Melon Travel Invites lets you invite guest travelers - like candidates, contractors or event delegates - to book their own trips whilst following your travel policy. This saves you valuable time and gives your guests the freedom to choose the options that work best for them, all while keeping travels pend under control!
Sending a Travel Invite
You can access your Travel Invites in 2 ways depending on your user access level
Travel Arrangers - Click on the Main Navigation Menu and select My Users then click Travel Invites.
Admins - Click on the Main Navigation Menu, go to the Admin portal and select the Users tab then click Travel Invites.
To send a new invite follow the below steps:
Click New Invite in the top right hand corner
Add Guest Details
Add the required traveler by selecting an existing guest (one you have previously booked for) or by adding the new traveler's details.
Complete any mandatory information, this will be indicated by an asterisk and includes:
Guest Type
Company reporting/data capture fields (you can either pre-fill these fields or tick the box to have your Guest fill these out).
Top Tip: Add a personalized message to the guest to appear in their Melon Invite email. This is great for sharing additional information with the traveler!
3. Click Next to set your desired travel policy
Add Trip details and Policy Requirements
Select whether the traveler can book Flights, Hotels or both!
For each travel type you can set specific search parameters such as:
Number of Flights or Hotels
Class of service (flights only).
Travel Dates
Origin and Departure points
Spending limits (select whether the traveler should follow your existing travel policy or set a custom policy for them)
The traveler will now receive an email with an access link to Melon allowing them to book their travel.
Please note: If you select for the traveler for follow your existing travel policy, Guest Travel Booking will NOT be sent for post-booking approval or trigger manager notifications.
Track Travel Invites
Locate the traveler using the filters along the top of the table or narrow down your traveler groups by Booking Status, Guest Status or Guest type.
Once you have located the traveler, click anywhere on that travelers' line to open up their invite.
Need to update the travel invite? Click on the ellipsis on the right hand side and you will now have the option to amend the criteria, resend or cancel their invite as required.
Booking guidance for guest travelers: If you wish to provide your Guest Traveler with additional information on booking in Melon, send them our handy Booking your Travel article.