A Traveler profile is more than just a collection of data. It’s a powerful tool that Travelers, Travel Managers and others can use to ensure a more personalized and more rewarding Business Travel Experience. 

It’s no secret that more and more Travelers, including business Travelers, want a personalized travel experience. A one-size-fits-all approach to travel is no longer satisfactory.

We reported on this trend in relation to hotel personalization practices back in 2019. Since then, the desire for personalized travel experiences has only grown. That said, newer technologies, such as the use of AI in travel, have driven the evolution of personalized travel. As McKinsey reported last year, AI increasingly allows travel providers to harness their customer data to provide better and more specific travel services and assistance based on a Traveler’s needs, segmentation and demographic. More specifically, on the business travel side, we see this trend toward new technology driving the growth of personalized travel when we look at New Distribution Capability (NDC).

Beyond new travel tech, though, there’s one key, long-standing tool that both Travelers and Travel Managers can use to ensure a more fulfilling and positive Business Travel Experience: Traveler profiles.

The Power of Traveler Profiles

All properly managed travel incorporates Traveler profiles to some degree. Each Traveler profile is a collection of relevant data. The data makes booking travel easier for Travel Managers. The data also ensures the Traveler’s needs are met.

Some Traveler profiles are pretty basic. They only include details such as personal information, emergency contacts, passport and visa details, or numbers for programs such as TSA Pre-Check or Global Entry. However, building more robust Traveler profiles can result in a more personalized Business Travel Experience and greater Traveler satisfaction.

For example, a more robust Traveler profile may include details related to Traveler preferences, such as whether the Traveler likes an aisle or window seat on their flight or any food allergies that need to be noted for in-flight dining. It might provide information related to preferred airlines, hotels or other travel providers, including loyalty program memberships and numbers so that Travelers can reap points and rewards through their business travel. They could even include information about what types of hotel rooms Travelers prefer or car rentals they’d prefer.

Compiling all of this information in a Traveler profile not only ensures that the Travel Manager can book a more satisfactory, more personalized trip for the Traveler, though. In addition to making a Travel Manager’s booking process more streamlined and convenient, it also provides other benefits.

For instance, a Travel Manager can look at their combined Traveler profiles and determine that most of the organization’s Travelers prefer a certain hotel chain or airline. Then, they may be able to negotiate better partnership contracts with those travel providers. 

Additionally, maybe the Traveler profile stores past travel details. The Travel Manager can use that data to determine areas of potential cost savings. They can use it to glean insights into potential changes necessary for their existing travel policy. Likewise, in the event of an emergency, a Travel Manager can use medical and emergency contact information stored easily within the Traveler profile. It can help them make decisions that can assist the Traveler as quickly as possible.

Getting the Most Value from a Traveler Profile

Beyond merely building out robust Traveler profiles, there are several things both Travelers and Travel Managers can do in order to get the greatest value from those profiles.

1. Update Traveler profiles regularly.

An out-of-date Traveler profile is almost as unhelpful as no Traveler profile at all.

As a Traveler, ensure that you update your Traveler profile anytime a change is made to the way you travel. Overlooked but necessary updates can range from updating your profile when you join a new loyalty program to updating your profile’s emergency contacts when one of them gets a new phone number.

As a Travel Manager, encourage your Travelers to update their profiles regularly and make it as easy as possible for them to do so. The more convenient your entire travel program, the more likely your Travelers will remain compliant.

2. Ensure Traveler profiles match your travel policy.

Traveler profiles should align with organizational travel policies. This means that if your travel policy does not permit Travelers to fly in first class, for example, you wouldn’t include a class preferences option within your Traveler profile. Likewise, if your travel policy differs according to the individual Traveler — such as if that Traveler is a member of the organization’s C-suite — then you would want the profile to reflect that.

3. Use Traveler profile data wisely.

Don’t only use your Traveler profile data to book travel. As mentioned, Travel Managers can use this data in an array of situations to increase efficiency and effectiveness. Analyze Travelers’ preferences, loyalty programs and trends. Make future travel policy decisions accordingly. Maybe that means partnering with certain suppliers or adjusting policies to make compliance easier while taking Traveler preferences into account.

4. Balance security and accessibility.

While this data can be greatly helpful, it can also be greatly sensitive. Ensure that all Traveler data is stored securely and protected from potential threats. However, also make profiles accessible to those that need them. If this is a concern for your organization, consider analyzing your current travel data security measures. 

Are Traveler Profiles Really Centric to a Positive Business Travel Experience?

The answer is a resounding yes. Well-managed business Traveler profiles can greatly enhance the Business Travel Experience. They can also make the Travel Manager’s job overall easier. They set all parties up for success.

Need help managing your business travel? Explore JTB Business Travel’s resources for business Travelers, Executives and Travel Managers.