As of 13 August 2026, AI can only partly book a group flight for your staff.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 1 hour until you can act on the result.

   How to actually do it

   1. Open your company travel policy and write down the approved cabin, supplier, budget, approval route and payment method.
   2. Gather the exact passenger names from each traveller's current travel document, plus departure and arrival airports, dates, time windows, baggage, seating and assistance requirements.
   3. Paste the non-sensitive trip requirements into the prompt, keeping passport numbers, payment details and other unnecessary identity information out of the chatbot.
   4. Ask the chatbot for the requirements checklist and booking comparison template, then fill any missing fields before searching for flights.
   5. Search the approved airline, travel agent or corporate travel portal using the confirmed requirements and copy the live details, fare conditions, baggage rules, deadlines and total prices into the comparison table.
   6. Compare each live option with the chatbot's checklist, checking every passenger name, date, airport, flight, baggage allowance, seat requirement and fare restriction against the supplier.
   7. Send the selected option and the completed approval information to the authorised booker, then complete payment or approval through the airline or approved travel supplier.
   8. Save the booking references and confirmations, and send each traveller only their own necessary itinerary and any action they must complete.

   Prompt

   Act as a travel-booking administrator, not a booking agent. Prepare a booking-ready plan for a UK work group flight using only the information I provide. Do not invent availability, prices, flight numbers, airline policies or passenger details. Clearly label anything that must be checked live with the airline or travel supplier.
   
   Trip details:
   - Departure airport or airports: [DEPARTURE AIRPORTS]
   - Destination: [DESTINATION]
   - Outbound date and acceptable departure window: [OUTBOUND DATE AND TIME WINDOW]
   - Return date and acceptable departure window: [RETURN DATE AND TIME WINDOW]
   - Number of passengers: [NUMBER]
   - Passenger list, exactly as shown on travel documents: [PASSENGER NAMES]
   - Cabin: [CABIN]
   - Baggage needed per passenger: [BAGGAGE]
   - Seating requirements: [SEATING REQUIREMENTS]
   - Accessibility or assistance requirements: [REQUIREMENTS]
   - Budget or fare restrictions: [BUDGET OR FARE RULES]
   - Company policy: [TRAVEL POLICY]
   - Approval and payment process: [PROCESS]
   
   Produce:
   1. A concise requirements checklist, including missing information.
   2. The risks or ambiguities that could make a booking unsuitable.
   3. A comparison table template for up to three live options, with columns for supplier, airline, flight numbers, times, airports, duration, stops, fare conditions, baggage, seats, total price, payment deadline and change or cancellation terms.
   4. A passenger data checklist that distinguishes information needed for booking from information that should not be pasted into a chatbot.
   5. A final confirmation checklist for a human to complete against the live supplier page before paying.
   6. A short message I can send to staff asking them to confirm their names, dates and travel requirements without sending unnecessary sensitive information.
   
   Do not recommend an option until the live details have been supplied and checked. Do not book, pay, or imply that a booking has been made.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.