News & Updates from Voyage Manager

21. February 2017 14:59
by Kim

Check Calls versus Check Ins

21. February 2017 14:59 by Kim | 0 Comments

Duty of Care and Sign Of Life

Ensuring that your staff are safe while travelling is an integral part of your duty of care responsibilities. In addition to travel tracking you should also have a sign of life system that ensures that your employees are safe. The main types of sign of life services are Check Calls and Check Ins.

Check Call
Check call is where an employee calls a security number or operations center at set times on set days to confirm that they are OK. When a traveler fails to make a check call a process is initiated according to the company's standard operating procedures. This may involve something as simple as trying to contact the traveler to a full scale search and rescue operation.

With standard check calls the traveler has to arrange the check calls with the appropriate persons or service, add the check calls to their diaries and finally make the check calls at the right times. This opens up numerous opportunities for mistakes to be made. Automated check calls allow the travelers to have their check calls automatically created based on travel itineraries, and automatic reminders to be sent to the travelers. This makes the process easier for travelers, reduces the number of failed check calls and reduces costs for the company.

Check Ins

Check in is the process where a traveler confirms that he or she is OK through a feature phone, smartphone or computer rather than through a call to a duty phone or operations center. Unlike check calls, check ins are usually not scheduled with the traveler, but are done on an ad hoc basis.

Standard check-ins give you a less accurate picture of the state of your travelers, but in return is more cost effect and requires less management. Automated and active check-ins are where the check in service contacts the traveler at certain intervals and requests the traveler to confirm their status back. Once the traveler has been sent a request he or she has a certain time to confirm back. Administrators can receive updates when the travelers confirm their status or more often when the traveler has failed to check in.

The screenshot below shows travelers who have failed to make their check in within the specified time period and well as a pending check in for one traveler. The traveler is still within the accepted check in period. When a traveler has failed to check in the tracking platform will automatically notify administrators of the failed check in, allowing them to take appropriate action.

20. February 2017 13:54
by Kim

Meet us at the Business Travel Show 2017

20. February 2017 13:54 by Kim | 0 Comments

The Business Travel Show is Europe’s largest specialised exhibition and conference bringing together over 7,000 European travel professionals. It’s the one event in Europe where visitors can compare and evaluate over 250 global brands covering everything from travel management and expenses to travel services, technology and Duty of Care. 

Meet us and our partner SIRisk on stand B564, in the Responsible Travel Management Zone. 

We are looking forward to speaking with you about a whole host of topics including travel, security and tax risk, over the two days. 

14. February 2017 11:42
by Kim

Passive, Active and Automated Travel Tracking

14. February 2017 11:42 by Kim | 0 Comments

What is travel tracking
Travel tracking or itinerary tracking is the process of monitoring the movement of travellers. The systems that perform these services are generally referred to as travel trackers.

There are 3 main types of travel trackers, passive, active and automated.

Passive Travel Tracker
The most common type of travel tracker is the passive travel tracker. A passive travel tracker imports the itineraries from the booking engines (GDS), email itineraries or through manual entry and makes the data available to travel or security managers. They can only tell you where your employees are supposed to be, not where they actually are. This reduces both the accuracy and completeness of the data, making the systems less reliable than automated travel trackers. Passive travel trackers are still the most prevalent trackers on the market.

Active Travel Tracker
Active travel trackers are semi or fully automated tracking systems. They import itineraries in the same way as the passive travel trackers, but that is where the similarities end. Active travel trackers will then monitor the itineraries until they are completed, ensuring that the traveller has actually made it to the destination. This ensures data completeness and data accuracy, which is vital when incidents occur.

Automated Travel Tracker
Automated trackers are the next generation of travel trackers. They reduce the interaction required by travellers and support personnel to the bare minimum, ensuring more complete and accurate data than passive systems, while minimizing the burden on travellers and support staff. Travel activity is automatically processed and logged, and incidents are relayed to support staff immediately and automatically.

Automated travel trackers use a combination of itineraries, location tracking (GPS on devices or phones), expenses and other tools to provide the most accurate and complete tracking. 

Automated Tracking In Use
The screenshot below shows automated tracking in progress. The large green dot on the map is an itinerary location, in this case Oslo Airport. Green indicates that the traveler has arrived at the airport. The white does leading from the airport are GPS points where the traveler and the little green person just above Drammen is the currently location of the traveler. It is clear that automated travel tracking provides a level of detail that basic passive tracking cannot provide.