How corporate travel agents and self-booking tools work together

For business travellers, balancing the ease of self-booking tools with the expertise of a corporate travel agent is an ideal solution. Self-booking tools have empowered employees to find and book flights, hotels, and transportation independently, often within minutes. 

But what about when something goes wrong — like a flight cancellation or a last-minute itinerary change? That’s where corporate travel agents come in, offering vital support when complexities arise.

In this article, we’ll explore how this hybrid approach gives travellers the convenience of independence with the reassurance of expert support, helping companies improve their travel programmes for seasoned road warriors and employees who need more guidance.

Why are self-booking tools on the rise in corporate travel

With the emergence of self-serve travel booking tools, corporate travellers can now handle routine bookings alone. These platforms simplify the process, allowing for commute and accommodation booking, pricing comparisons, and digital expense tracking within a single interface. 

Advantages of self-booking tools for corporate travellers

Self-booking tools offer several benefits for corporate travellers and finance managers, including:

• Time efficiency: Employees can book travel quickly without waiting for a travel agent to coordinate simple trips.
• Cost savings: Modern online booking tools grant access to a more robust inventory, allowing access to some of the best prices on the market.
• Policy compliance: Self-booking tools can enforce travel policies in real time, showing only compliant options or flagging out-of-policy choices.

When corporate travel agents are invaluable

While self-booking tools are excellent for routine arrangements, travel rarely goes entirely to plan. According to a Global Business Travel Association poll, 42% of participants stated that travel disruptions, such as cancellations or delays, are among the three top business travel issues. This shows the importance of a corporate travel agent who can offer extensive assistance in case of travel disruptions.

By using the Navan platform, travellers can get 24/7 access to travel agents 365 days a year as part of their self-booking platform, giving employees the best of both worlds.

Why every business needs access to a corporate travel agent on demand

For business travellers, reaching a corporate travel agent at any hour is a significant advantage. Unexpected events can happen at any time, such as flight delays, severe weather, or personal emergencies, just to name a few. 

An experienced agent can rebook flights, coordinate accommodations, and manage itineraries, allowing travellers to focus on business rather than logistics.

Here are some of the services a corporate travel agent can offer:

• Emergency support: When something goes wrong, having a travel agent available to handle hurdles offers immediate reassurance.
• Complex bookings: An agent can efficiently handle multi-stop itineraries, international travel, or unique accommodation needs.
• Human touch: Automated systems have many wonderful advantages. However, corporate travel agents provide personalised advice and solutions that support self-booking tools when a human touch is needed.

Self-booking vs. agent assistance: which should you use?

Choosing between a travel management company’s self-booking tool and a corporate travel agent doesn’t have to be all or nothing. By integrating both, companies can encourage travellers to handle simple bookings independently while knowing that support is always available when needed.

Self-booking for simple trips

Self-booking tools are an excellent choice for straightforward itineraries that don’t involve connecting flights or unusual requirements. These platforms save time and help enforce compliance with corporate travel policies, all while offering travellers the convenience of choice.

Corporate travel agents for complex journeys

When the travel plan involves uncommon routes, connecting flights, or large group bookings, an agent’s experience is invaluable. Corporate travel agents can navigate unique requirements, adjust to last-minute changes, and often access various resources and solutions.

Combining the best of both worlds: a hybrid approach

Since a self-serve booking platform and corporate travel agents offer different benefits, why not enjoy both? A hybrid approach allows companies to tailor their business travel management approach to meet diverse traveller needs. 

Here’s how corporate travel agents and self-booking tools can complement each other:

• Booking flexibility: Employees can make bookings and changes that fit their schedules directly through the platform. If an issue arises or further assistance is needed, they can contact a travel agent anytime.
• Cost control: Self-serve platforms are typically integrated with company-approved rates and policy enforcement, ensuring that employees stay within budget while still enjoying the flexibility of booking their travels independently.
• Stress reduction: A 24/7 support line staffed by experienced travel agents means employees aren’t left to deal with travel mishaps alone. This can lead to a smoother travel experience, reduced stress, and higher employee satisfaction.

Benefits of a hybrid travel management approach for companies

Companies can enjoy several benefits by utilising a hybrid corporate travel management solution, integrating self-booking tools, and providing access to corporate travel agents.

Amongst the various benefits, you can find

• Increased employee satisfaction: Allowing employees to book their business travel through a user-friendly platform, with the option of expert support, gives them more control over their travel experience.
• Data insights: A travel management company (TMC) software provides real-time insights into travel expenses that a corporate travel agent can’t offer in real-time, helping finance managers spot trends to make well-informed decisions.
• Improved compliance: With built-in policy checks, self-booking tools reduce the risk of out-of-policy bookings. At the same time, a corporate travel agent can help ensure that even complex itineraries adhere to company policies.

How to choose the right travel management approach for your business

A one-size-fits-all approach may not work for every company. Businesses should consider a few key factors to determine whether a hybrid model of self-booking tools and corporate travel agent access is the right fit:

• Travel volume and complexity: Companies with frequent, complex travel needs may benefit more from a dedicated corporate travel agent. In contrast, those with simpler travel requirements find self-booking tools sufficient.
• Employee preferences: If employees prefer independence, self-booking tools offer them the autonomy they want. However, offering the option of a travel agent can improve satisfaction by meeting a variety of traveller preferences.
• Cost considerations: Companies aiming to reduce travel costs may benefit from a self-booking platform integrated with policy-compliant rates. In contrast, companies prioritising traveller support may see higher ROI by adding corporate travel agent access.

Balancing self-booking convenience with agent expertise

Balancing independence with expert support offers business travellers the best of both worlds. By combining self-booking tools with on-demand access to corporate travel agents, companies can create a flexible, efficient, and traveller-friendly approach to corporate travel.

This hybrid model streamlines travel arrangements and allows for support availability when needed most, delivering convenience and peace of mind for employees on the go. Whether helping with last-minute changes, finding the best rates, or offering guidance, corporate travel agents are indispensable in enhancing the modern business travel experience.

Navan’s platform offers the perfect integration between a self-serve booking system and corporate travel agents support around the clock. Schedule a demo today to learn how our platform can help you streamline your company’s travel management.