Think of a travel management system as your hub (or motherboard) for all things travel.Since it’s such an important system, you’ll want to ensure that you’re picking the right platform to use for your company travel.
- Special policies for specific travelers (such as c-level or a department that often has to book last-minute flights)
- Global policies for nightly hotel rates
- Nightly hotel rate by city
- Global policies for maximum domestic and international flight cost
- Maximum flight cost for specific routes
- Minimum number of days required for advanced booking
- Global maximum train cost
- Maximum train cost for certain routes
Your travel management system should allow you to preset your travel policy so that it’s live and working whenever anyone books a trip.Rather than a travel policy that is just a boring document, you have it right there in your booking app, where it matters most.
- Travel spend by time period
- Travel spend by department or team
- Amount of travel spend booked out of policy
- Travel spend by project or client or event
- Amount of travel spent for hiring
Of course, this means that in addition to generating reports, your travel management system should include the ability to add labels and tags to trips.
- Who has successfully booked their trip within policy
- Who is requesting an out-of-policy booking and why
- Who has an in-progress trip (they’ve saved an itinerary but not completed the booking yet)
- Who hasn’t booked a trip
When you’re in charge of booking travel or helping travelers book their own travel, you need to know what is going on. You need to get an instant overview so you can discover which travelers need extra help.Additionally, once trips are booked, you’ll want one central location for confirmations, itinerary details, cancellation notices, etc.
- Your CEO selects a flight and hotel and wants you to finalize it
- Travelers are allowed to select the trips they want but not complete bookings (so you complete it after they pick their options)
- A trip for multiple travelers needs to be reviewed, so you save it and double-check with everyone before finalizing it
- A potential hire, client, or managed talent chooses their trip details and the main office books it
The possibilities are endless. Just like you can save a draft of a report, collaborate on it with others, and come back to it later, you should be able to do this with a trip booking.
- Offers an external API so your development team can integrate it with your expense tool
- Offers custom integration services