What does onboarding a business travel management tool look like?

Onboarding a business travel management tool begins with understanding the company's processes and ends when users can independently work on a properly configured platform. Between these stages, there's a configuration form, policy settings, testing, and training. At WorkTrips, a dedicated account manager oversees the entire process, and clients can test the tool's functionality on their own configuration before launch.

Briefly about the implementation of the worktrips.com platform

• The company's needs are examined before the contract is signed.
• The potential customer receives access to a general demo version with all features.
• After signing the contract, complete the configuration form.
• The WorkTrips team prepares the platform in accordance with the client's process, structure and policies.
• Administrators and traveling employees receive training and instructional materials.
• Once launched, the administrator can manage users and many settings independently.

What is a business travel management tool onboarding?

Onboarding is simply preparing the worktrips.com platform, users, and company policies to handle actual business trips. It's not just about handing out logins. The tool should reflect the organization's operations: who's traveling, who's booking, who's approving expenses, and how expenses are allocated to the appropriate company, department, or project. In practice, this means a collaborative transition from the current process to a configuration that simplifies daily work. Some companies require a single travel policy. Others use multiple policies, travel groups, cost centers, reports, and event-related features. The worktrips.com platform is configured for the client according to this framework.

Preparation begins before the contract is signed

The initial needs assessment begins during conversations with potential clients. WorkTrips specialists examine how the company organizes trips, what challenges it faces, and which features it needs. This ensures that subsequent implementation doesn't start with a blank slate. At this stage, the client can use a general demo version. They see the full range of the platform's capabilities and can freely test its performance. This allows them to evaluate the tool before deciding to partner with us.

What information is the company preparing for implementation?

After signing the contract, the client receives a configuration form. Its completion directly impacts the pace of work. The sooner the implementation team receives the agreed-upon data, the faster they can prepare the platform. The most frequently required documents include:

• user list;
• structure of departments and supervisors;
• indication of administrators and acceptors;
• division of employees into traveling groups;
• travel policy and expense limits;
• rules for confirming reservations;
• cost centers, projects or other expense designations;
• company data needed to issue invoices;
• agreed method of dividing collective invoices;
• information about contracts and rates negotiated with hotels or airlines;
• selected payment method;
• the range of functions that the company wants to use.

What does the implementation of a business travel management platform look like?

Needs analysis and function selection

Information from previous conversations and the configuration form forms the basis for implementation. The client determines whether they want to use the full range of available features or only selected options. For example, one company might require a simple booking process and a single policy. Another might choose multiple travel groups, different limits, reports on accounts, trips, and services, pre-configured events in the system, and cost sharing between multiple companies.

Business travel policy and approval configuration

The rules defined in a business travel policy are reflected in the system. Configuration can specify accommodation and transportation limits, rules for different groups and locations, and how to handle bookings that exceed accepted limits. Travel that complies with the policy can be automatically approved. The company can also specify that some or all bookings require the approval of a designated individual. This ensures that the approval process aligns with the organization's structure rather than imposing a rigid framework.

Setting invoice and payment costs

During the implementation phase, the method for handling documents and payments is also determined. WorkTrips can issue consolidated invoices, with services separated, for example, into flights, hotels, and other reservations, or additional services such as insurance, visas, or airport-hotel transfers. Documents can also be assigned to different companies according to an agreed-upon model. If the client wishes to use card payments, this solution can be prepared upon request. Rates previously negotiated with hotels or carriers can also be entered into the platform. A company may need additional information for each trip. The booking summary can then include fields tailored to the process, such as selecting a cost center or specifying that the trip is financed from the training budget. This data facilitates future reporting and accounting.

Adding users and granting permissions

Initially, WorkTrips specialists can enter users in bulk from a pre-defined list. Once launched, the client administrator can add and remove users and update settings independently.

The system distinguishes between active and passive travelers

Active travelers have an account, login, and password. They can book their own trips. The reservation is sent to the person who approves it or is automatically approved if it meets the policy requirements. Passive travelers do not have their own account. The trip is booked on their behalf by an administrator or another user with appropriate permissions. This latter option is useful, among other things, when traveling with contractors. The merchant can book the trip for themselves, then add the contractor as a passive traveler and prepare tickets for them for the same trip.

Training for administrators and travelers

Simply setting up the system isn't enough. Those who will use it must know how to perform their tasks. WorkTrips trains travel administrators and traveling employees, taking into account the differences between their roles. Clients also receive:

• instructional videos;
• PDF guides prepared separately for administrators and travelers;
• answers to frequently asked questions;
• short materials describing individual functions;
• materials for internal communication, including the company intranet.

This allows the employee to refer back to the instructions when making their first independent booking. The administrator, in turn, has separate materials for user management and configuration.

Launch of the worktrips.com platform

Once testing and training are complete, the company can begin making actual reservations. If two departments regularly travel, the system can be tailored specifically for them.

Who is involved in the implementation process?

On the WorkTrips side, the client receives a dedicated account manager who manages the process and serves as a permanent point of contact. Staff from the implementation and customer service departments also participate in the work. On the client side, a person responsible for business travel is needed. Their role depends on the company's structure. This could be an office manager, an administrative employee, a management assistant, a proxy, or a decision-maker.

What happens after the platform launches?

After launch, the company isn't left with a fixed set of settings. The administrator can manage users and modify configurations during the collaboration. If the organization's structure or travel approval process changes, the platform can be adapted to the new conditions. The worktrips.com tool also enables integrations, including with SSO solutions, ERP, and HR systems. The scope of integration is determined individually and should therefore be based on the client's needs and technical environment. A dedicated account manager remains the client's primary point of contact. Travelers can also benefit from customer service support available 24/7, 365 days a year.

Choose a business travel tool that is easy to implement

Onboarding the worktrips.com business travel management tool includes understanding needs, configuring policies, adding users, testing, training, and launching. However, the process begins earlier. Before signing a contract, clients can explore a full demo version and verify that the platform works for their organization. User training then begins, and bookings are only initiated once the process is complete. Afterward, the administrator can manage many elements independently, while a dedicated account manager remains available. Want to see how the platform can be configured for your company? Schedule a demo, test the available features, and talk to us about your organization's business travel process.

 

FAQs about onboarding a business travel management tool

Can I test worktrips.com before signing the contract?

Yes. Potential clients receive access to a general demo that showcases the full range of features. They can freely test the tool before making a decision.

Can the WorkTrips team of specialists help you prepare a travel policy?

Yes. If a company doesn't have a travel policy, WorkTrips specialists can propose a model, gather the necessary information, and translate the approved policies into platform settings.

Who should be involved in implementing the worktrips.com platform on the company side?

A person responsible for business travel and knowledge of the current process is needed. Depending on the company, this may be an office manager, an administrative employee, a management assistant, a proxy, or a decision-maker.

Does an employee need to have an account to book travel?

No. Passive travelers do not have their own account; the reservation is handled by an administrator or authorized user. This method can also handle the travel of a contractor or other person outside the organization.

Can the administrator add users himself?

Yes. During implementation, WorkTrips specialists can enter the initial list in bulk. Later, the client administrator can add and remove users and update the configuration independently.

What materials do users receive?

WorkTrips provides instructional videos, PDF guides for administrators and travelers, FAQs, and feature briefs.

Can the platform be connected to other company systems?

Yes. Integration with SSO, ERP, and HR systems is possible, among other things. The exact scope is agreed upon individually during a discussion about needs and configuration.