Corporate Traveler Profile: How It Benefits TMCs and Corporate Travelers

In this era where technology drives every industry, the travel industry is leveraging technological advancements to the fullest. Large travel management companies (TMCs) typically use a global distribution system (GDS) that provides real-time inventory and pricing of various travel products. Nowadays, travel companies maintain traveler profiles of their customers using GDS, and for corporate travel, a business traveler profile simplifies and speeds up the booking process.

What is a Corporate Traveler Profile?

A corporate traveler profile is a collection of data stored in the GDS, containing all information related to a customer's travel history and preferences. This data includes travel preferences, passport numbers, and food preferences, among other details. The purpose is to provide updated and relevant information about the traveler, making business trip bookings more efficient and tailored to their needs.

Elements Found in a Corporate Traveler Profile

The elements of a traveler profile can vary depending on the TMC’s needs. TMCs have the flexibility to collect various information deemed relevant. A Secure Sockets Layer (SSL) Certificate helps establish a secure, encrypted connection between the TMC and its customers, protecting sensitive data from unauthorized access. However, maintaining customer privacy is paramount.

Common elements in a traveler profile include:

1. Personal Information

   • Name, address, email address, contact number, and employee ID number.

2. Travel Document Information

   • Passport number, date of issuance, expiration date, and visa approvals.

3. Travel Preferences

   • Cabin preferences (economy, business, first), seat preferences (window, middle, aisle), dietary preferences, and preferred airlines, hotel chains, or travel insurance companies.

4. Company Policy Compliance

   • Specific travel-related policies of the company to ensure compliance during bookings.

5. Corporate Reward Schemes

   • Membership numbers or loyalty cards for frequent traveler programs offered by airlines and hotel chains.

6. Special Requests

   • Special needs such as wheelchair assistance, rooms with WiFi, or smoking areas, and preferred communication methods (email or phone). Also includes relevant medical conditions or allergies.

7. Expense Management

   • Preferred payment methods, expense recording procedures, and bank details for reimbursements.

8. Travel History

   • Historical data including travel dates, airlines, restaurants, hotel bookings, etc.

9. Emergency Contact Information

   • Details of the person to be contacted in case of travel emergencies.

Advantages of a Corporate Traveler Profile

1. Streamlined Booking Process

   • With a detailed, updated profile, the booking process becomes faster and more convenient. TMCs do not need to manually verify and enter the traveler’s information each time, saving valuable time.

2. Personalized Travel

   • Airline facilities, hotel bookings, and food preferences can be customized according to individual traveler needs. Travelers can update their preferences, allowing for the recommendation of the most relevant travel products.

3. Loyalty Programs

   • Frequent traveler information helps airlines reward customers with membership perks, discounts, and exclusive offers. Traveler profiles allow airlines to review travel history and provide benefits directly.

4. Faster Check-Ins and Security Checks

   • A pre-registered profile can help travelers skip long queues at airport security checkpoints. TMCs can provide programs like TSA Precheck or Global Entry to frequent travelers.

5. Customized Travel

   • TMCs can analyze customer preferences to tailor travel package recommendations, creating a database of consumer habits and behaviors.

6. Direct Communication with Travelers

   • In case of cancellations or delays, travel providers can directly contact travelers. The TMC shares preferred contact methods with travel suppliers for effective and timely communication.

7. Updated Travel Documents

   • TMCs can track and inform travelers when their visa or passport needs updating, maintaining loyal relationships with hotel chains and airline memberships.

Conclusion

Corporate travelers need comfort and efficiency when traveling for business. A pre-registered corporate traveler profile with a trusted TMC helps avoid last-minute issues and cancellations. For travel agencies, maintaining traveler profiles creates a valuable database for extracting insights and making informed decisions. However, ensuring the security and protection of sensitive customer data is crucial when creating traveler profiles in GDS.