SOWI - Instructions for Travel Arrangers 3.03.2025.docx

Instructions for Travel Planners (Travel Arrangers) Please follow the additional instructions in this document and the “Quick Reference Guide _ WI_CTM”.

1. The traveler must Request traveler profile, go to the link below and click on CTM Self Registration Link Below – https://us.ctmsmart.com/register?id=MDFKTUZHQUNEUzhUSzA5V1pHUzVFOUZKSFo%3D Fill out the form and submit.

(Important if reaching out via email: In the ‘To’ field – enter the travel planner’s email address – not the travelers.)

Complete the traveler profile and save. Once the form is submitted, a traveler profile will be created under the travel planner you have indicated on the traveler profile registration form.

Once the Travel Planner receives confirmation that he/she has been assigned as the “Travel Planner”, he/she may book on behalf of another traveler.

**Make sure information for all the required profile fields in traveler’s profile are completed: phone, TSA info, etc.

1. Instructions for Travel Planner booking travel on behalf of a traveler: (see page 1-2 of the attached “CTM User Guide”):

a) Always login as yourself with your own user credentials.

b) You will see a list of names under “My Travelers” – Travel Arranger is allowed to book travel on behalf of the people whose names are listed here. If you don’t see a name, simply click on “Add/Remove Travelers”.

c) A pop-up box will come up and warn you that you are about to choose a different traveler – click OK.

d) Please note that if you book travel under your own name (under Travel Arranger’s name), the system will issue the ticket under your name (under Travel Arranger’s name) and not the traveler’s name. This issue will create lots of confusion and frustration for your team and it may cost additional fees. Therefore, please follow the next few steps carefully.

e) In the middle of the page you will see “People who allow me to arrange their travel” – you can add one of these travelers or you can click on “Add a Traveler” – type in the last name and choose the name of the person who will be traveling.

f) When the booking is complete, click on “BACK” – The travelers you chose should be listed under “My traveler list”.

g) Check the box of the traveler (who will be traveling). Once you check the box, you will notice his/her name listed in the middle of the page under “Frequent Travelers”.

h) Click on the traveler’s name you want to book for under “Frequent Travelers” and another pop-up window will come up – click okay, and now you will be booking on behalf of your traveler. At the top of the page, a message will display (such as: “Travel Arranger Arranging Travel for xxxxxxxx (name of traveler)”.

i) At this point you are now in that traveler’s profile and can access their trips, profile and unused ticket information and book travel.

j) If you can’t find a certain traveler through the above process – CTM will need to either give you access to that traveler, or possibly the traveler does not yet have a travel profile.

k) To request a new travel profile – follow the instructions above “Request traveler profile”.

1. To book travel for a non-profiled traveler you need to use the “Guest” profile feature. (Attached)

Please note: if you don’t have access to the “Guest” profile (you won’t see “Guest” listed as seen below). Email our online team at: na_online@travelctm.com to request the “Guest Profile”.

If you have any questions – please contact our online team or your dedicated agent team.

855‐818‐4495 witravel@travelctm.com image1.jpeg image2.jpeg