Egencia’s guest management feature allows a Stanford Guest Manager to book on behalf of a guest or to enable their guest(s) to book their own travel, online or with assistance from an Egencia travel agent. Learn more in the Learn About System: Travel Booking - Egencia.
Do not use Guest Profiles for active Stanford faculty, staff, students, affiliates, or postdocs. To make travel arrangements for employees or students. Learn more in the How To: Manage Travel for Others in Egencia.
Guest Travel in Egencia
Before You Start
Confirm the guest is not an active Stanford faculty, staff, student, affiliate, or postdoc.
Plan the access termination date for the guest registration template (the date the template and associated guest profiles are disabled). Choose a date that covers the guest’s itinerary; the date can be extended later if needed. Learn more in the Topic Overview: Planning and Booking Travel.
Have all necessary travel documents and any travel organization membership details (as applicable) ready to create or update each traveler's profile, including:
- Passport information and other ID details
- TSA Pre✓, Redress, or Global Entry numbers
- Loyalty membership details
- Email address
- Phone number
- Credit card details
- Emergency contact details
- Guest manager’s Stanford email (SUNetID@stanford.edu)
Ensure the traveler’s legal name exactly matches the traveler’s government‑issued ID. Learn more in the How To: Change a Traveler Profile Name.
- Submit a Get Assistance with Guest Travel request to the Stanford Travel team to have a Guest Registration Template created—this must be done before any Guest Profiles can be created
Use a single template per department or program, so multiple Guest Managers can share it; create additional templates only if different departments or programs require separate templates. If more templates are needed, contact the Stanford Travel team.
The Guest Manager receives an email when the template is created and ready for use.
- Go to Egencia
If you are unable to log in, submit a Get Assistance with a Travel Profile request
- Navigate to the applicable guest registration template
Guest travelers can be invited to create their own profile and book travel, or the Guest Manager can create a profile and book travel on their behalf.
Do not change template data fields yourself. Request template changes using the Get Assistance with the Stanford Travel Program support request form.
- Enter up to 50 guest email addresses in "Send Email Invite" (separate addresses with a space)
Guests receive a registration email and, after completing their profile setup, gain immediate access to Egencia (subject to assigned access rights)
- Select "Generate link," set a validity date, then publish and share the link with the intended recipients (via email or other means)
After a guest registers, travel or guest managers listed as admins on the template must approve or deny the profile; approved guests gain access to Egencia (subject to assigned access rights).
- Use "Create guest profile" to create the guest’s profile—no guest action required
Once guest access is granted, the guest can book their own travel. To extend a guest profile’s validity, contact the Stanford Travel team. To extend a template’s validity, open the template and use the edit template icon.