Traveler safety
Know who's affected, and that they're safe
When something happens, the first question is who's there. silentVIP matches the incident to the trips on file, contacts each traveler, records every answer and escalates anyone who hasn't replied.
Walk-through
From alert to everyone accounted for
Worked scenario
A winter storm in Chicago
Monday 07:40: alert
Our team confirms a winter storm warning with expected ground stops at O'Hare and opens an incident for Chicago, Tuesday to Thursday.
07:45: affected travelers
Four travelers have trips overlapping those dates: three staying in Chicago, one connecting through O'Hare.
08:05: first contact
Check-in messages go out by email, with a phone follow-up for the traveler due to travel that morning. Our commitment: first contact attempt within 30 minutes of an incident being confirmed.
09:30: responses
Three are recorded safe. The connecting traveler needs help: we rebook them through Detroit and hold a hotel near the airport. One hasn't replied.
11:00: escalation
The unanswered check is overdue and escalated to the travel manager, who reaches the traveler through their own team. Recorded safe at 11:20.
Thursday: closed
The incident is closed, with a full record of who was contacted, when, and how they answered.
Controls
Locations and restricted destinations
- Locations come from the trips on file: destinations, hotels and itinerary locations. We don't track phones.
- Restricted destinations can require approval for every trip, or be blocked from booking, in the travel policy
- Monitoring: Incident monitoring 24 hours a day, 7 days a week
Specialist help
Arranged through your providers
Medical evacuation, security advice and insurance claims come from the specialist providers your company contracts with. We'll record their contact details and procedures on the program so we can hand over quickly.
Responsibilities
Who does what in an incident
| Service | silentVIP | Your company or its providers |
|---|---|---|
| Finding affected travelers from trips on file | Yes | |
| Contacting travelers and recording responses | Yes, alongside your travel manager | Your travel manager and line managers |
| Rebooking, new hotels and transport | Yes | |
| Medical assistance and evacuation | Hands over and records it | Your medical assistance provider |
| Security advice and protective services | Hands over and records it | Your security provider |
| Insurance cover and claims | Supplies booking records | Your insurer or broker |
| Duty-of-care policy and decisions | Follows your instructions | Your company |
Evidence
What you can measure from week one
Every figure below comes from your own bookings in the portal, from the first trip. No benchmarks, no borrowed case studies.
Policy compliance
The share of bookings in policy, every exception with its justification, and who approved it.
Budget against spend
Spend by department, project, supplier and traveler for any period, set against each department's budget.
Allocation coverage
The share of spend carrying an entity, department and project code, so month-end gaps show before close.
Money owed back
Refunds requested, processing and received, with outstanding and recovered kept separate.
Unused ticket credits
Every open credit by traveler and airline, with its expiry, until it's used.
Emissions
Estimated CO2e per booking using the UK government's published factors, exportable to CSV.
See all of it on our fictional demo company in the sample monthly report.
Questions
What buyers ask about traveler safety
Do you track travelers' phones?
Are trips booked elsewhere included?
Can we see personal trips in an incident?
Do you provide medical or security services?
See an incident from alert to closed
We'll run a fictional disruption in the demo.
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