Single trips are usually booked by the person travelling, but you can also book single trips on behalf of others if necessary.
Booking for others in Webgate - all employees
- It is possible to book trips for others in Webgate, either if you are a designated travel agent (all faculties / units have their own travel agents, see below) or by giving a colleague permission to book a trip for you, e.g. if you want to make sure that you get the same itinerary as those you will be travelling with.
- If you are not a designated travel agent but still wish to book on behalf of others in Webgate, you must get authorisation from the traveller first. This authorisation is given by the traveller in the "My Profile", "Travel agents", by searching up people and "adding" those who should be able to book. In this case, the role of the “travel agent” is different from that of the designated travel agent who has automatic authorisation to book for others.
- Nevertheless, all travellers must have added their credit card details in Webgate if others are to be able to book on behalf of them, because it is the traveller’s credit card that will be charged for the trip.
The itinerary will be sent out from Berg-Hansen to the traveller by email regardless of who has booked the trip.
Booking for others outside of Webgate
Group trips with more than 10 people should usually be booked by a travel agent at the faculty / unit. This cannot be done in Webgate, but must be done by contacting the travel agency, see group travel.
It is also possible to book for other employees by telephone or email. It is important to specify whether HiOA's travel account should be charged for the trip (an invoice will be sent) or whether the traveller’s credit card should be charged for it (if entered in the traveller’s profile). In this case, you do not need the same authorisations as above, but you must be able to provide a booking reference.
Also external people may book trips that will be paid by HiOA - either by telephone or by email (not in Webgate). Also in this case a booking reference is necessary.
Booking for others in Webgate –designated travel agents List of travel agents / contact persons.
Travel agents are automatically authorised to book on behalf of others at their own faculty/ unit. On the site "Book trip", travel agents can create a fixed list of people they usually book for, and you can search among all employees with profiles. Travel agents may also book trips for people without profiles, such as guests and other external people.