Traveller profiles are secure, digital records that store essential information about employees who frequently travel for business. Essential in delivering efficiency, personalisation and security in the fast-paced world of business travel.
These profiles streamline the travel booking process, ensure policy compliance, and enable personalised experiences, making them a cornerstone of modern business travel management.
What are traveller profiles?
A traveller profile is a comprehensive digital tool that contains all relevant details about a business traveller. This includes personal information, travel preferences, loyalty programme memberships, payment methods, and travel history. The profile acts as a centralised repository, accessible by travel managers, travel management companies (TMCs), and sometimes by the travellers themselves through self-service portals.
Key features of traveller profiles
Personal information & identification
Basic details
Traveller profiles include essential personal information such as full name, date of birth, gender, and contact details. They help book flights, hotels, and car rentals efficiently.
Passport & visa information
Storing passport details, visa requirements, and expiration dates ensures that bookings are made without delays, especially for international travel. This feature is crucial for avoiding last-minute complications at airports or border crossings.
Travel preferences
Seating & meal preferences
Frequent travellers often have specific preferences for seating arrangements (e.g., aisle or window seat) and meal types (e.g., vegetarian, kosher). Storing these preferences ensures that bookings align with the traveller’s comfort and needs.
Preferred airlines, hotels & car rentals
Many business travellers have preferred service providers based on loyalty programmes, comfort, or convenience. Profiles can prioritise these preferences, optimising the booking experience, and maximising loyalty rewards.
Loyalty programme details
Membership numbers
Frequent flyer miles, hotel reward points, and car rental credits are valuable assets for business travellers. By storing loyalty programme numbers in the profile, travel managers can ensure that every booking contributes to the traveller’s points accumulation.
Tier status & benefits
Higher-tier members of loyalty programmes often receive additional benefits like priority boarding, room upgrades, or premium customer service. Traveller profiles automatically apply these benefits, enhancing both the experience and rewards of frequent travel.
Payment information
Corporate credit cards
Traveller profiles often store corporate credit card details to simplify payment for flights, accommodation, and other expenses. This speeds up the booking process and ensures that all expenses are tracked and reported correctly. Profile tools prioritise security and are compliant with payment security protocols, minimising any associated risk.
Billing preferences
Profiles can include billing instructions such as the department and cost centre the travel expense relates to. This streamlines financial management and transparency for the company. In addition, it helps budget and forecast for future travel expenses.
Emergency contacts & health information
Emergency contacts
In case of emergencies, having up-to-date contact information for family members or designated contacts is vital. This ensures quick communication during unforeseen events.
Health & medical requirements
Traveller profiles may include information about any medical conditions, allergies, or special needs that could affect travel plans. This is crucial for ensuring that accommodations are suitable, and that medical assistance is readily available if needed.
Travel history & preferences
Past trips
Storing details of past trips helps in planning future travel more effectively. For example, if a traveller frequently visits a particular city, the profile might suggest preferred hotels or transportation options based on past preferences.
Traveller behaviour analysis
Over time, profiles can track patterns in travel behaviour, such as preferred times of travel or frequently visited destinations. This data can be used to negotiate better deals with service providers or to adjust travel policies to better fit the needs of the employees.
Compliance & policy management
Travel policy adherence
Traveller profiles can be configured to ensure that all bookings comply with the company’s travel policy. This includes restrictions on booking classes, budget limits, and preferred vendors, helping to control costs and ensure consistency.
Automated approvals
Some profiles are integrated with the company’s approval workflow, automatically triggering requests for managerial approval when a booking exceeds predefined thresholds or when exceptions to the policy are needed.
Security & data privacy
Secure data storage
Given the sensitive nature of the information contained in traveller profiles, robust security measures are essential. This includes encryption, secure access controls, and compliance with data protection regulations like GDPR.
Real-time updates
Traveller profiles need to be regularly updated to ensure accuracy. Changes to passport details, loyalty programmes, or personal preferences should be reflected immediately to avoid disruptions in travel arrangements.
Benefits of using traveller profiles in business travel
Time & cost efficiency
By automating much of the booking process, traveller profiles save time for both the traveller and the travel management team. It also helps avoid any costly mistakes, such as booking incorrect flights or accommodations.
Enhanced traveller experience
Personalisation is key to a positive travel experience. Traveller profiles ensure that bookings are tailored to individual preferences, making business trips more comfortable and less stressful.
Improved policy compliance
With built-in compliance features, traveller profiles help companies enforce their travel policies more effectively, reducing the risk of unauthorised spending and ensuring that all travel-related expenses are within budget.
Data-driven insights
The data collected through traveller profiles can be analysed to identify trends, optimise travel policies, and negotiate better rates with suppliers, ultimately leading to significant cost savings.
Conclusion
Traveller profiles are a powerful tool in business travel management, offering a blend of convenience, personalisation, and compliance. By centralising essential travel-related information, these profiles streamline the booking process, enhance the traveller experience, and support better decision-making for companies. As business travel continues to evolve, the importance of well-maintained traveller profiles will only grow, making them indispensable for any organisation with a mobile workforce.
MIDAS Travel works with leading travel profiles management tools. This enables us to provide a personalised traveller experience, as well as making time and cost savings for our clients. If you would like to speak to us about our travel management services, then please get in touch.
USEFUL LINKS
- Travel Technology – MIDAS Travel website
- Traveller Profile Management for Corporate Travel – Umbrella Faces
- How to Measure Value in a Corporate Hotel Programme – MIDAS Travel Blog
