In this era, where everything is about and around technology, the travel industry has found a way to leverage technology in the best way possible. Large travel management companies (TMCs) generally use a global distribution system (GDS) that contains the inventory of various travel products with their real-time price and availability. Nowadays, travel companies have started maintaining a traveler profile of all their customers with the help of GDS. Similarly to cater to the corporate niche, business traveler profile makes the booking process much simpler and faster.

What is a corporate traveler profile?

A traveler profile is the data stored in the GDS which contains all the information related to the customer’s travel history and details. The data include their travel preferences, passport number, and food preferences. The purpose of such a profile is to extract updated information about the traveler while booking their business trip and providing the most suitable options.

What are the elements found in a traveler profile?


The elements of a traveler profile can vary according to the needs of the travel management company. They have the freedom to collect different information about their customers that they deem relevant. An SSL (Secure Sockets Layer) Certificate might help to establish a secure encrypted connection between the TMC and its customers and protects the sensitive data from unauthorized access. However, the TMC must maintain the privacy of their customers.

Some of the common elements in a traveler profile include:

1. Personal information

Personal details about the traveler such as name, address, email address, contact number, and employee ID number

2. Travel document information

This includes passport number, date of issuance, and expiration date. This may also contain information about visa approvals.

3. Travel preferences

The traveler might have some cabin preferences (economy, business, first) along with their favorable seat (window, middle, aisle). This also contains the dietary preferences of the traveler. The information about travelers’ preferences for a specific airline, hotel chain, or travel insurance company is also mentioned in their traveler profile.

4. Company’s policy compliance

All companies have specific travel-related policies. They are all recorded in the traveler profile to avoid any discrepancies while booking travel products.

5. Corporate reward scheme

There are many loyalty programs offered by airlines and hotel chains for frequent travelers. The traveler profile also includes such memberships numbers or loyalty cards of the travelers.

6. Special requests

The traveler might have some special requests like wheelchair assistance or a room with wifi or a smoking area. This also contains the contact preferences of the traveler as in how they want to be communicated for their travel-related information(through mail or phone). The traveler may also specify any medical conditions or allergies relevant to the trip.

7. Expense management

The traveler’s preferred way of payment during the trip and the method of recording the expenses. It may also include their bank details for reimbursement purposes.

8. Travel history

Historical travel data including travel dates, airlines, restaurants, hotel bookings, etc are stored in the traveler profile.

9. Emergency contact information

This includes the details (Name, address, contact number) of the person to be contacted in case of travel emergencies.

Advantages of corporate traveler profile


1. Streamlined booking process

By having a detailed updated profile beforehand, the booking process becomes much faster and more convenient. The TMC need not verify and enter all the traveler’s information manually every time they plan a business trip which saves valuable time for all the parties involved.

2. Personalized travel

The airline facilities and hotel bookings along with the food and general preferences can be customized according to the individual traveler. The platform also allows the traveler to update their preferences which can be used to recommend the most relevant travel products that align with their needs and interests.

3. Loyalty programs

Airlines need various information about frequent travelers to reward them with membership perks, discounts, and exclusive offers. By having a traveler’s profile, airlines can directly review the customer’s travel history and avail of different benefits.

4. Faster check-ins and security checks

A pre-registered profile may help the traveler to skip the long queues at security checkpoints at the airport. TMCs have contacts with the airlines and they can provide programs like TSA Precheck or Global Entry to their frequent customers.

5. Customized travel

By making a traveler’s profile, the TMCs can create a database about their customer’s preferences from which they can analyze and derive consumer habits and behaviors. This helps tailor customized recommendations of travel packages to travelers.

6. Direct communication to the traveler

In case of any cancellations or delays, the travel providers can directly contact the traveler for seamless communication. The preferred contact method of the traveler is shared with the travel suppliers by the TMC. It helps in effective and faster communication.

7. Updated travel documents

By having a detailed travel history of the traveler, the TMC can track and inform the traveler if their visa or passport needs an update. They can also ensure to maintain a loyal relationship with the hotel chain and airline memberships.


A business traveler needs comfort at all times while traveling for a corporate job. Having a pre-registered corporate traveler profile with their trusted TMC, they ensure to avoid last-minute mishaps and cancellations. Maintaining a traveler’s profile also helps the travel agency in multiple ways. It creates a database that can be used to extract insights in an organized manner. It helps the TMC in making quick decisions as the traveler profile guides them in one particular direction and avoids guesswork. There is only one important thing to keep in mind while creating an option for a traveler’s profile in GDS, TMCs must make sure that the sensitive data of the customer remain secure and protected from outside access.

Suggested Read: Corporate Travel Guide To Manage Trips Like A Pro!

Corporate Traveler Profile FAQs

What is a GDS system?

A GDS (Global Distribution System) is software owned and operated by a company that provides a platform to find, book, and manage different travel products listed by travel providers. It makes the entire travel booking procedure automated and productive.

How to make sure that the traveler’s information is secured in a traveler’s profile?

The traveler must make sure that the TMCs have an SSL certificate installed in their GDS software. This keeps all the data secure from unauthorized access and safe at all times.

How to decide what elements to add to a traveler’s profile?

This decision lies in the hands of the TMC. It depends on the specialized service provided by the travel agency. They may add some additional elements about the traveler that they think can provide a better travel experience to the business traveler.

What does customized travel include?

A customized travel experience involves the traveler’s preferred airline, cabin and class, hotel chain, hotel room, dietary options, and medical amenities.


Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.