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Book for a traveller

Make a confirmed booking on a traveller's behalf, for example after a phone call, and what your team can book that travellers can't.

How-to guide2 min read

When a traveller books by phone or email, your team can make the booking for them. It is confirmed straight away and takes its places on the departure. Editors and Admins can book for travellers.

Make the booking

Select New booking on Bookings or on the Overview. To start from a date, choose Book a traveller on a departure; the trip and departure are then filled in for you. The form has five steps:

  1. Trip: choose the trip. Trips need at least one price to show here. Drafts can be booked too, but archived trips can't.
  2. Departure: choose an open date. Full departures can't be chosen. If the trip is sold in more than one currency, choose the one the traveller pays in under Paid in.
  3. Travellers: the Lead contact gets the confirmation, the payment plan and the link to their booking page. Add each traveller with their first and last name, their Room or package and any details the trip's booking form asks for.
  4. Extras and code: add extras, apply a discount code, answer the trip's questions and add a note from the traveller.
  5. Check and book: check the summary, the total and the payment plan, then select Confirm the booking.

The price and the payment plan are worked out as you go, the same way as on your booking pages.

What your team can do that travellers can't

  • Nothing on the booking form is required, and answers to questions are optional.
  • Book after a departure's booking deadline, and add extras after their deadline.
  • Book trips set to Bookings closed.

Your team can't book departures that are full, closed or cancelled, and a room, package or extra that has sold out stays sold out.

After booking

The booking is confirmed at once, with a payment schedule made from the trip's payment plan from today. No card is saved, so the traveller pays each payment from the traveller portal, or you record their bank transfer. Payment reminders go out as usual; see Payments and reminders.

Travel Orbit emails the lead contact their confirmation straight away, with the payment plan and a link to their booking page. If that email can't be sent, a message says so: open the booking and select Send confirmation again in the More actions menu to try once more.

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Read next

BookingsHow a booking moves from checkout to confirmed, how to find bookings, answer requests and record payments made outside Stripe.Payments and remindersWhen Travel Orbit reminds travellers, takes automatic payments and tries again after a failed one, what you see when a payment is overdue, and the Payments screen.Departures and placesAdd the dates a trip runs, how many places each one has and its own prices, and see how full every departure is.Discount codesMake codes such as SPRING15 that take a percentage or an amount off, for all trips or some, within the dates and number of uses you choose.