TravelPerk will typically start with a consultation to understand your company's travel policies, booking workflows, approval processes, and reporting requirements.
This helps them determine the best configuration and features for your organization.
Account Setup and Configuration:
Your TravelPerk account is created, and you'll configure essential settings like user roles, departments, and payment methods.
You'll integrate any existing systems (like HR or accounting software) if needed.
Policy Implementation:
Travel policies are configured within the TravelPerk platform. This includes setting spending limits, preferred vendors, and approval workflows.
User Training and Onboarding:
TravelPerk provides training resources to help your employees and travel managers learn how to use the platform effectively.
They may offer webinars, documentation, or dedicated onboarding sessions.
Testing and Refinement:
Before a full rollout, it's recommended to conduct testing with a small group of users to identify any issues or areas for optimization.
Full Rollout and Ongoing Support:
Once testing is complete, you can roll out TravelPerk to all employees.
TravelPerk typically provides ongoing support to address any questions or issues that arise.
Customisation
Travel Policy Configuration:
Set custom spending limits for flights, hotels, and other travel expenses.
Define preferred airlines, hotel chains, or car rental companies.
Establish multi-level approval workflows based on department, cost, or other criteria.
Integration with Existing Systems:
Connect TravelPerk with HR systems (e.g., BambooHR, Workday) to automatically sync employee data.
Integrate with accounting software (e.g., NetSuite, QuickBooks) to streamline expense reporting and reconciliation.
Use TravelPerk's API to build custom integrations with other internal tools.
Reporting and Analytics:
Create custom reports to track travel spend, compliance with travel policies, and other key metrics.
Customize dashboards to visualize travel data in a way that's relevant to your business.
User Roles and Permissions:
Define different user roles with specific permissions to control who can book travel, approve expenses, and access reports.
Branding:
In some cases, TravelPerk may allow you to customize the platform's branding to align with your company's visual identity.
Custom Fields:
Add custom fields to capture specific information during the booking process (e.g., project codes, client names).
Automated Notifications:
Configure custom email notifications to alert travelers and managers about important events (e.g., booking confirmations, approval requests).
Additional Costs
Setup Fees: TravelPerk may or may not charge setup fees. It often depends on the size and complexity of the implementation.
Maintenance: This is usually included in the monthly subscription cost, covering platform updates and security.
Support: Standard support is generally included in the subscription. However, some plans may offer premium support options with faster response times or dedicated account managers for an additional fee.
Integration Costs: Integrating with other systems via API may incur additional costs, especially if it requires custom development work.
Transaction Fees: Depending on your pricing plan, TravelPerk might charge transaction fees for each booking made through the platform.
Add-ons or Premium Features: TravelPerk may offer optional add-ons or premium features (e.g., enhanced reporting, duty of care services) for an extra cost.
Training
Onboarding Sessions:
Dedicated onboarding sessions are often provided, especially for larger accounts. These sessions walk users through the platform's features and functionalities.
Knowledge Base and Help Center:
TravelPerk has a comprehensive online knowledge base and help center with articles, FAQs, and troubleshooting guides.
Webinars and Tutorials:
They often host webinars and create video tutorials to demonstrate how to use different aspects of the platform.
Dedicated Account Manager:
Depending on your subscription plan, you might have a dedicated account manager who serves as your primary point of contact for support and guidance.
Email and Phone Support:
TravelPerk typically offers email and phone support to address user questions and technical issues.
In-App Support:
Some plans include in-app support features like chat or contextual help.
Training Materials:
They provide training materials for administrators to train other employees effectively.
Community Forums:
TravelPerk may have community forums where users can ask questions, share tips, and connect with other TravelPerk users.
Security Measures
Data Encryption:
TravelPerk uses encryption to protect data both in transit and at rest. This means that data is encrypted when it's being transmitted between your computer and their servers, and it's also encrypted when it's stored on their servers.
Compliance Certifications:
TravelPerk maintains compliance with industry-standard security certifications like GDPR, SOC 2, and PCI DSS.
Access Controls:
They have strict access control policies to limit who can access sensitive data.
Regular Security Audits and Penetration Testing:
TravelPerk conducts regular security audits and penetration testing to identify and address potential vulnerabilities.
Data Backups and Disaster Recovery:
They maintain regular data backups and have a disaster recovery plan in place to ensure that data can be recovered in the event of a system failure or other disaster.
Multi-Factor Authentication:
TravelPerk encourages or requires users to enable multi-factor authentication (MFA) for added security.
Intrusion Detection and Prevention Systems:
They use intrusion detection and prevention systems to monitor their network for suspicious activity and block malicious attacks.
Employee Training:
TravelPerk provides security awareness training to its employees to educate them about security threats and best practices.
Data Residency Options:
Depending on your location and regulatory requirements, TravelPerk may offer data residency options, allowing you to choose where your data is stored.
Vulnerability Management Program
They likely have a vulnerability management program to identify and remediate security vulnerabilities in a timely manner.
Updates
Release Frequency:
The frequency of updates can vary. Some updates may be released weekly, while others may be monthly or quarterly.
Types of Updates:
Updates can include new features, bug fixes, security patches, and performance improvements.
Release Notes:
TravelPerk usually provides release notes or a changelog that describes the changes included in each update.
Automatic Updates:
In most cases, updates are applied automatically without requiring any action from users.
Communication:
TravelPerk may communicate upcoming updates to users in advance through email, in-app notifications, or their blog.
Staged Rollouts:
For major updates, TravelPerk might use a staged rollout approach, gradually releasing the update to a subset of users before rolling it out to everyone. This helps them identify and address any issues before they affect a large number of users
Data Ownership and Portability
Data Ownership: Generally, you (the customer) own your data. TravelPerk acts as a data processor, meaning they process your data on your behalf.
Data Portability:
TravelPerk should provide mechanisms for you to export your data if you decide to switch to another provider or discontinue using their services.
The format of the data export may vary (e.g., CSV, Excel, JSON), but it should be in a usable format.
You may need to request the data export through their support channels, and they may have a process for verifying your identity before releasing the data.
There might be specific timeframes during which you can request a data export after terminating your contract.
Scaling Up / Down
Adding Users:
You can usually add users to your account at any time. The pricing for additional users is typically based on a per-user per-month fee.
The added users are usually pro-rated for the remainder of the billing cycle.
Removing Users:
You can generally remove users from your account. However, you might not receive a refund for the unused portion of the billing cycle.
The changes typically take effect at the end of the current billing cycle.
Upgrading Plans:
You can usually upgrade to a higher-tier plan at any time to access more features or higher usage limits.
The upgrade is typically effective immediately, and you'll be charged a pro-rated amount for the difference in price between the two plans.
Downgrading Plans:
Downgrading to a lower-tier plan may be possible, but it might be subject to certain restrictions.
For example, you might only be able to downgrade at the end of your contract term.
Downgrading may result in a loss of features or a reduction in usage limits.
Contract Length:
Your ability to scale up or down might be affected by the length of your contract. Longer-term contracts often offer more flexibility in terms of adding or removing users.
Commitment Levels:
Some plans may require a minimum commitment level, such as a minimum number of users or a minimum monthly spend. If you fall below the commitment level, you might be charged a penalty fee.
The terms & conditions for contract renewal and cancellation
Renewal:
Contracts typically have an initial term (e.g., one year, two years), and they may automatically renew for subsequent terms of the same length.
TravelPerk usually sends a notification before the renewal date to remind you that your contract is about to renew.
You may need to provide written notice within a specified timeframe (e.g., 30-60 days before the renewal date) if you don't want to renew your contract.
Cancellation:
The cancellation terms will depend on the type of contract you have.
Cancellation for Convenience:
Some contracts may allow you to cancel for convenience, but you might be required to pay an early termination fee.
The early termination fee could be a percentage of the remaining contract value or a fixed amount.
Compliance
GDPR (General Data Protection Regulation):
TravelPerk complies with GDPR, which is a European Union regulation that governs the processing of personal data.
SOC 2 (System and Organization Controls 2):
TravelPerk may have SOC 2 certification, which demonstrates that they have controls in place to protect the security, availability, processing integrity, confidentiality, and privacy of customer data.
PCI DSS (Payment Card Industry Data Security Standard):
If TravelPerk processes credit card payments, they should comply with PCI DSS to protect cardholder data.
ISO 27001 (Information Security Management):
TravelPerk might have ISO 27001 certification, which demonstrates that they have implemented an information security management system that meets international standards.
CCPA (California Consumer Privacy Act):
TravelPerk may comply with CCPA, which is a California law that gives consumers more control over their personal information.
Data Residency:
Depending on your location, TravelPerk might offer data residency options to comply with local data protection laws.
Other Standards:
TravelPerk may also comply with other industry-specific standards or regulations depending on the nature of their business.
