The 30-Day Transition Roadmap

This timeline provides a framework for a controlled and efficient transition. It is designed to align internal teams and hold your new TMC accountable for a successful launch.

Week 1 (Days 1-7): Internal Alignment and Data Collation

The initial phase is focused on internal preparation and establishing a solid foundation for the change. This is about organization, not execution.

• Stakeholder Kick-Off: Convene a meeting with key stakeholders from Finance, HR, Operations, and executive leadership. Clearly articulate the reasons for the switch and define what success looks like. Assign a single point of contact to liaise with the new TMC.
• Formal Notice to Incumbent: Provide written notice to your current travel agency as stipulated in your contract. Request a clear off-boarding process and a final date for new bookings.
• Data Gathering: Compile all necessary information for transfer. This includes traveller profiles (names, loyalty numbers, contact details), a master list of unused flight credits, existing corporate agreements with suppliers, and a copy of your current travel policy.

Week 2 (Days 8-14): New Partner Onboarding and Data Migration

This is where your new travel partner demonstrates their value. A high-touch, human-led approach is critical to ensure no data is lost in translation. This phase separates process-driven partners from impersonal platforms.

• Dedicated Advisor Introduction: Your new TMC should assign your dedicated, named travel advisor. This individual, not a generic onboarding team, should personally oversee the entire data migration process. They will be your single point of contact moving forward, ensuring accountability.
• Secure Profile Transfer: The dedicated advisor manages the secure transfer and rebuild of all traveller profiles into the new system. They will manually verify frequent flyer and hotel loyalty numbers to ensure continuity of status and benefits.
• Unused Ticket Credit Management: This is a critical financial control step. Your advisor will take ownership of your unused ticket credit file, loading it for immediate use and establishing a tracking system to prevent breakage.

Week 3 (Days 15-21): Policy Integration and Supplier Negotiation

With the core data in place, the focus shifts to integrating your company’s rules and commercial agreements. For larger organizations, this ensures compliance and cost control from day one. This is a core component of enterprise-level travel solutions.

• Travel Policy Review: Your dedicated advisor reviews your existing travel policy, identifies any gaps, and programs the rules (booking windows, class of service, approval workflows) into their booking environment.
• Supplier Agreement Transfer: Your new TMC works to have your negotiated corporate rates with airlines and hotels loaded into their system. This ensures your travellers have access to your preferred rates. They can also leverage their own supplier relationships to enhance or supplement your programme. For instance, ensuring your Air Canada for Business account is properly linked is a key step for many Canadian companies.
• Payment and Invoicing Setup: Finalize the setup of corporate credit cards or central billing accounts. Confirm the invoicing format and reporting schedule to meet the requirements of your finance department.

Week 4 (Days 22-30): Communication, Training, and Go-Live

The final week is dedicated to preparing your team for the change. Clear, proactive communication is essential to build confidence and ensure a smooth launch.

• Internal Communication Plan: Draft and distribute a clear announcement to all travellers and travel arrangers. The memo should explain the change, introduce the new booking process and contact person (your dedicated advisor), and state the official “go-live” date.
• Traveller Training Session: Host a brief virtual meeting led by your new dedicated advisor. This session should cover the new booking process, emergency support protocols, and introduce any relevant technology, such as a mobile itinerary app.
• Go-Live and Support: On the launch date, your new TMC should be fully operational. The first few bookings should be monitored closely by your advisor to ensure the process works as expected. The transition is not complete until the first few trips have been successfully taken and expensed.