Managing Invites
Use the guest invite dashboard to understand where each guest is in their trip, what still needs attention, and what has been requested, approved, or spent. The dashboard combines booking status, approval management, payment activity, communications, itinerary details, and invite history in one place.
Accessing Your Guest List
From the Juno dashboard, open Invites and select Overview to view guest invitations. The Active tab contains submitted invites, while persisted drafts remain separate in the Drafts tab. Search and filters on the Active tab narrow only the active list and don’t include unfinished drafts.
If you can view all trips in your organization, use My Invites to show only invites where you are the inviter or assigned coordinator. If you do not have that permission, you only see your own invites by default.
Reviewing draft invitations
Open the Drafts tab to find persisted invitations that still need to be submitted. The queue defaults to drafts assigned to you. If you’re authorized to view all trips in your organization, disable My Invites to include drafts assigned to other coordinators.
Each draft shows Needs submission. A draft also shows Urgent when travel starts within seven days, Overdue when travel has started, or Needs reassignment when its assigned coordinator is no longer active. Drafts further than seven days from travel are upcoming and do not show an urgency badge. Reassign drafts without an active owner from the organization-wide draft list.
Select Review draft to open its overview. Draft review is a handoff check for an inactive invite: the overview focuses on the policies, agent notes, and invite details you need to confirm instead of showing booking prices, progress, and communication activity that have not started yet.
- Select Edit invite details to review the provider identity, assigned coordinator, custom fields, and trip details. Select Save draft to preserve these changes without contacting the traveler or starting traveler and booking workflows. Assigning a different coordinator transfers the draft to their queue when you save.
- In Travel policy, select View full policy to review the policy that applies to the invite. Select Add exception or Edit exceptions to change permitted terms for this trip. These changes affect this invite only and do not edit the organization’s base travel policy. If the draft does not include travel, no travel policy applies yet.
- If the draft includes expenses, use View full policy in Expense policy to review the rules for expenses submitted on the trip. Expense policy is read-only from the draft overview.
- In Agent notes, select Add notes or Edit notes to share preferences and context with Juno agents working on bookings for the trip.
- Select Mark as ready when you are comfortable handing off the invite. This is a deliberate coordinator decision; Juno does not require you to add a policy exception before marking an otherwise valid draft ready.
Mark as ready remains disabled while Juno checks the saved draft or when the draft does not pass its readiness checks. Hover over or focus the disabled action to see the reason. Juno checks required invite details, travel policy requirements, payment requirements, and potential duplicate invites.
Use the displayed reason to correct the draft and save again. After you save invite details or a travel policy exception, Juno refreshes readiness and keeps Mark as ready disabled until that refresh finishes. If readiness is unavailable, refresh the page and try again.
When you select Mark as ready, Juno validates the latest saved revision again before activating the invite. After the transition succeeds, traveler and booking workflows can begin.
Users with view-only access can review the draft’s policies, agent notes, and invite details, but they do not see the edit or handoff actions.
If another coordinator changes the draft while you have it open, Juno reloads the latest version. Review the updated draft before saving or marking it ready again.
Draft Reminders
Juno sends draft reminders for coordinator-booked trips created or materially updated after reminders become available. The assigned coordinator receives an email after a draft has waited for three days, then 30, 14, 7, and 2 days before travel. Juno sends another reminder when travel starts and every three days while the draft remains overdue. A reminder is never sent within the first 24 hours after the draft is created.
While the assigned coordinator is out of office, their active coverer also receives reminders. Travelers never receive draft reminders. Reminders stop when the draft is submitted, withdrawn, canceled, archived, reassigned to guest booking, or otherwise no longer needs coordinator action.
The coordinator inbox groups drafts that need attention. Select View drafts to open the organization-wide draft list, including drafts that need reassignment.
Reading the Guest List
Each guest row shows the trip name, guest, dates, location, coordinator, and any badges that need attention.
Common badges include:
| Badge | What it means |
|---|---|
| Needs review | A flight, hotel, rental car, or expense is waiting for approval. |
| Ready to arrange | The invite is assigned to coordinator booking and is ready for you to book. |
| Awaiting traveler profile | The guest needs to provide traveler details before coordinator booking can continue. |
The row also shows financial totals:
| Total | What it includes |
|---|---|
| Requested | Submitted expenses, booked travel, Uber ride activity, and pending travel approval amounts. |
| Approved | Approved expenses, confirmed or approved travel, and Uber ride activity. |
| Spent | Visible card transactions, paid expense reimbursements, and Uber ride activity. |
When Spent is marked as an estimate, hover over Estimate to see why. Estimates usually appear when a flight or hotel was booked on a passthrough card, or when a rental car is direct-billed or reimbursed outside Juno.
Understanding the Guest Invite Dashboard
Select a guest to open the invite dashboard. The header shows the trip name, guest, dates, location, event or group, coordinator, and overall health. The main body shows the trip tracker, financial totals, booking details, and communications. The side panel includes itinerary, activity, invite details, and policy information.
Trip Tracker
The tracker shows the guest’s progress through booking, event, and expense milestones. It highlights whether each stage is not started, in progress, complete, skipped, or waiting on an action.
The Reimbursed milestone is complete only after the guest’s payout is successfully posted. It remains in progress while a payout is waiting or processing. If a payout fails, is returned or canceled, or is being retried, the milestone remains in progress until a replacement payout is successfully posted.
Financial Totals
The top summary repeats the invite-level totals for Total requested, Total approved, and Total spent. These totals use the same booking and payment data shown in the sections below.
For Uber voucher rides, Total spent includes the fare, taxes, and tip. Open the ground transportation details to review the fare, tip, tax, and total for each ride.
Rental cars and passthrough card bookings may show estimated spend because the final transaction may settle outside Juno. The estimate is based on the booking amount until final payment data is available.
Booking Information
Each product included on the invite — Flights, Hotel, Ground transportation, and Expenses — has its own section in the main body. Each section shows the current status, relevant cost chips, booking details, policy indicators, and any actions available to you.
Statuses you may see include:
| Status | What it means |
|---|---|
| Not booked | The guest or coordinator has not started that booking yet. |
| Ready to arrange | The coordinator can book that product for the guest. |
| In progress | Booking is underway but not complete. |
| Needs review | Approval is required before the booking or expense can proceed. |
| Booked | The booking is confirmed or ticketed. |
| Completed | The trip stage has finished. |
| Skipped | The guest skipped that product. For the expense stages, it also means the submission deadline passed with no expenses submitted. |
If a booking is out of policy, the section shows an Out of policy indicator. Select it to review the policy details that apply to that product.
Managing Approvals
When a flight, hotel, rental car, rail card limit increase request, or expense needs review, the relevant booking section shows the review item inline. Review the guest’s selection or request, policy context, and amount, then choose Approve, Reject, or, for eligible out-of-pocket expenses, Partially Reimburse.
For detailed guidance on reviewing expenses, including how to recategorize expenses during approval, see Approving Expenses.
Approvals, Transactions, and Documents
Open a booking’s full details to review the supporting data behind it. The available tabs depend on the booking type and payment method:
| Tab | What you can do |
|---|---|
| Approvals | Review approval history for the selected flight, hotel, ground booking, or expense. |
| Transactions | Review visible Juno-managed card transactions for flights or hotels. |
| E-tickets | Download issued flight e-tickets when they are available. |
| Confirmations | Download hotel confirmations when they are available. |
When Juno detects a confirmed flight or hotel that was booked outside Juno, it records the booking as automatically approved. The booking’s Approvals tab and the invite’s Activity tab show Flight auto-approved or Hotel auto-approved so you can distinguish these bookings from decisions made by an approver.
Some bookings don’t show a Transactions tab. Passthrough card and rental car bookings may settle outside Juno, so the dashboard shows estimated spend and supporting ticket or confirmation information instead.
Viewing Communications
The Communications section summarizes outbound messages Juno sent for the invite:
| Category | What it includes |
|---|---|
| Emails | Transactional emails, including their subject and delivery status. |
| Texts | Scheduled proactive texts and triggered system notifications, such as trip alerts. |
Open a category to view its message history. For emails with preview data, select the email to view the rendered content. The Texts history labels each message as Proactive or Triggered and shows its delivery status. Triggered texts show only the recipient’s masked phone number and message type, not the message content.
Support chat and SMS conversations are not included in Communications.
Using the Side Panel
The side panel gives you supporting context without leaving the invite:
| Tab | What it shows |
|---|---|
| Itinerary | Flight, hotel, rental car, Uber, and event timeline details when available. |
| Activity | A chronological history of invite activity, guest interactions, and updates. |
| Invite | Guest details, invite metadata, and the policies applied to the invite. |
Canceled or withdrawn invites preserve historical activity and invite details for reference.
Modifying an Invite
To update a guest’s event details:
- Open the guest’s invite dashboard.
- Select the three-dot menu in the top-right corner and choose Edit Event Details.
- Update the dates, location, or travel products as needed.
- Save your changes.
If your organization hides the event address from guests, you still see and edit the complete location for the guests you manage. On an invite where you are the guest yourself, such as a test invite you created for your own account, the street address is hidden from you as well. See Guest Data & Privacy for what guests see instead.
What Happens When You Change Dates
What happens after you save depends on whether the guest has already booked travel.
| Before bookings exist | After bookings exist | |
|---|---|---|
| Guest email | Prompted to rebook through Juno | Sent a support case reference with instructions to call a travel agent |
| Rebooking | Guest re-books through Juno self-service | Guest calls a travel agent for assistance with rebooking |
Guests with existing flight or hotel bookings cannot rebook through Juno directly. They should call a travel agent for assistance. The contact details are included in the email they receive.
Customizing Trip Names
You can customize how a trip appears to both you and the guest:
- Open the guest’s invite dashboard.
- Select the three-dot menu in the top-right corner.
- Select Edit Invite Name.
- Enter a custom display name for this trip, or clear it to use the automatic name.
- Save your changes.
The custom trip name appears throughout the coordinator dashboard, in the guest’s view, and in guest-facing email subject lines.
Sharing an Invite
If you have permission to invite travelers or view all trips, you can give teammates view-only access to an individual invite. Viewers can track the invite’s status but cannot make changes.
- Open the guest’s invite dashboard.
- Select the three-dot menu in the top-right corner and choose Manage access.
- Select the teammates who need access and click Add.
To remove a viewer later, open Manage access and select Remove access next to their name. The inviter always keeps access to their own invite.
Extending Expense Submission Deadlines
See Extending Expense Deadlines for instructions on updating a guest’s submission deadline.