This article explains the purpose of Zeno Guest Pass and how it works for both bookers and guests. 

Overview: What is Guest Pass?

Guest Pass allows a Zeno travel booker to invite a traveller to make their own booking within defined corporate policy parameters using a secure, self-service link. 

Guest may be:

• Existing Zeno travellers with a full traveller profile
• Previous Guest Pass users
• New guests with no existing profile

The booker creates and sends the invitation, and the traveller:

1. Verifies their identity using a verification code.
2. Completes or updates their traveller profile.
3. Makes their booking in Zeno.
4. Receives their booking confirmation.

Functionality: What is included

In Scope

Guest Pass includes:

• Corporate-level enablement controlled through a Zeno corporate option.
• Policy configuration to define the travel policy used for guest bookings.
• Travel Booker invitation management, including:
  • Create
  • Change (Edit)
  • Resend
  • Duplicate
  • Cancel
• Traveller self-service booking workflow, including:
  • Invitation email
  • Identity verification
  • Traveller profile completion
  • Booking creation
  • Booking confirmation
• Guest Pass creation and management access for users with the Coordinator role.
• Support for existing travellers, previous Guest Pass users, and new guest travellers.
• Support for Air, Hotel, and Car bookings.
• A single Guest Pass-enabled policy per content type, per corporate.
• Synching of Guest Pass traveller profile to downstream profile systems.
• Approval workflows through procurement configuration are supported.

Out of scope

Guest Pass does not support:

• Transfer or Rail bookings.
• Multiple Guest Pass-enabled policies for the same content type within a corporate. 
• Policies that use direct traveller linking are not supported.
• Policies that use traveller linking through profile custom fields are not supported.
• Guest Pass is not available in the Zeno mobile app.  
• TMC theming and logos are not supported in the Guest Passes page.
• Custom fields set at a traveller profile level. 
• Approval workflows through profile linking are not supported.
   

User Experience: Managing Guest Pass Invitations

Once Guest Pass is enabled for a corporate, the Guest Passes page becomes available for users with the Coordinator role. 

Finding and Managing Invitations

1. Open the Guest Passes page from the menu on the Zeno dashboard.
2. Use the status tabs, search box, filters and column sorting to locate existing guest pass invitations.

Guest Pass Statuses

A Guest Pass invitation can have one of the following four statuses:

Invited
The Guest Pass invitation has been sent to the traveller, but no booking has been completed.

Confirmed
The traveller has accepted the invitation and successfully completed their booking. Once confirmed, the associated Zeno Booking ID is displayed alongside the Guest Pass invitation on the Guest Passes page.

Expired
The traveller did not complete a booking before the Guest Pass invitation expired. Expired invitations remain visible for reference but can no longer be used to make a booking. Expired invitations can be resent. Resending the invitation issues a new invitation and resets the expiry period.

Cancelled
The invitation was cancelled by the travel coordinator before a booking was completed. Cancelled invitations are displayed on the Cancelled tab and can no longer be used by the traveller. Cancelled invitations cannot be resent. If travel is still required, the invitation can be duplicated to create a new Guest Pass invitation.

Creating Invitations

1. Click Create guest pass to open the invitation form.

2. Select the appropriate Cost Centre.

3. Select a traveller from the list of previous Guest Pass travellers, or add a New Guest traveller

4. Select at least one travel mode:

• Flights 
• Hotel
• Car Rental

5. Enter the required travel details, such as

• One-way or return travel
• Cities
• Travel dates

6. Optionally select the Add guest notes checkbox to enter a message to the traveller. 

7. Select Preview Guest Pass to review the invitation before sending.

8. Click Send Guest Pass to email the invitation to the traveller.

9. A confirmation will appear on screen to say the invitation has been sent successfully.

Duplicating Invitations

If multiple travellers require similar itineraries, such as attending the same meeting, event, or conference, you can use the Duplicate function to create new Guest Pass invitations quickly.

To duplicate a Guest Pass invitation:

1. Locate the Guest Pass you want to duplicate on the invitation management page.
2. Click the three-dot menu next to the invitation status select Duplicate.
3. The New Guest Pass page opens with all details from the original invitation pre-populated, except for the traveller.
4. Select the traveller and make any additional changes as required.
5. Optionally preview the invitation.
6. Click Send Guest Pass to send the invitation.

Managing Existing Invitations

For Guest Pass invitations with a status of Invited, the following actions are available:

Change
Opens the Edit Guest Pass page, pre-populated with the current invitation details. After making any required updates, select Update Guest Pass to save the changes and send an updated invitation email to the traveller.

Resend
Resends the invitation email to the traveller with a single click. No additional page is opened and no further action is required. A confirmation message is displayed once the email has been successfully sent.

Cancel
Selecting Cancel opens a confirmation dialog to prevent accidental cancellation. After confirming the action, the invitation is cancelled, moved to the Cancelled tab, and a cancellation email is sent to the traveller.
 

Traveller Experience: Completing a Booking

Once a Guest Pass invitation has been sent, the traveller can complete their booking using the self-service booking flow.

1. The traveller receives the Guest Pass invitation email and clicks Book Now.

2. A verification page opens and a separate email containing a 6-character verification code is sent to the traveller.

3. The traveller enters the verification code and clicks Verify

4. The traveller is redirected to the Traveller Profile page where they can review and complete their profile details, including:

• Title
• Date of Birth
• Gender
• Mobile Phone Number

5. The traveller clicks Continue to proceed to the booking details page.

6. On the trip details page, the traveller can review the itinerary and make any permitted changes before selecting Continue.

• The traveller can deselect travel modes if not required.
• The traveller can choose flight departure times.
• Travel details such as origin, destination and dates that were populated by the travel coordinator cannot be altered by the traveller.

7. At this point the itinerary payload is sent to Zeno, and the traveller is redirected to the Zeno UI where they will see the search in progress (clouds screen). 

8. If it’s the first time the traveller has used Zeno they will receive a pop-up window asking them to accept Terms and Conditions.

9. Once search results have returned the traveller will see the Zeno results page, from here they can select their options and continue their booking as per the standard Zeno booking workflow.

10. After the booking is completed, the traveller is returned to the Guest Pass page, where the booking itinerary is displayed.

Guest Pass Traveller Profiles

To complete a booking in Zeno, a traveller profile is required. This applies regardless of whether the booking is made by a travel coordinator or by the traveller themselves.

In the standard Zeno guest traveller workflow, the travel coordinator creates and completes the booking on behalf of the traveller, so the travel coordinator’s profile is used during the booking submit process. However, Guest Pass is a self-service experience, with the traveller completing their own booking in Zeno. To support this process, Zeno creates a traveller profile during guest registration when a matching profile does not already exist for the selected corporate (based on the traveller’s email address).
 

Profile Creation

• A traveller profile is created when a guest completes registration and a matching traveller profile does not already exist for the selected corporate (based on email address).
• The profile is linked to the travel coordinator who sent the invitation, and the default cost centre is set as the cost centre from the invite
• The profile is linked to the Role Group that contains the ‘Traveller’ role. 

Profile Information

Guest Pass traveller profiles contain only the following limited information collected during registration:

• Title
• First Name
• Surname
• Gender
• Date of Birth
• Email address
• Mobile phone number
• Default Cost Centre

Guest Pass traveller profiles do not capture additional profile information such as:

• Travel Documents (e.g. passports and visas)
• Memberships (e.g. frequent flyer and loyalty memberships)
• Travel preferences (e.g. seating, dietary requirements)
• Payment methods (e.g. credit cards)
• Profile Custom Fields

Profile Management

• Guest Pass traveller profiles are visible in Profile Management and can be maintained by travel coordinators. 
• Travel coordinators can subsequently book travel for these travellers in the same way they can for travellers with full Zeno profiles.

Access & Integrations

• By default Guest Pass traveller profiles will not synchronise to downstream systems either when the profile is created or when it may be subsequently updated through Profile Management, in the same way as standard Zeno traveller profiles.  TMCs have the option to deactivate synching of Guest Pass traveller profiles if they choose. 
• Guest Pass travellers do not receive Zeno login credentials as part of the Guest Pass workflow, therefore they cannot access Zeno independently to make additional bookings or maintain their traveller profile. Their access is limited to the Guest Pass invitation(s) they have accepted.

 

Identifying Guest Pass Bookings

Guest Pass bookings can be identified in Zeno through Manage Bookings by reviewing the booking's Activity Trail.

1. Open Manage Bookings.
2. Retrieve the required booking.
3. Open the Activity Trail.

For bookings created through Guest Pass, the Activity Trail will contain an entry with the description:

Booking made by a Guest Pass guest

The activity entry also includes the associated Guest Pass Invitation ID.

 

FAQs

How do I identify a Guest Pass traveller profile in Profile Maintenance?

When a traveller profile is created through Guest Pass, Zeno adds an entry to the profile’s audit log recording that it was created via Guest Pass.
 

Is a Guest Pass traveller profile treated differently to a standard traveller profile during the Zeno booking workflow?

No. Once a Guest Pass traveller profile has been created, it is treated the same as any other traveller profile within the Zeno booking workflow.

Guest Pass travellers are subject to the same corporate configuration as other travellers within that corporate, including:

• Travel policy rules and restrictions
• Supplier and content availability
• Booking validation rules
• Custom fields
• Approval workflows (procurement linking only)
• Booking lead times

Where approvals are required, the corporate's approval workflow is followed. If multiple approvers are available, the traveller is prompted to select the appropriate approver during the booking process.

 

How are Guest Pass bookings billed? Will they appear as a separate line item?

Guest Pass bookings are billed in the same way as standard Zeno bookings and are not expected to appear as a separate line item on TMC invoices.

Standard online booking fees apply to Guest Pass bookings. Any applicable booking surcharges will also apply, consistent with normal Zeno booking processes. For example:

• NDC bookings may attract applicable NDC surcharges.
• International bookings may attract any applicable international booking surcharges.
• Other content-specific fees or surcharges will apply according to the TMC's existing commercial arrangements.