TRAVEL
PROFILE
The travel business has figured out how to make
the most of technology in this day and age, when everything revolves around it.
Global distribution systems (GDSs) are typically used by large travel
management companies (TMCs) and hold an inventory of different travel items
together with their current prices and availability. With the aid of GDS,
travel agencies have recently begun to keep track of each client's traveller
profile. Business traveller profiles streamline and expedite the booking
process, much like they do for the corporate market.
WHAT
IS A TRAVELLER PROFILE
A comprehensive traveller profile is kept in the
Global Distribution System (GDS) of your travel management company (TMC). This
includes the data that the travel advisor needed in order to complete the
reservation.
WHY IS THE INFORMATION
ON MY PROFILE IMPORTANT
When
you order a service, the system automatically fills in a number of fields,
including your address, credit card number, passport information, preferred
airline seating, and rental car size. Because you don't have to enter them
every time you request a service, this drastically cuts down on the amount of
time it can take you to make arrangements for these services. For example, when
you order a hotel room or an airline ticket, the billing information that is
listed in your Profile will automatically fill in the appropriate spaces.
What are the elements found in a
traveller profile?
The elements of a traveller profile can change based on what
the travel management firm requires. They are permitted to gather any
information they think is pertinent about their customers. The TMC and its
clients may be able to establish a secure encrypted connection with the use of
an SSL (Secure Sockets Layer) certificate, which also shields sensitive data
from unwanted access. Nonetheless, the TMC is required to protect their
clients' privacy.
PERSONAL INFORRMATION
Information about the traveller’s identity,
including name, address, phone number, email address, and employee ID
TRAVEL
DOCUMENTS
This contains the passport's number, issue date,
and expiration date. This might also include details regarding the granting of
visas.
TRAVEL PREFERNCE
The passenger may have a preferred seat (window,
center, aisle), as well as a preferred cabin (economy, business, first). The traveller’s
food preferences are also included in this. The traveller profile also includes
information regarding the preferences of the traveller for a certain airline,
hotel chain, or travel insurance provider.
LOYALTY SCHEMES
For frequent travellers, airlines and hotel
companies offer a variety of loyalty schemes. The traveller’s membership
numbers or loyalty cards are also included in their traveller profile.
SPECIAL REQUEST
The traveller may have specific needs, such as a hotel with
wifi, a smoking space, or wheelchair help. This includes the traveller’s
contact preferences, including how they would like to receive travel-related
information (by phone or mail). Any allergies or medical issues that are
relevant to the trip can also be mentioned by the passenger.
TRAVEL HISTORY
The traveller profile contains historical trip
information such as departure and arrival dates, airlines, dining options,
hotel reservations, etc.
EMERGENCY CONTACT INFORMATION
This includes the
details (Name, address, contact number) of the person to be contacted in case
of travel emergencies.
Must I
complete my profile in its entirety?
Apart from the mandatory fields that will be
clearly marked, you are free to complete as much of your Profile as you choose.
But as was already mentioned, booking services will be quicker and easier the
more information you do supply.
Setting /
Changing your Profile
How can I get into my profile?
You have two options for accessing your profile:
To expand the Profile box, click Profile on the home page.
• To access your profile, click.
Alternatively
• Click the Profile link at the top of the screen from anywhere in the
application; your name will display on the link.
Take note There will be a Profile navigation box on the left side of the page
once you've entered information in your profile area. You can access any area
of your profile by using the links in this box as well.
Service Preferences
How Do Service Preferences Work?
Any option you make regarding the travel services is referred to as your
service preference. Service preferences can include things like a preference
for a certain cuisine on an aircraft or whether to smoke in a hotel. When it
comes time to actually book the service, setting these preferences ahead of
time might save you a lot of time.
How can I adjust or change my
preferences for travel?
1. Select Travel preferences from the Preferences
section of the Profile page.
The page with travel preferences appears.
2. There are six sections to
complete; completing them is self‐explanatory:
a.
Flight
b.
Hotel
c.
Rental Car
d.
Airport Parking
e.
Car Service
f.
Travel Documents (includes passport, visa, and national ID card
3.
When
you’re finished entering your information, click Save to return to the main
Profiles page. Note You can partially fill out your travel
preferences, then save them and return to this page later to complete the rest
of the information.
COMFIRMATION
Confirmations: What Are They?
Every time you make a reservation for a service or have one made on your
behalf, you will receive an email confirmation. The address listed on the
Addresses and Phone Numbers page of your profile (see the Confirmation Emails
section) will get the email.
Can I use a different email address to receive my confirmation emails?
Indeed. Go to the Addresses and Phone Numbers tab and select the Confirmation
Emails section. Choose "A different address:" under "Send
to" and enter the email address you would like your confirmation emails to
go to.
Note: The email address listed in your profile will no longer be used to send
confirmation emails.
Notifications
Notices: What Are They?
Information and changes on your services are
included in notifications. Email, voicemail, and mobile SMS are the available
methods for receiving them. They can also be mailed to coworkers,
acquaintances, and relatives.
Note: Travel schedule, parking information at the airport, and meal details
Currently, the only way to send notifications is by email. The notification for
shipment pickup and delivery Voice messages are not capable of sending
notifications.
In
what ways may I edit or add a notification?
Changing
the Notifications You Get:
1.
Select "Manage Notifications" from the Notifications section of your
Profile page. The page with notifications appears.
2.
If any of your services have notifications configured, click "Edit"
to change them or "Delete" to remove them.
Important:
There won't be another prompt for you to click "Delete." The Notification will be instantly deleted
after you click the "Delete" link.
3. Clicking Edit brings up a dialog box. After making changes to the data in the
dialog box, click "Save."
ADDING NOTIFICATION
1. Click the
notification you want to receive in order to add one. A dialog box appears as a
result.
2. After entering the necessary data, select "Save."
Additionally, you have the ability to establish "quiet times" when
you won't receive voice or text messages.
ADVANTAGES OF
TRAVEL PROFILE
Personalized Travel
Each traveller can have their own preferences for
meals, general preferences, hotel reservations, and aircraft amenities. The traveller
can also update their preferences on the site, which is used to suggest travel
products that best suit their interests and needs.
Streamline Booking
Process
A thorough, updated profile is required in advance,
which makes the booking procedure much quicker and easier. Every time a
business trip is planned, the TMC does not have to manually verify and enter
all of the traveller’s information, saving everyone's valuable time.
Loyalty program
In order to provide frequent travellers with
membership benefits, discounts, and special offers, airlines require a variety
of information about them. Airlines are able to immediately evaluate and
benefit from a customer's travel history by having access to their traveller’s
profile.
Quicker security checks and
check-ins
The passenger may be able to avoid the lengthy
lines at airport security checkpoints with the use of a
pre-registered profile. Due to their relationships with the airlines, TMCs are
able to offer their regular clients services like TSA Precheck and Global
Entry.
Direct communication
to the traveller
Travel suppliers have direct access to the
passenger in the event of any delays or cancellations, allowing for smooth
communication. The TMC provides the travel suppliers with the passenger's
preferred means of contact. It facilitates quicker and more efficient
communication.
There are a few standard fields that you must
fill out while building your traveller profile forms.
General Traveler
Information
❏ Name
(Exactly As It Appears on Government Issued ID)
❏ Work
Email Address
❏ Phone
Number
❏ Date
of Birth
❏ Gender
❏ Preferred
Departure Address and Airport
❏ Passport
❏ Employee
ID
❏ Department
Depending on how your business is set up, the
fields for Employee ID and Department are optional. If your accounting
department requests them for expense reports, you can include them.
Hotel Preferences
❏ Preferred
hotel chains
❏ Loyalty
Numbers with status level.
❏ Minimum
star rating
❏ Preferred
Amenities
❏ Room
type
Flight Preferences
❏ Preferred
Airlines
❏ All
Loyalty Numbers
❏ Seat
Preference: Window vs. Aisle
❏ TSA
Precheck Number
❏ Class
of Service. Class of service is optional and should only be included if your traveller
and company allow for flights to be booked outside of Economy class.
Ground Preferences
❏ Preferred
Transportation Type: rental car, rideshare services like Uber and Lyft, Public
Transportation, and car service.
❏ Preferred
Rental Company
❏ Loyalty
Numbers with status level.
❏ Preferred
Car Type.
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