Corporate travel administration is a complex and multifaceted task for admins or transport teams. Managing multiple fleet vendors, coordinating schedules, billing, and employee safety can become a daunting task for even the most experienced administrators when done manually. However, with automation, you can minimize admin burden and boost productivity and efficiency.
Autologix is a cab booking and management solution that helps organizations cater to employee ad-hoc travel needs. Its digital tools, a comprehensive admin dashboard and an employee app automate every aspect of corporate travel, from booking to billing. Primarily, it reduces the hassles of booking and coordination for admins, among other daily challenges related to corporate ad-hoc travel.
In this blog, we’ll explore some of these common administrative challenges faced by businesses in managing their corporate travel for employees. Delve into how Autologix can help organizations overcome these hurdles with automation, ease, and efficiency.
Admin Challenges in Managing Employee Corporate Travel & How to Overcome Them with Autologix
- Multiple Request Management
Manually juggling multiple travel requests from numerous employees can lead to confusion, scheduling conflicts, and inefficiencies in managing trips. However, with Autologix you can automate and centralize the request management process. With the Autologix employee app, your employees can raise instant trip requests with their preferred customizations. These requests will then be automatically reflected on the admin dashboard, reducing the likelihood of overlaps or conflicts.
- Manual Approval Process
Traditional manual approval processes can be time-consuming with endless loops of lost emails, especially when there are multiple layers of approvals. Ensuring timely and accurate coordination becomes a challenge here.
However, implementing Autologix simplifies and automates the approval process. All the involved approvers such as reporting managers, functional heads, and more get their role-based access to the Autologix system, where they can approve a travel request in just a click. It facilitates prompt approvals, reducing the need for back-and-forth emails or calls.
- Finding & Negotiating the Best Price
When done manually, finding an available vendor within the budget can be difficult. Autologix simplifies the negotiation process by enabling access to pre-approved rate cards and facilitating transparent price negotiations. This ensures that there are no surprise costs and no effect of surge prices.
- Coordinating with Vendors in Different Cities
Coordinating with vendors across various cities can lead to communication challenges, delays, and potential misunderstandings in service provision. Autologix provides a centralized platform for vendor coordination, allowing administrators to effortlessly raise trip requests with the existing vendor list. This minimizes misunderstandings and ensures a streamlined service provision process.
- Lack of Customization Options
In the case of manual booking, employees convey all their trip customization requirements to the admin, making it difficult for him / her to cater to all. This further only leads to dissatisfaction with the traveling experience. However, with the Autologix employee app, the customization power lies with the employees. They can easily choose their preferred vendors, package type, car type, and more, in a few clicks. Thus, making the trip more personalized and increasing employee satisfaction.
- Managing Bills from Different Vendors
At the end of every month’s billing cycle, the admin has to often chase vendors for their bills. Even after receiving bills, there is a lot of back and forth because of the missing information and non-standardized receipt formats. Additionally, manually managing bills from multiple vendors can become an error-prone task.
Autologix automates this billing process by generating instant trip receipts in a standardized format, acceptable by both, the organization and the vendor. These receipts also have a detailed breakup of the costing according to pre-approved vendor rate cards, reducing any future confusion or discrepancies.
- Lack of Surveillance on Employee Safety
Without complete surveillance, transport admins can never be sure about their employees’ safety, even with trusted fleet vendors. Here, Autologix’s features like live tracking enable admins to see the live location of the vehicle and their employees, ensuring employee safety during travel.
- Lack of Immediate Support
Admins can’t be available to help employees while commuting, especially in cases of emergency. It can be because of distant locations, odd hours, or any other reason. In this case, Autologix’s SOS functionality helps employees get quick support from authorities with just a click.
- Lack of Driver & Vehicle Feedback
Apart from ensuring smooth operations, admins are also responsible for analyzing current vendors and monitoring their performance for quality checks. Autologix automates this process as well, as at the end of every trip employees are automatically asked to fill a feedback form for the trip. These feedback forms can also be customized to fit in the company’s preferred questions and parameters.
Conclusion
By addressing the challenges associated with fleet management, booking and coordination, billing, safety, and more, Autologix is transforming the way organizations manage their corporate travel.
With Autologix, organizations can save costs, improve efficiency, enhance accuracy, boost employee satisfaction, and make data-driven decisions to further optimize their travel processes. It’s no wonder that an increasing number of businesses are turning to Autologix to overcome the administrative challenges of corporate travel and ensure a seamless, cost-effective, and transparent travel experience for both administrators and employees alike.