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An effective housekeeping exercise during Covid-19

Why not use the restrictions on Business Travel to use this time effectively and update your travelling employees records and profiles. By doing so, businesses can rest easy that all your traveller's up to date key contact information is captured securely for future trips, as well as preferences, travel policy guidelines and more.

Our Operations Manager Lauren Stockdale now provides some key guidance on what a traveller profile form is and how it can assist you in the business travel booking process post Covid-19.

Traveller profile

A traveller profile is a document that is completed and stored within your Travel Management Company’s (TMC’s) Global Distribution System (GDS).This contains information required by the travel consultant during the booking process. It ensures the consultant can pull correct and up to date information at time of booking.

Using a traveller profile speeds up bookings, and ensures that all critical data and preferences are applied on every occasion, streamlining the process and saving valuable time. It also helps to prevent the instance of a particular seat or flight becoming unavailable in the time it has taken for the consultant to contact the traveller for the information required for booking.

So what information can you find on the Traveller Profile Form and how does it help the business travel booking process?

Personal information such as full name, address and any frequent flyer or corporate reward scheme numbers for the individual are stored on the traveller profile form. But that’s not all, travel preferences, seating requirements and any special dietary requests are kept on there also, ensuring the client’s needs and preferences are met every time they book with their travel management company.

Governments of various countries also require airlines to collect API (Advance Passenger Information) for passengers prior to travel. The passport data collected includes full given names, gender, nationality, date of birth, passport number and expiry date as well as country of issue. By including this profile data in your traveller profile saves time during the booking process and minimises any unnecessary delays at the airport given current additional safety measure checks.

A TMC can add, remove and update any of the information stored at any time, helping to keep the most recent data updated regularly. Your Travel Management Company will contact you to update traveller profiles, whether this be through regular Account Management meetings or Operational meetings.

The traveller profile form works exactly the same whether you book your travel services on an online booking tool or offline with a business travel consultant. What's more is that an Airline can see any relevant contact data in case of cancellations/strikes or important updates to a flight and in many instances will contact the traveller before they contact the TMC, keeping the traveller in the know at all times.

In a world where organisational risk management policy’s and processes are more import than ever during Covid-19, the traveller profile form can also store your travellers key emergency contact information of family members and loved ones who would need to be contacted in an emergency. This information can be accessed securely 24-hours a day by your TMC. Thereby in an emergency, communication can be effectively managed with secure access to your travellers emergency contacts details including mobile numbers, relationship status with traveller and addresses info.

Personal information held in travel profiles and online booking systems managed by TMC`s must be GDPR compliant thus ensuring the security and protection of personal information held.

Top Tip:

If you are providing your personal details online to a Travel Management Company ensure they have a SSL Certificate installed on their website, this security provision ensures your information is protected and is safe at all times.


About Lauren Stockdale

Lauren is an Operations Manager within our head office in Hessle and has worked within the Travel Industry for 9 years. Lauren`s extensive knowledge and experience is passed down to her team ensuring first class service is provided to new and existing clients.
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