Booking Travel for Event Attendees

You can arrange travel for employees and guests attending an event directly from the travel dashboard. This guide explains the requirements and step-by-step process.

Booking travel for event attendees

Requirements

  • A trip template and event must be created before booking.
  • Travelers can be employees or guests.
  • Children and infants cannot be included in multi-traveler bookings.
  • Enter each traveler’s legal name exactly as it appears on their ID to avoid airport check-in issues.

How to access the travel tool

  • In New Expensify: Click the green + button in the bottom-left corner of your screen, then select Book travel.
  • In Classic Expensify: Click Travel in the left-hand menu, then select Book or manage travel.

Need to enable travel still? Reach out to your Account Manager or Concierge to schedule a travel demo and get it enabled for your account.


Booking travel for an employee or guest

Follow these steps to book travel for another attendee:

  1. Click on Travel from your Expensify account, select Trips.
  2. Click the pencil icon next to the attendee’s profile name in the upper-right corner (near the Create button).
  3. Enter the attendee or guest’s email address.
  4. Select Start booking for the travel type you want to arrange.

The attendee’s profile details will auto-fill into the booking form. If central billing is enabled, the company card will appear as the payment method.


FAQ

What if the attendee doesn’t have an Expensify account?

You can still book travel for them using their email address. Even without an Expensify account, they’ll receive their itinerary via email.

How does payment work with central billing?

If central billing is enabled, the company card will automatically be applied at checkout. If it’s not enabled, you’ll need to enter a payment method during booking.

Can I edit or cancel a booking made for an attendee?

Yes. From Trips > All Trips, open the attendee’s trip and manage the booking details. Any changes or cancellations will be emailed to the attendee automatically.

Can I remove an attendee from an event?

Yes. Select Events, open the event, select the attendee’s checkbox, and click Delete. The attendee will be notified of changes or cancellations automatically.

What happens if I enter the wrong traveler details?

Traveler names must match their legal ID. If you entered incorrect information, you’ll need to cancel and rebook with the correct details.

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