Business travel management – all steps of your business trip handled fully and transparently
Our Online Booking Tool (OBT) offers companies the opportunity to book business trips efficiently and manage all associated processes. This solution allows you to organize, manage and map the entire business travel process in a transparent manner. We provide you with a straightforward business travel management software and support you in optimizing your processes and travel costs.
Business travel processes are mapped, managed and simplified in a functional and comprehensive way. Here the workflow stretches from travel planning to reporting. The integrated workflow provides support when ordering and booking travel services and when mapping travel policies and approval procedures.
PASS at The Company Dime: Build Your Own Online Booking Tool
Travel management for public sector: TMS Public Sector
Travelers or travel arrangers can book their trips online, via the Online Booking Tool, or offline. Every reservation is transferred directly to the system, meaning that all those involved can use the various options of workflow management.
Find out how much you save on business travel by using our online booking tool:
This Travel Savings Calculator (for global companies) will help you determine realistic, annual savings – like those our clients have been able to achieve. All your input parameters are taken into consideration.
Savings from 10,000+ PNRs per month can be achieved in many ways, e.g.:
- lower price per PNR
- reduced touched bookings
- automated integration of web bookings into the company compliant program
- best possible utilization of corporate contracts
All these different aspects are considered by the Savings Calculator. Simply fill in your values and see if you have any savings potential and if it’s worth the change.
Please note, that, except for corporate contract savings, only transactional costs are reflected, no fares or taxes or any other costs that you cannot influence. However, we are confident that every manager would welcome the opportunity to reduce operational costs.
Travel planning: In travel planning, among other things, corporate rates and other rules defined via the Rules Engine are taken into account. Here it is not necessarily about finding the least expensive option, but determining the best individual connection. The search results are based on personal preferences and specific company policies. If the trip requires approval, then the designated approver will be asked to give their confirmation.
Travel booking: Specified data is checked in the background when booking a trip. The system independently prompts the user to complete their profile if certain data is missing. Automatically defined remarks are entered in the booking, frequent-flyer cards are actively displayed and included, and seats are reserved. Ticketing can also be carried out via the system or alternatively via the existing workflow of a ticketing queue. Automatic background processes are defined with the travel agency in relation to waitlisting or other possible service options. To conclude this stage of the process, the traveling party receives a booking confirmation and a corresponding calendar entry containing the most important travel information.
Pre-trip/on-trip: The traveling party may receive additional information about their trip if required. Furthermore, changes can be made at any time. The latest exchange and refund methods have also been integrated and ancillary services have been added.
Travel expenses: Booking details about the business trip can be transferred directly via the import and export function or indirectly via the corporate card provider (e.g. AirPlus) to the preferred travel expense report system. All data is transferred during the trip and duplicate entries are removed.
Report: Comprehensive reporting functions, including predefined standard reports, support the responsible travel manager in analyzing and optimizing the business travel process.
You select the configuration that best suits your specific objectives from a set of functional components. You have the flexibility to make subsequent changes or additions at any time, e.g. to fulfill new requirements.
Our OBT can be integrated seamlessly into your company’s processes. This makes it especially suitable for worldwide implementation in globally active companies, meaning that there is no need for you to have several regional systems in operation.
Thanks to our solution, you can reduce both direct and indirect travel costs, e.g. by applying individual travel policies. In addition to global cost control, our TMS also enables you to save on commissions paid to travel organizers.
Our OBT is a central tool for global implementation that provides the respective required country-specific settings, e.g. in terms of different content, travel policies and remarks.
Our Online Booking Tool groups all travel reservations in one central location irrespective of their booking source.
Our service-oriented IT architecture (SOA), Workflow- and Rules-Engine guarantee maximum flexibility for you.
Real-time reporting plus profile and rights management ensure that you can control your costs and travel policies at all times.
Complete automation of the business travel process means simplified approval procedures and transparent information.
The intuitive graphical user interface with a clear and functional arrangement of operating elements ensures user comfort.
The interface that is integrated into our Corporate Booking Engine allows for optimum cooperation with your travel agency.
Our OBT is a web-based application with SSL encryption. Operation and maintenance take place in ISO-compliant PASS data centers in Germany.
Our customers have a direct line to the PASS Support Center where they can speak to qualified specialist personnel.
Individuality within a system – travel policies and more
Our Online Booking Tool integrates the Open Source Business Rules Management System Drools which allows you to define, display and manage complex travel policies in order to make optimum use of existing contracts. Would you like, for example, to only use low-cost airlines for certain trips or routes? Do you want to book vehicles only with a certain provider in certain cities? Is only a maximum of five employees from your company allowed to fly on the same plane? You can use the Rules Engine to create all of these and similar rules without any difficulty: If/then relationships can be integrated at any time during the workflow and use any business object of the system to influence its behavior.
This way the Rules Engine of our Online Travel Booking Tool makes a significant contribution to the customization of workflows. It allows you to take a look at existing workflows and modify them individually according to the given situation. For example, additional data can be entered for certain bookings and even specific dialogs can be displayed if required.
Meanwhile, Open Source is easy to work with and ensures continuous improvement.
Flexible exception management
Booking business trips via alternative channels can present companies with completely new challenges. What should happen, for example, if, when booking two legs of a trip, you could only book one of them and cancellation is only possible in return for credit? In such a case, the rules that have been defined in advance via the Rules Engine trigger the relevant downstream processes.
You can also create rules for file finishing and include here particular situations such as booking low-cost carriers, specific service providers, alternative booking channels, and more. In each of these situations, among other things, additional data can be entered in the booking or irrelevant data can be removed from it.
Our Online Booking Tool in practice – facts about usage and savings
A large U.S. bank uses our Online Booking Tool in order to optimize its own business travel process. With over 11,000 users worldwide and more than 200,000 bookings made per year, savings amounting to millions of dollars and hundreds of man-hours could be achieved.
In addition, complex country-specific business travel policies of the bank were configured using our Rules Engine, ensuring maximum levels of flexibility and automation in business travel management.
Our colleague Michael Strauss in „Business Travel Executive, June 2018”
”We have a financial institution that completely took back control and purchased their own individual tailor-made booking tool where they can create their own rules by themselves. No need for them to schedule a meeting and 'vote' for a feature. If they want a feature, they can simply order it. They get pure unfiltered data. They can react within hours. They have all they need to negotiate with their suppliers. This close relationship between seller and buyer enables them to know first-hand if a provider leaves a certain channel.”
more than 11000 users worldwide
more than 200000 bookings per year
up to 33 % cost savings of indirect travel costs
per year up to 555 h hours saved during the booking process
In contrast to the direct travel expenses for flights, hotels, rental cars and trains, the indirect costs refer to all expenditure within the process chain (travel planning, orders, payment and controlling). These can be minimized through optimizing processes, better utilization of tariffs, use of the Online Booking Tool and adherence to the travel policies.
Amadeus is fully integrated. Sabre is also technically integrated; however, a commercial agreement with Sabre is required in order to use it. Additional GDS such as Travelport (Galileo/Apollo, Worldspan) can be integrated upon request. Prices can vary depending on the system due to different GDS fees.
Our solution stands out from the competition due to the high levels of individuality, flexibility, integration capability of our system in your internal processes and due to its impressive price-performance ratio. We also give you the option of hosting the system yourself and benefiting from flexible price models.
Anyone who chooses a mass product must adapt to the ideas of the provider. We, by contrast, focus on mapping the processes of our customers.
Using the interface available to the travel expense reporting system Viatos, user and specific data for the trip (e.g. reason for travel, objective, duration, costs for bookings) can be transferred. Access is then provided within our system without an additional log-in. Other travel expense report systems can be integrated upon request.
Our data centers are located in Aschaffenburg and Miami. In Germany we have a proprietary data center; in the USA we run our hardware in a Terremark rack in an SSAE-16 facility. Neither data center contains a single point of failure and both are completely redundant: data stocks are regularly synchronized in both data centers so that the other can take over at any time.