#adminweek #traveltips @TRAVOapp

Admins, assistants, and event coordinators are often thought of as mystical mind-readers when it comes to arranging travel. Through seemingly countless hours of learning traveler preferences, airline tendencies, agency or broker policies and mixed with a healthy shake of trial-and-error, we orchestrate and support the logistics behind getting our travelers outbound and home.

CHALLENGE: Traveler Details Can Be Complex

Gathering your traveler’s details is only the first hurdle in travel planning, but it is one of the hardest to conquer.

The best way to save yourself time and aggravation is to create a traveler profile for each individual you’ll be arranging travel for. Traveler profiles help you keep track of seemingly trivial details that can help you and your traveler save hundreds of dollars and time.

Creating traveler profiles can be a daunting task at first, but there are a number of basic fields and details you can start with that can help you get started planning more strategically.

DETAILED TRAVEL PROFILE SAVES TIME & SANITY

Admins can spend days, even weeks, creating a trip for their traveler, and much of that time is spent waiting for feedback. By the time you finally hear back from your traveler, prices could have tripled in price and the whole approval process will have to restart. By creating traveler profiles, you will be able to suggest itineraries that are as close to your traveler’s preferences as possible, minimizing the need for constant back and forth emails. If you are able to get the trip right on the first or second time, you can drastically decrease the amount of time in between planning and booking.

Building A Traveler Profile

Travel profiles help save time in booking, save money, and most importantly save your sanity so you don’t have to keep redoing the same trip over-and-over again. Start by gathering the general information for your traveler. This information is to help you make reservations on your traveler’s behalf. All airlines require the following fields.

  • Name (exactly as it appears on their government issued id)
  • Find out more about speed security lines like TSA PreCheck and Clear.
  • Email Address
  • Phone Number + Emergency Contact
  • Date of Birth & City
  • Gender
Flights – Seats and Schedules

Flights are most often the trickiest items in itineraries to arrange. Travelers can be quite picky selective when it comes to preferred airlines, departure times, airports, and seats. Get an idea of your traveler’s baseline preferences and then compare it to your company’s travel policy. Many companies have restrictive internal policies that may prevent you from booking certain airlines or classes of service but some travelers may be willing to pay the difference out of pocket.

Details Include:

  • Seat Preference: Aisle vs Window vs Closest to Front of Plane
  • Are Connections OK? Some travelers would rather pay twice the amount of money than take a flight with a connection
  • Domestic Layover Length vs International Layover Length
  • Preferred Class of Service: Economy, Premium Economy, Business, or First Class
  • TSA Precheck/Known Traveler Number
  • Preferred Airport
  • Preferred Airlines (including membership numbers)
  • Excluded Airlines: A list of airlines that they would prefer not to fly. Some business travelers include budget airlines on this list.
Hotels – Selection and Price

Hotel preferences are most often influenced by brand loyalty and but typically dictated by location and availability. However, you should always do whatever you can to match your traveler’s preferences. Be sure to include any allergies, room features or features required.

Details Include:

  • Room Type: King, Queen, Double, Twin, or Accessible
  • Smoking: Smoking or Non-Smoking
  • Minimum Star Rating
  • Preferred Chains (including membership numbers)
  • Excluded Chains

MORE STUFF

Ground Transportation: Similar to hotels, ground preferences will vary greatly based on location. In certain cities, like New York, public transportation might be the best option. While a city like Los Angeles would require a rental car. Before you book, do some research on the most convenient way to get around and give your traveler some recommendations.

Details Include:

  • Car Preference
  • Preferred Transportation: Rideshare, Public Transportation, Car Service, Rental Car
  • Preferred Rental Companies
  • Excluded Rental Companies

 

 


Traveler Profiles: Update, Share & Store

Use the above information to create a form through Jotform or Google Sheets to make it easier to share with other travelers on your team. Both tools allow you to download the responses as a CSV or Excel file which means you don’t need to manually format responses. Everything is easily recorded for you and you can access all of their information with a click of a button.

There are a number of ways in which you can gather travel details. In fact, most travel sites provide some form of traveler profiles. However, many of them are limited in scope and haven’t been designed for admins. Existing travel agencies and corporate booking tools typically focus on leisure travel or on the traveler’s corporate travel policies. There really is only one tool that has been developed specifically for admins with features like traveler profiles, calendar integration, payment preferences, and that’s TRAVO!

SUPPORT SOLUTION

TRAVO makes onboarding travelers a cinch. Admins can use our built-in traveler profiles to input all of the traveler’s information, preferences, and loyalty programs. Admins can create profiles for their travelers, or send them a link for self-onboarding. As travelers continue to add more preferences and information, admins will see that reflected on their end. Onboarding travelers is a seamless process that removes a lot of the need for back and forth email communication. After creating a traveler’s profiles, preferences and information will automatically be applied to all future searches.

 

– Gaby Yu, Support Savvy Community Member – find me on #slack!

 

Gabby is the Administrative Guru for TRAVO. She is part admin, part trip planner, and part blogger. Gabby has spent the past year and a half collaborating with the TRAVO team and thousands of admins to create a trip planning tool to help solve all the major pain points admins experience when planning travel.
Gaby Yu

Gaby Yu

Administrative Guru, TRAVO Inc.


About the Author

Gabby is the Administrative Guru for TRAVO. She is part admin, part trip planner, and part blogger. Gabby has spent the past year and a half collaborating with the TRAVO team and thousands of admins to create a trip planning tool to help solve all the major pain points admins experience when planning travel.

TRAVELER PROFILE SOLUTION

TRAVO is a completely free travel planning and booking tool that was built specifically for administrative professionals. Request a free demo with one of our TRAVO customer success managers here.

Pro Tip: After you book your traveler’s hotel, call the front desk to find out what the best way to get from the airport to the hotel is. They’ll be able to tell you the cheapest and easiest way, as well as where to meet the shuttle if the hotel provides one.

pro tip:

After you book your traveler’s hotel, call the front desk to find out what the best way to get from the airport to the hotel is. They’ll be able to tell you the cheapest and easiest way, as well as where to meet the shuttle if the hotel provides one.

Don't Forget!

Loyalty Programs: Compile a complete list of your traveler’s loyalty programs and numbers. These should include airlines, hotels chains, and rental car companies.

Don't Forget!

Loyalty Programs: Compile a complete list of your traveler’s loyalty programs and numbers. These should include airlines, hotels chains, and rental car companies.

TRAVO

To learn more

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PROFILE MANAGEMENT

TRAVO is a completely free travel planning and booking tool that was built specifically for administrative professionals. If you’re interested in learning more, sign up here. Or you can request a free demo with one of our TRAVO customer success managers here.

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