Template

Traveler profile checklist

What to collect for each traveler before their first booking, with the field names a silentVIP traveler profile uses. The traveler fills in the first part; a travel manager sets the second.

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Traveler:

The traveler's profile

The traveler, or an assistant who books for them, fills these in on their profile.

• First name (required)

  As printed on the passport used for travel, so tickets are issued in the same name. Only a travel manager can change names later. Up to 80 characters.

• Last name (required)

  As printed on the passport used for travel. Up to 80 characters.

• Email

  Where confirmations and itineraries go. Up to 160 characters.

• Mobile phone

  The number to reach the traveler on the road, with the country code. Up to 40 characters.

• Date of birth

  The portal reminds travelers to add it, with their passport expiry and loyalty numbers, so the team can book without asking.

• Nationality

  As shown on the passport used for travel. Up to 80 characters.

• Passport expiry date

  Used to warn about expiry. The profile doesn't take passport numbers, so don't collect them on this checklist.

• Seat preference

  No preference, aisle, window or front of cabin.

• Meal or dietary needs

  For example vegetarian, or a food allergy. Up to 200 characters.

• Loyalty programs

  Airline and hotel programs with membership numbers, one per line. Up to 1,500 characters.

• Other preferences

  Room, car, timing or anything else the team should know. Never payment card details. Up to 2,000 characters.

• TSA PreCheck

  Tick if the traveler has it. The profile records only that they have it.

• CLEAR

  Tick if the traveler has it.

• Global Entry

  Tick if the traveler has it.

• Usually checks a bag

  Tick if they usually travel with a checked bag.

• Arrive at the airport

  How long before departure they like to arrive, from 1 hour to 3 hours, or as recommended for each airport.

• Home airports

  Up to 3 three-letter airport codes, such as JFK, LGA. Trips usually start here. Up to 40 characters.

Set by the travel manager

In the portal: Organization, Travelers. The billing entity, department, home city and policy group can also come from an HR roster file.

• Billing entity

  The legal entity invoiced for this traveler's trips.

• Department

  The department their spend is reported and allocated to.

• Approver

  Their usual approver: someone with the approver, travel manager or finance role. Leave it as Any travel manager if there's no one person.

• Policy group

  Which policy applies: Standard, Senior leaders, Executives.

• Home city

  The city or office they usually travel from. Up to 80 characters.

• Guest traveler (not an employee)

  Tick for candidates, contractors or other guests you book for.

Don't collect passport numbers or payment card details on this checklist: the profile doesn't take them.

A silentVIP template, free to copy and adapt. silentvip.com/resources/templates