Travel and Accommodation Made Easy with TripActions
TripActions has made it easy for Boxers to secure the travel options and accommodation they need, rather than skirting their corporate travel programme in favour of the familiar. “One thing my team does is support Boxers’ — our employees’ — travel,” said Ritu Varma, Senior Director of Treasury and Shared Services at Box. “For example, how can we make it seamless for users to book their travel? And that’s where TripActions comes in.”
Because Boxers are all booking through the same travel platform, there’s a single place to access and manage the Boxers’ travel plans. With greater visibility into current and upcoming travel and accommodation, supporting on-the-go travellers is a non-issue. TripActions brought a one-stop-shop employee travel solution that makes it easy to ensure duty of care and simplifies the reporting process.
With TripActions, Box doesn’t require in-house resources to support the partnership. “We love that we don’t need a dedicated employee resource to support TripActions,” said Ritu. Implementing TripActions has enabled Box to free up internal resources from the need to manage its TMC. “We don’t have to spend IT resources or my team’s resources because TripActions is so easy to use and manage, and TripActions fully supports us. That’s business cost savings right there,” Ritu said.
And Boxers can independently manage their travel plans through TripActions’ industry-leading self-serve options in the app, or reach out to TripActions’ 24/7 365 global travel agents for support. “They don’t need to come to me to change their travel plans. They don’t need to go to the TripActions admin at Box. They can just chat with the TripActions travel agents, who are always available,” Ritu added.
Seamless Recruiting with Guest Invites
Ritu’s team isn’t the only one using TripActions at Box. The People Team streamlines employee onboarding and offboarding with the Workday-TripActions integration, which automatically adds or removes Boxers as they come or go. When aiding could-be Boxers to arrange travel, Box’s People Team relies on the guest invite feature. “The Recruiting team really likes the TripActions guest invites,” said Ritu “It’s very user friendly, and our Recruiting team is able to grant interviewees access to TripActions to book hotel or airfare according to our policies.”
Access to Data on Demand
TripActions has made forecasting travel spend easier, too. Box’s Strategic Planning & Analysis team relies on the platform’s dashboard to plan for travel spend and anticipate reimbursement. “SP&A can see when people are booking travel, hotels, and airfare, which helps it forecast,” said Ritu. “The travel might not happen for two months, but we know that spend is coming.”
The SP&A team then shares that information on who is travelling where, when, and at what cost with executive management. “Whether it’s sales, marketing, or go-to-market, no one is taken by surprise because they’re anticipating that spend,” Ritu said. “It’s much easier to get that data.”
Proactive Approach to Duty of Care
When the pandemic hit, Box created a COVID Council to keep Boxers safe and operations running. “I was part of that team from the travel side,” Ritu said. “We had to know which Boxers were travelling and what trips had been booked.”
With Boxers travelling domestically and internationally, Ritu needed access to this information on the local, state, and global levels. “Different governments were enforcing different degrees of travel restrictions, so we needed to know what was permitted, and that’s where the TripActions COVID dashboard was very helpful,” Ritu said. Through the dashboard and with its Live Traveller Map, Ritu was able to pull the information Box needed to keep its travelling Boxers safe as the pandemic unfolded. “On the internal Box council, our number one priority was keeping our travelling Boxers safe, and TripActions was key to that,” Ritu said.