What is a dynamic travel policy and how can it benefit your organisation? - Click Travel

If you think that travel management isn’t the most fashion-led industry out there then you’d be correct.

Travel management isn’t, or certainly shouldn’t be, influenced by trends and fads that seem to disappear before they began, but more forward thinking travel management companies (TMCs) focus on improving timeless classics – and that’s exactly what’s happened with the introduction of the dynamic travel policy.

What is a dynamic travel policy?

A dynamic travel policy is like a traditional travel policy, only better. Whereas more traditional travel policies are usually a static set of guidelines that mandate what can and can’t be booked, a dynamic business travel policy’s controls will adapt depending on the options available at the time of booking.

For example, instead of stating that a rail ticket must be in standard class, a dynamic travel policy would say that the ticket must be within X% of the cheapest option.

This really is the best of both worlds in the sense that it affords the person booking a certain amount of choice, but concurrently controls costs, delivering the best value whilst providing a great user experience – which is why Click have pioneered the use of a dynamic policy for some time now.

How can implementing a dynamic travel policy benefit your organisation?

Less leakage and an increase in policy compliance  –  Many organisations are keen to avoid implementing a travel policy that is too dictatorial in its nature and Click’s experience suggests that they’re right to be – trying to enforce an incredibly strict travel policy, particularly when travellers have no prior experience of adhering to a policy, can sometimes be too stark a change, leading to an increased amount of leakage and out of policy bookings.

Introducing a dynamic policy, however, can combat this, as travellers are free to book hotels or types of travel that they wish (providing the rate falls within a certain % of the budget) rather than being limited to booking with a certain brand or ticket type exclusively. This gives travellers much less motivation to book out of policy.

Allows flexibility and choice for travellers  –  Organisations are starting to value the culture that operates within their offices and between their employees more than ever before, with many keen to promote cultures of freedom, flexibility and trust.

Using a dynamic travel policy can really be conducive to this type of organisational culture, as allows travellers and bookers the freedom to book whichever class of travel or star rating they see fit – as long as it comes within a certain % of the specified budget. This flexibility is often greatly appreciated by travellers who frequently find themselves travelling away from home and can be seen as a vital component of a harmonious, ‘give and take’ culture.

Produces more budget-friendly rates  –  Although some organisations might feel that the flexibility afforded by a dynamic travel policy could compromise cost savings, the truth is that it can actually boost spend reduction efforts.

Traditional travel policies usually mandate the star-rating of a hotel or class of train ticket in an effort to keep spend under control, meaning that first class tickets or 4 star hotels are usually unable to be booked – even if their rates or fares are actually lower than a standard ticket (usually at off-peak times) or 3 star hotel. However, implementing a dynamic travel policy allows these lower rates to be captured within search results and then booked, which in turn helps to consistently reduce travel spend.

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About Author:

Rachael Howes-Tonks


Rachael is Click Travel’s PR and Content Marketing Executive and is responsible for all of our digital and print content, packaging up and presenting the wealth of expertise at Click in a way that works for you. Follow