Streamlining travel by centralising TLT’s travel management

TLT LLP sought the support of a Travel Management Company (TMC) to centralise travel and create a streamlined booking process for their employees to reduce the administrative burden linked to travel across the firm.

Historically, TLT used various booking providers and payment methods for booking travel, which resulted in high volumes of expense claims with limited overall visibility and control over travel habits and spend.

Objectives

The primary objective was to partner with a TMC to manage the travel programme for over 1700 employees and centralise booking processes through a single platform: Vibe. The tool would initially handle hotel, rail, and air bookings but later expanded to include services such as CIBT visas, taxis, car hire, and parking.

This centralisation aimed to reduce out of pocket expense claims, streamline operations and approvals, and provide an accessible system which worked alongside the internal travel policy for a straightforward and trusted booking experience for those needing to travel for business.

Solution

Clarity, was approached to deliver and implement our online booking tool, Vibe. Following thorough training sessions and a well-planned rollout, the tool was initially piloted with a select group. The feedback was positive and Clarity were able to make adjustments to the booking flow which further met TLT’s needs. By February 2024, Vibe was fully implemented across the organisation.

Key aspects of the solution included:

• Seamless integration of TLT’s existing negotiated hotel rates through the Clarity room programme and their legacy agreements.
• Comprehensive training and internal guidance to support the transition to the new system and policies.

Results

The implementation was a resounding success:

• The programme saw a significant increase in the volume of bookings as it was adopted across the organisation.
• Vibe achieved an impressive 97% online adoption rate, reflecting its user-friendliness and effectiveness.
• Stacie’s pivotal role in promoting the tool internally and developing bespoke TLT guidance ensured smooth adoption. She communicated the tool’s benefits to senior management and supported employees through the transition.

This wasn’t just about deploying a booking tool - it marked a significant shift in TLT’s internal processes and travel policy management. The result was a more efficient, transparent, and well-managed travel programme that continues to deliver value.

"The support we received throughout the implementation process was exceptional. The seamless integration of the tool and the ongoing support from the Clarity team has made a huge difference in ensuring a smooth transition.

Since launching in Feb 2024, Christie and the team have remained on hand to answer questions and address challenges, which has enabled continuous improvement across an already brilliant solution. The results speak for themselves, and I couldn’t be happier with how effective this partnership has been."

Stacie Langford, Purchase Ledger Manager, TLT LLP

Interested in finding the right TMC for you that delivers real value? Speak to one of the team today!