Business travel management – all steps of your business trip handled fully and transparently
Our Online Booking Tool 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 solution 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
Success story: Financial Institution Now Uses PASS’s Build Your Own Online Booking Tool (OBT)
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.
We offer our Online Booking Tool in two different product versions, both based on the same framework: the standard solution can be enhanced by adding numerous functions to become an individual solution, incorporating an individual implementation timeline and a project team assembled especially for you.
Select the modules that you require for your travel business management from our Travel Framework. Our Travel Backend contains a broad range of components that you can use to configure the type of travel content you would like to have access to and how this is formatted in your system.
This way you benefit from our unique concept: individual software for the price of standard software.
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 individual 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 individual 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 system 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 Engine 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 and/or the USA (SSAE-16). We are certified according to PCI-DSS and belong to the EU-US Privacy Shield.
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 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 individual 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.
OBT 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.
|Standard solution||Individual solution|
|Small and medium-sized companies||Large companies|
|OBT standard (VICTOR)||OBT business individual|
|OBT with all the most important basic functions for booking business trips including additional functions such as approval procedures and reporting.||You decide on the scope for your customized OBT. To this end, you choose the modules from our Travel Framework and enhance the existing functions according to your individual requirements.|
|Integration in approx. 1–3 weeks||Development time depending on scope|
|Features||OBT standard (VICTOR)||OBT business individual|
|Airline reservation module|
|Low-cost carrier reservation module|
|Deutsche Bahn reservation module|
|Foreign rail systems reservation module|
|Hotel reservation module|
|Rental car reservation module|
|Various searches (One way, Round trip, Multi-segment)|
|Various displays (combined display, by fare display, by time display, fare family display, by availability display)|
|Price combination logic|
|Alternative fairs (e.g. refundable vs. non-refundable tarif)|
|Travel policies based on airline and routing possible|
|Manage your own travel|
|Manage assigned travelers (administrative office function)|
|Save (company) locations for hotel search|
|Booking of guest traveller (without profile)|
|Save company profiles|
|Save travelers’ profiles|
|Travel department function|
|Export profile to Amadeus|
|Import and export profile data in CSV format|
|Profile import via XML Feed|
|Send standard itineraries incl. ics calendar file|
|Send custom itineraries|
|Send workflow e-mails|
|Send custom workflow e-mails|
|Send workflow e-mails with approval links|
|Enter standardized supplemental data (e.g. cost center)|
|Enter custom supplemental data|
|Display general travel guidelines|
|Display custom travel guidelines|
|Workflow management based on customer travel guidelines|
|Booking on hold (optional reservations)|
|Standard approval processes|
|Custom approval processes|
|Offline inquiry to travel agency|
|Integration of travel expense reporting system (Viatos)|
|Standard reporting module|
|Custom reporting module|
|General information (e.g. check-in page for airlines)|
|Custom information (e.g. contact information, travel guidelines)|
|Internal information system (news flash) for travel manager|
|Travel arranger cockpit|
|Administration of the profile application|
|Administrator console for customized settings|
|Administration of company rules/policies|
|Standard PNR structure|
|Custom PNR structure|
|Standard queue configuration|
|Custom queue configuration|
|Input offline reservations|
|Custom price structure for offline reservations|
|Flight exchange via queueing to the agency|
|Flight – Amadeus (all scheduled airlines)|
|Flight – Sabre (all scheduled airlines)|
|Flight – low-cost carriers|
|Flight – Travelport uAPI ACH|
|Rail – Deutsche Bahn (BiBe/BOB-C)|
|Rail – Silverrail|
|Hotel – VDA ehotel|
|Hotel – Amadeus|
|Rental car – Amadeus|
|Rental car – VDA Sixt|
|Rental car – VDA Europcar|
|Viatos – travel expense reporting system|
|Google Maps (license required)|
|Bing Maps (license required)|
Transparent travel expenses, hotels worldwide at the best prices and the complete service package from the travel agency
Since 2000, we have been certified developers of major GDS such as Amadeus, Sabre, Abacus and Travelport with their highly developed technology solutions. Our OBT is connected to the systems via the PASS Travel XML API XX1 and this enables access to their worldwide travel content. In our solution for the DACH countries, for example, around 430 airlines, over 125,000 hotels plus content from several large hotel aggregators and 33 rental car companies are connected via Amadeus. We have been able to give, for example, a major financial services provider access to over 400 airlines, 32,000 hotel providers and 40 rental car companies via Sabre, as well as to several low-cost carriers via Travelport’s Airline Content Hub (ACH), rail providers via SilverRail and other 3rd Parties like limousine aggregators.
Having conquered the tourism market, low-cost airlines are becoming increasingly important in the business travel segment, too. This business travel option is also available to customers of our Online Booking Tool. We can access low-cost carriers (LCCs) through content aggregators like Travelfusion and Pyton (recently acquired by Amadeus). With its product Elsy Arres, Pyton offers access, for example, to around 80 LCCs, Travelfusion to around 120 content providers. We are directly connected to some airlines (number steadily increasing). In addition, we can also include any airlines compatible with IATA Resolution 787 directly in the offer through our NDC interface, e.g. Lufthansa via Farelogix.
Hotel content is often viewed as a deficiency of various GDS. We, on the other hand, are connected to a large number of hotel aggregators, e.g., ehotel, which specializes in organizing hotel reservations, meetings and events for business people all around the world. A portfolio of more than 330,000 hotels with a best-buy comparison at the time of the quote is available to customers. In addition to hotel reservations, ehotel offers services for process optimization, e.g. by integrating central payment functions directly via ehotel with "Central Billing" or in cooperation with well-known credit card companies.
In addition to GDS, we have also integrated other rental car aggregators and direct connections to the leading rental car providers. Negotiated rates can be stored here and, if desired, highlighted when reserving.
Our OBT integrates offers from Deutsche Bahn and SilverRail (recently acquired by Expedia) with over 35 rail systems from seven countries. Amtrak (USA) and ATOC (UK), for example, can be booked directly through our system via SilverRail.
Corporate Travel Partners (CTP) is a consulting company for modern corporate travel management. Their focus is on process optimization for companies and travel agencies with high business travel volumes. CTP has been our partner for many years in the development and further expansion of our Online Booking Tool. The business travel specialists bring technical know-how to business travel management, while PASS complements the partnership with its technological and development expertise.
Giller Reisen is one of the largest private travel agency companies in Germany and since 1999 has been a Business Plus Partner of the Lufthansa City Center cooperation, combining the service of a privately managed company with the advantages of a large chain of travel agencies. Our OBT was developed in cooperation with Giller Reisen, our fulfillment partner for the booking of the entire business trip. While Giller brings many years of experience in corporate travel and a deep knowledge of travel agency processes to the partnership, PASS complements this with more than 30 years of IT expertise in the travel industry.
Viatos is a specialist in travel expense management before, during and after the business trip. The software solution of the same name models the entire process for settling travel expenses using the web, from travel planning to reviewing and submitting data to other IT systems. Thanks to Viatos, media format changes and multiple submissions are avoided and the administrative tasks involved in settling travel expenses are reduced to a minimum.
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 at PASS, by contrast, focus on mapping the processes of our customers.
Using the interface available to the travel expense reporting system Viatos, user data and specific data for the trip (e.g. reason for travel, objective, duration, costs for reservations) 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 our own PASS 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.