites that don’t include rail travel are left out while this filter is set. The same filter is available on an event’s guest list.

If you can view all trips in your organization, use My Invites to show only invites where you are the inviter or assigned coordinator. If you do not have that permission, you only see your own invites by default.

Searching invites

Search on the Overview, Arrivals and departures, and Hotels reports matches guest names and emails, plus answers to invitation custom fields. Type a case number, cost center, or other answer — or the name of a selected option — to find the matching invite. Search isn’t case-sensitive, matches part of a value (for example, 0864532 finds 08645329), and starts after you type at least two characters.

Reviewing draft invitations

Open the Drafts tab to find persisted invitations that still need to be submitted. The queue defaults to drafts assigned to you. If you’re authorized to view all trips in your organization, disable My Invites to include drafts assigned to other coordinators.

Each draft shows Needs submission. A draft also shows Urgent when travel starts within seven days, Overdue when travel has started, or Needs reassignment when its assigned coordinator is no longer active. Drafts further than seven days from travel are upcoming and do not show an urgency badge. Reassign drafts without an active owner from the organization-wide draft list.

Select Review draft to open its overview. Draft review is a handoff check for an inactive invite: the overview focuses on the policies, agent notes, and invite details you need to confirm instead of showing booking prices, progress, and communication activity that have not started yet.

• Update the guest and assigned coordinator, event details, custom fields, and What’s included directly on the overview. Changes save automatically without contacting the traveler or starting traveler and booking workflows. Changing the assigned coordinator moves the draft to their queue.
• In Travel policy, select View full policy to review the policy that applies to the invite. Select Add exception or Edit exceptions to change permitted terms for this trip. These changes affect this invite only and do not edit the organization’s base travel policy. If the draft does not include travel, no travel policy applies yet.
• If the draft includes expenses, use View full policy in Expense policy to review the rules for expenses submitted on the trip. Expense policy is read-only from the draft overview.
• In Agent notes, select Add notes or Edit notes to share preferences and context with Juno agents working on bookings for the trip.
• To discard a draft you no longer need, select Withdraw draft. The traveler never received the draft, so Juno doesn’t notify them. A withdrawn draft can’t be submitted later.
• Select Submit invite when you are comfortable handing off the invite. This is a deliberate coordinator decision; Juno does not require you to add a policy exception before submitting an otherwise valid draft.

Before a draft can be submitted, Juno checks required invite details, travel policy requirements, payment requirements, and potential duplicate invites. If a check fails, Juno shows the reason so you can fix the draft.

When you select Submit invite, Juno validates the latest saved revision again before activating the invite. After the transition succeeds, traveler and booking workflows can begin.

Users with view-only access can review the draft’s policies, agent notes, and invite details, but they do not see the edit or handoff actions.

If another coordinator changes the draft while you have it open, Juno reloads the latest version. Review the updated draft before saving or submitting it again.

Reviewing the Full Travel Policy

From the invite overview, open Travel policy and select View full policy to confirm the effective rules for that invite, including inherited policy settings and permitted trip exceptions.

• Flights: Review the refundable-alternative allowance and currency, advance-booking days and late-notice hours, and the latest-flight rule’s action and outbound or return scope.
• Hotels: Check whether spend limits include taxes and fees, whether nightly caps apply to each night or the stay average, and which properties are excluded.
• Rental cars: Review seasonal dates, vehicle classes and drivetrains, agency preferences or restrictions and exclusions, and one-way rental approval requirements.

Values customized by a trip exception are identified alongside their policy defaults so you can compare the exception with the inherited terms. Viewing these details does not grant permission to change them; only the exception controls available to you can change this trip’s terms.

Draft Reminders

Juno sends draft reminders for coordinator-booked trips created or materially updated after reminders become available. The assigned coordinator receives an email after a draft has waited for three days, then 30, 14, 7, and 2 days before travel. Juno sends another reminder when travel starts and every three days while the draft remains overdue. A reminder is never sent within the first 24 hours after the draft is created.

While the assigned coordinator is out of office, their active coverer also receives reminders. Travelers never receive draft reminders. Reminders stop when the draft is submitted, withdrawn, canceled, archived, reassigned to guest booking, or otherwise no longer needs coordinator action.

The coordinator inbox groups drafts that need attention. Select View drafts to open the organization-wide draft list, including drafts that need reassignment.

Reading the Guest List

Each guest row shows the trip name, guest, dates, location, coordinator, and any badges that need attention.

Common badges include:

The row also shows financial totals:

Rail tickets and bookings nobody approved count toward Requested, but not Approved.

When Spent is marked as an estimate, hover over Estimate to see why. Estimates usually appear when a flight or hotel was booked on a passthrough card, or when a rental car is direct-billed or reimbursed outside Juno.

Understanding the Guest Invite Dashboard

Select a guest to open the invite dashboard. The header shows the trip name, guest, dates, location, event or group, coordinator, and overall health. The main body shows the trip tracker, financial totals, booking details, and communications. The side panel includes itinerary, activity, invite details, and policy information.

Trip Tracker

The tracker shows the guest’s progress through booking, event, and expense milestones. It highlights whether each stage is not started, in progress, complete, skipped, or waiting on an action.

The Reimbursed milestone is complete only after the guest’s payout is successfully posted. It remains in progress while a payout is waiting or processing. If a payout fails, is returned or canceled, or is being retried, the milestone remains in progress until a replacement payout is successfully posted.

Financial Totals

The top summary repeats the invite-level totals for Total requested, Total approved, and Total spent. These totals use the same booking and payment data shown in the sections below.

Every amount on an invite is shown in one display currency: the invite’s own display currency if one is set, otherwise the display currency of the legal entity the trip is routed to, otherwise US dollars. The currency of the guest’s expenses or the currency a hotel or airline quoted in never changes it. For example, a hotel in Canada priced in Canadian dollars on an invite with no display currency shows in US dollars. The display currency changes only how amounts are shown, not what is approved or charged.

A converted amount has a dotted underline. Hover over it to see the original amount and currency and the conversion rate. When a hotel or airline quoted the price in another currency, the tooltip also shows the Supplier price. That is the supplier’s quote, not what the card was charged. Amounts already in the display currency are shown exactly, with no underline. Spent shows what the card was charged, converted into the display currency when it was charged in another currency. The Transactions tab lists each charge in the currency it was charged in.

Behind the totals, Juno adds up amounts in US dollars. Each expense counts its US dollar value from when it was submitted, as on the guest list, so both show the same totals. A partially approved expense counts the approved amount, converted at the exchange rate on the expense date. Bookings are converted at the exchange rate on the day they were booked. If that day’s exchange rate is missing, Juno uses the most recent rate from up to seven days earlier, and the amount shows normally. If no rate is available at all, the amount stays in its original currency and is added alongside the converted figure, for example “$1,200.00 + €1,350.00”. Hover over the amount to see which rate was used or which currency couldn’t be converted. The Requested, Approved, and Spent totals on the guest list work the same way, except that a converted amount there shows a globe icon instead of an underline.

In the Expenses section, Requested and Approved are shown in the display currency. Paid shows the amount sent to the guest in the payout currency. If the guest was paid in more than one currency, Paid is converted into US dollars at the exchange rate on each payout date.

For Uber voucher rides, Total spent includes the fare, taxes, and tip. Open the ground transportation details to review the fare, tip, tax, and total for each ride.

For passthrough card charges, the card provider sometimes sends a corrected record for a charge it already reported, for example with a different amount or date. Juno updates the existing transaction, and Total spent changes to match. A correction is not an additional charge or a refund: the charge still appears once, with the corrected details.

When a flight is booked after its increased fare was approved again, its booking amount is the total from the airline reservation. If that total isn’t available yet, Juno shows the approved fare plus any seat charges, and updates the amount once the tickets are issued.

Booking Information

Each product included on the invite — Flights, Hotel, Ground transportation, and Expenses — has its own section in the main body. Each section shows the current status, relevant cost chips, booking details, policy indicators, and any actions available to you.

Statuses you may see include:

If a booking is out of policy, the section shows an Out of policy indicator. Select it to review the policy details that apply to that product.

Bookings Recorded by a Travel Agent

When a guest’s rail or ground service is booked directly with the operator, a travel agent can record the reservation in Juno so the trip stays complete. Recorded rail appears in the booking section and the itinerary with its confirmation number and journey details. Recorded ground service appears in the itinerary with its confirmation number and pickup details, and in the Getting around booking section. Recording a booking does not issue a card, charge anything, or request approval.

A travel agent can also pay for rail with the trip’s rail card, then upload the receipt and confirm the booking details. That booking is linked to the card, so the card’s charges appear with it.

• Rail — A recorded rail booking is the guest’s way to and from the event, with an outbound and an optional return journey. Its recorded price counts toward Total spent as an estimate until a card transaction is available.
• Ground service — A trip can have several recorded ground service bookings. On trips that include ground service, a recorded booking marks the ground stage as booked in the tracker. If the trip also needs a rental car, the stage stays in progress until the rental car is booked — ground service does not replace it.

Ground Service Cards

When the trip’s travel policy enables ground service, a travel agent can issue the trip a ground service card and book car service with any car service company. A trip has one ground service card, shared by every ride. Its limit starts at the policy’s Maximum total for all rides, shown on the card as Policy maximum. The card only works with limousine and car service merchants.

If the rides cost more than the limit, the agent can select Request higher limit on the card, before or after any rides are recorded. The request goes to the trip’s approver. If it’s approved, the card’s total limit increases by the requested amount for all rides. The request raises the card limit; it doesn’t change any individual ride.

After booking, the agent uploads the car service company’s receipt or confirmation. Juno reads the rides from it and fills in their details, and the agent checks them before confirming. A receipt is required to add rides, and each ride keeps the receipt it came from. The rides appear in the guest’s itinerary with their pick-up details and any booking notes the agent shared with the car service company.

• Totals — Charges on the ground service card count toward Total spent once per card, however many rides it paid for. The recorded rides’ prices count toward the approved amount, so a charge recorded before its rides can briefly show as spent above approved.
• Getting around — Trips that include ground service, have a ground service card, or have recorded rides show a Ground service row in Getting around. It shows Not booked until the agent records a ride, then Booked, with the approved and spent amounts and one line per ride (company, date and amount). Select a ride to see its details.
• Transactions — The card’s charges are listed in the ground booking’s Transactions tab.
• Changes — When a ride changes, the agent can upload the latest confirmation while editing it. Its details fill in the ride, and saving updates the itinerary and keeps the confirmation with the ride. If a ride is removed, the card stays active for the trip’s other rides. Nothing is canceled with the car service company or refunded automatically. The agent can cancel the card only before it has any charges.

If a recorded booking is removed, it disappears from the trip, but the reservation itself is not canceled with the operator. Removing rail booked with the trip’s rail card also doesn’t void the card or refund its charges — the agent can upload a replacement receipt on the same card. Ask the travel agent to correct or cancel bookings they added.

Managing Approvals

When a flight, hotel, rental car, rail card limit increase request, or expense needs review, the relevant booking section shows the review item inline. Review the guest’s selection or request, policy context, and amount, then choose Approve, Reject, or, for eligible out-of-pocket expenses, Partially Reimburse.

A travel agent’s request to raise a rail or ground service card limit is reviewed as a trip change. Approving it raises the card’s total limit by the requested amount; it doesn’t book or change travel. If the card’s limit changed after the request was made, reject it and ask the agent to submit a new one. See Approvals.

For detailed guidance on reviewing expenses, including how to recategorize expenses during approval, see Approving Expenses.

Approvals, Transactions, and Documents

Open a booking’s full details to review the supporting data behind it. The available tabs depend on the booking type and payment method:

When Juno detects a confirmed flight or hotel that was booked outside Juno, it records the booking as automatically approved. The booking’s Approvals tab and the invite’s Activity tab show Flight auto-approved or Hotel auto-approved so you can distinguish these bookings from decisions made by an approver. Nobody approved their price, so the booking shows Imported, no approval instead of an Approved amount, and its price doesn’t count toward Approved totals.

A booking with no recorded approved amount, such as a replacement booking, a booking Juno recovered from the trip record, or a hotel booked before April 15, 2026, shows No approved amount instead.

Some bookings don’t show a Transactions tab. Passthrough card and rental car bookings may settle outside Juno, so the dashboard shows estimated spend and supporting ticket or confirmation information instead.

Viewing Communications

The Communications section summarizes outbound messages Juno sent for the invite:

Open a category to view its message history. For emails with preview data, select the email to view the rendered content. The Texts history labels each message as Proactive or Triggered and shows its delivery status. Triggered texts show only the recipient’s masked phone number and message type, not the message content.

Support chat and SMS conversations are not included in Communications.

When a traveler’s flight schedule changes, the email you receive names the traveler and the trip when Juno has them. The email, including its subject line, is in the traveler’s selected language, or English if they haven’t chosen one. Select View Full Itinerary in that email to open the trip’s invite dashboard and review the updated itinerary.

Using the Side Panel

The side panel gives you supporting context without leaving the invite:

Canceled or withdrawn invites preserve historical activity and invite details for reference. See Withdrawing an Invite or Canceling a Trip to stop an invite.

Modifying an Invite

To update a guest’s event details:

1. Open the guest’s invite dashboard.
2. Select the three-dot menu in the top-right corner and choose Edit Event Details.
3. Update the dates, location, or travel products as needed.
4. Save your changes.

If your organization hides the event address from guests, you still see and edit the complete location for the guests you manage. On an invite where you are the guest yourself, such as a test invite you created for your own account, the street address is hidden from you as well. See Guest Data & Privacy for what guests see instead.

Updating agent notes

Agent notes stay editable after you submit an invite. If something changes, such as a new instruction from the client or the provider, open the side panel’s Overview tab and select Add notes or Edit notes in Agent notes. Juno agents see the updated note on the trip, and clearing the text removes it. Each change appears in the Activity tab as Agent notes updated with who made it. Notes can’t be changed once a trip is canceled, withdrawn, or declined, and users with view-only access can’t edit them.

What Happens When You Change Dates

What happens after you save depends on whether the guest has already booked travel.

The table above applies when the guest books their own travel. On a coordinator- or agent-arranged invite, Juno doesn’t email the guest about date, location, or product changes, and doesn’t send date-change reminders. If a flight or hotel is booked, saving creates a support ticket for the travel team to rebook it. If the only booking is a rental car, use Get help after saving to ask the travel team to rebook it. If the guest took over booking on a coordinator-arranged invite, they get the usual guest emails.

Adding a travel policy exception

If you’re authorized to grant travel policy exceptions, you can change permitted terms for a draft or active invite:

1. Open the guest’s invite dashboard.
2. Select the three-dot menu in the top-right corner and choose Add travel policy exception.
3. Update the permitted policy terms and select Save.

The saved exception applies only to this trip and does not change your organization’s base travel policy. Open Travel policy and select View full policy to review the updated terms alongside their policy defaults.

If the exception changes who approves the trip, Juno moves the trip’s pending travel requests — flights, hotels, rental cars, card limit increases, and trip changes — from the previous approver to the new one. This includes requests held by the previous approver’s out-of-office backup. Expenses, requests that already have a decision, and requests someone reassigned to another approver stay where they are.

If you have permission to change Rental cars and the invite inherits no rental car policy, select Add exception, then Rental cars. You can keep every displayed default and select Save to apply those settings to this invite only. If the invite already inherits a rental car policy, adding the section and saving it unchanged does not create a new exception.

Customizing Trip Names

You can customize how a trip appears to both you and the guest:

1. Open the guest’s invite dashboard.
2. Select the three-dot menu in the top-right corner.
3. Select Edit Invite Name.
4. Enter a custom display name for this trip, or clear it to use the automatic name.
5. Save your changes.

The custom trip name appears throughout the coordinator dashboard, in the guest’s view, and in guest-facing email subject lines.

Sharing an Invite

If you have permission to invite travelers or view all trips, you can give teammates view-only access to an individual invite. Viewers can track the invite’s status but cannot make changes.

1. Open the guest’s invite dashboard.
2. Select the three-dot menu in the top-right corner and choose Manage access.
3. Select the teammates who need access and click Add.

To remove a viewer later, open Manage access and select Remove access next to their name. The inviter always keeps access to their own invite.

Extending Expense Submission Deadlines

See Extending Expense Deadlines for instructions on updating a guest’s submission deadline.

Withdrawing an Invite or Canceling a Trip

If a guest no longer needs to travel, stop the invite from their invite dashboard. Depending on how far the guest has gotten, Juno offers either Withdraw invite or Cancel trip. Only one of them appears at a time.

1. Open the guest’s invite dashboard.
2. Select the three-dot menu in the top-right corner. Under Danger zone, choose Withdraw invite or Cancel trip.
3. Review the confirmation and select Withdraw invite or Cancel trip to confirm.

You can withdraw or cancel an invite if you sent it or you’re authorized to invite travelers. Teammates with view-only access don’t see the menu.

Withdrawing an invite

Withdraw an invite that was sent by mistake or is no longer needed before the guest starts using it. Withdraw invite is available only within one week of when the invite was created, and only while the guest hasn’t booked or skipped a flight or hotel, had a flight or hotel approved, booked a rental car, redeemed an Uber voucher, or submitted an expense.

If Juno bills your organization when a trip is first booked, rather than per invite, there’s no one-week limit. Juno sets this up with your organization; coordinators can’t change it. Withdraw invite stays available however long ago the invite was created, including after the guest accepts it or a flight or hotel is skipped or approved, until any of these happens:

• A flight is booked or ticketed.
• A hotel is booked, rebooked, or reserved in a room block.
• A rental car, rail, or car service is booked.
• An Uber voucher is redeemed.
• An expense is submitted.

When you withdraw an invite, Juno emails the guest that their invite has been canceled and copies the inviter. On a coordinator- or agent-arranged invite, the menu says End this request before anything is booked and Juno doesn’t send this email, unless the guest took over booking. Either way, the guest no longer sees this trip in Juno, and any scheduled messages for the invite stop.

Canceling a trip

Once withdrawing is no longer available, use Cancel trip for invites that include flights, hotel, or ground transportation. You can’t cancel a trip after the event has ended.

When you cancel a trip:

• Juno emails the guest that their trip has been canceled, with a calendar cancellation, and copies the inviter. On a coordinator- or agent-arranged invite, Juno doesn’t send this email, unless the guest took over booking. The guest still gets a flight cancellation email for any canceled flight ticket, which removes the flight from their calendar. Juno skips that flight email, including any copy sent to a coordinator, if the cancellation is reversed first or every canceled flight has already landed. See Adding Flights to Your Calendar. These exceptions don’t apply to the trip cancellation email.
• The Juno team follows up to cancel the guest’s existing flight, hotel, and rental car bookings, and attempts to get refunds when possible.
• If the invite includes reimbursements, the guest can’t submit new expenses but can still view submitted expenses and manage the payout for any that were approved.
• Any scheduled messages for the invite stop.

If an expense-only invite is past the withdrawal window, neither action is available from the dashboard. Contact Juno support for help. If your organization is billed at first booking, an expense-only invite stays withdrawable until an expense is submitted.

Drafts haven’t been sent to the guest, so they don’t offer Withdraw invite or Cancel trip.

To cancel every trip for an event or group at once, see Canceling an Event or Group.