Challenges of Traveler Tracking in Business Travel

In the ever-evolving landscape of travel risk management, organizations are constantly seeking innovative solutions to track their travelers effectively. The importance of traveler tracking has been magnified by the need for enhanced duty of care, especially in light of recent global uncertainties. However, the task of keeping tabs on travelers presents several unique challenges. This post delves into the hurdles faced by travel managers, focusing on PNR or GPS tracking, off-program bookings, and the issue of travelers changing their plans without updating their itineraries.

PNR or GPS Tracking: Improving Mobile App Adoption to Increase Accurate Tracking

Passenger Name Record (PNR) and Global Positioning System (GPS) tracking are pivotal in monitoring travelers. PNR provides a wealth of information, from flight details to hotel bookings, offering a snapshot of a traveler's itinerary. On the other hand, mobile app GPS tracking offers real-time location data, giving a more immediate understanding of a traveler's whereabouts.

The Challenge:

The effectiveness of PNR and GPS tracking largely depends on the adoption of mobile applications by travelers. Despite the clear benefits, convincing travelers to consistently use these apps can be a significant hurdle. Privacy concerns, app fatigue, and the reluctance to use corporate tracking tools outside of work hours contribute to lower adoption rates.

Solutions:

- Educating Travelers: Clear communication about the benefits of app usage, focusing on safety and convenience, can help alleviate privacy concerns.

- Incentivizing Usage: Rewards or incentives for regular app use can encourage travelers to adopt these technologies.

- Simplifying Apps: Streamlining app functionality and ensuring a user-friendly interface can mitigate app fatigue and increase usage.

Off-Program Bookings: How to Track Travelers Who Booked from a Consumer Site

Travelers booking outside of the approved corporate travel program—referred to as off-program bookings—pose a significant challenge for travel managers. These bookings can result from a variety of reasons, including better deals found on consumer sites or a simple preference for using familiar platforms.

The Challenge:

Tracking these off-program bookings is difficult because they bypass the organization's travel management systems, leaving gaps in the travel itinerary data available to the organization.

Solutions:

- Integrating Data Sources: Developing or subscribing to services that can integrate data from multiple sources, including consumer booking platforms, into the organization's travel management system.

- Encouraging Policy Compliance: Strengthening travel policies and educating travelers on the importance of booking within the program can reduce off-program bookings.

- Leveraging Travel Management Companies (TMCs): Some TMCs offer solutions to capture off-program bookings, either through direct integration with consumer sites or by requiring travelers to forward booking confirmations.

Travelers' Change of Plan

A significant challenge in traveler tracking arises when travelers either do not embark on their journey, modify their travel plans, or fail to cancel their existing bookings. Such changes can occur for a myriad of reasons, including personal emergencies, changes in business needs, or simply a change of heart.

The Challenge:

These alterations can leave travel managers in the dark, affecting not only duty of care responsibilities but also leading to financial losses due to unused bookings.

Solutions:

• Flexible Travel Policies: Implement policies that encourage travelers to report changes as soon as possible, possibly through incentives for timely updates.
• Robust Communication Platforms: Establish easy-to-use channels for travelers to communicate their travel changes, ensuring travel managers can adjust plans accordingly.
• Automated Alerts and Reminders: Use technology to send reminders to travelers to confirm their travel plans a few days before departure and provide easy options for them to report changes.
• Analytics for Predictive Behavior: Analyzing travel patterns can help identify potential no-shows or changes, allowing preemptive action.

Conclusion

The landscape of traveler tracking is complex, requiring a nuanced approach to deal with issues like mobile app adoption, off-program bookings, and travelers changing their plans. By implementing strategic solutions, organizations can not only improve the accuracy of their tracking efforts but also enhance their duty of care and reduce financial losses. The key lies in leveraging technology, reinforcing policies, and fostering open communication with travelers to manage and mitigate the challenges effectively.