Watch – Travel Itinerary Upload

It has hit twelve o’clock when the webinar is due to kick off. Firstly thank you to everybody who’s joining us this morning, taking time out of your schedule to go over the latest software enhancements. One of the latest software enhancements with JESI being the travel itinerary upload.

Now due to the fact we do have limited time on today’s webinar, if you do have any questions or would like to know more, the last slide will have contact details on there, where you can get in touch. I will leave that up for a few minutes after the presentation, so during the presentation if you have any questions write them down and take the details details down at the end, and we’ll get back to you as soon as possible with any any questions you might have.

Employee Travel Safety

If the safety of your travelling workforce is important to you, prioritise their safety and find out how your organisation can monitor your travellers without a ‘big brother’ approach. Watch the full JESI DEMO.

For those that may not have had any exposure to JESI in the past, just a brief overview of JESI and what it is. JESI is a cloud-based journey management software solution for organisations that have a mobile workforce. JESI uses existing technology through text messaging and emails.  JESI sends automated escalation notification to emergency contacts if a traveller fails to check-in at a destination. JESI automates the existing manual journey and travel risk processes.

How does that all fit into place, and what does a journey look like in JESI?

On the screen in front of you here, there are two ways a journey can be created in JESI. A traveller themselves can create a journey or a journey can be created on the traveller’s behalf. What we’ve got here on the left-hand side, is the journeys being logged into JESI, the traveller will commence the journey, all going well, the traveller will check-in at each checkpoint at a predetermined time frame where they say they will be at their destination, and their journey complete.

If however, the traveller misses their check-in, an automated alert will be sent to the emergency contact within JESI, to notify that the traveller has failed to check-in at a destination. That will be sent via email and SMS message to the emergency contact. From there the emergency contact will then contact the traveller, asking them if they’re okay, and if they are ok they are to check-in.

If the emergency contact cannot contact the traveller, then that’s when internal organisational emergency procedures would take place to try and locate that particular traveller.

So what do we know? Through the feedback we’ve received from clients, current industry challenges managing journeys whether that be domestic or international can include, having visibility over travel associated with flights and accommodation.

The process at the moment is paper-based which you know run the risk of getting lost or they are time-consuming. Both existing processes can be if they are paper-based, manual and like I mentioned time-consuming.  The recording of the movement on a paper form can be again cumbersome to actually complete.

Which then relates to the processes that the costs associated with managing the health and safety of employee can become expensive if out of date processes are being used. When you think about the labour time that it potentially takes for the traveller, or it could be the manager, it all adds up over the course of time.

Why do customers buy into the JESI solution?

Utilising the travel itinerary uploaded, it’s really fast and simple process. All that’s required and we will touch on this in the next couple of slide. Is an email to be sent with an itinerary attached to a specific JESI email address, now the traveller can do this themselves or this can be completed on behalf of the traveller. What that will then do, is JESI will then read the information on the itinerary and JESI will create a journey based on that information.

A whole of business solution to provide visibility over where mobile employees travel.  Very easy to add the travel itinerary to an email and just forward that off to the JESI address to create that journey.

Now another feature why customers are buying JESI is our audit log.

From a compliance perspective, all communication that takes place between JESI and the traveller are time-stamped and dated and can be easily viewed no matter where you are providing you have your smart device or you have your computer with you. It’s just one of the benefits of being a cloud-based solution.

The automated process of simply attaching an itinerary to an email is going to significantly reduce the time that would potentially spend using a paper-based form.

How the actual itinerary upload works, as I mentioned previously there are two options that can be used. Two ways that an itinerary can be uploaded. One is the traveller to upload it themselves, or the itinerary to be uploaded on the traveller’s behalf.

Traveller uploading their itinerary themselves

You’ll see the email on the slide in front of you here, we have the address, this email is being sent to trips@jesims.com.au. I’m going to upload this itinerary for myself coming from my email address.  JESI will then match the email address this email is coming from, to the email address it has in JESI, in the system, and then put that information together, and then create a journey based on the details that are on the itinerary.

I have sent it to that address. I’m attaching my itinerary. You don’t need to put a subject heading in. It’s worthy to note that this is a pre-recorded demonstration video, and not in real-time. There will be a couple of minutes that you will need to allow for before the itinerary or the journey will be created in JESI. But for this purpose from the itinerary that I did send across to JESI, that has now created a journey for me, based on the details based on that itinerary.

It was saying here that my itinerary that I just went on, is from Townsville to Brisbane. It is worthy to note that we understand that it might not be a traveller’s full checkpoint or meetings or destinations that they will be going to, whilst they are travelling.

The information that is placed on that itinerary, JESI will put the information off, so your starting point to the airport you are going to, the accommodation that you’re checking into, if you have additional flights whilst you are in that location or on that itinerary, all that information will be added to JESI and a journey created.

However, understand that if a traveller then may have additional appointments or meetings where they need to log those meetings within JESI. They can simply go into that journey, add additional checkpoints, potentially adjust the times that they are due to check into a hotel or leave hotel, and that is a very simple process of editing the journey adding in those checkpoints, the dates, the times and just adding that to the itinerary that has been uploaded into that journey into JESI. It’s just a couple of additional steps if required to do so.

The email you can see on the screen at the moment is if I am creating a journey on the travellers behalf.

Uploading an itinerary on the traveller’s behalf or a colleague’s behalf.

You’ll notice here compared to the first email I have now, I’m addressing the itinerary to the traveller and I am cc’ing the trips@jesims.com.au email.

This email when it gets to JESI is going to identify that the actual traveller is Kathy Wilson and will create the journey for Kathy, based on again, the information that is on that itinerary.

Send the email to Kathy, I’m cc’ing trips in, I’m adding my itinerary, sending through to JESI and then just another view, again not in real-time, that creating that journey for Kathy.

If there are any edits to take place, adding additional checkpoints, or changing the accommodation check-in times etc, the edit on the journey you can see here that’s been created, you just click onto that and then go through into that particular journey, at those checkpoints or edit the time frames etc.

Both processes, it’s a very simple process to use, it eliminates the need for a manual process as such unless there are any edits required. Again it’s very easy, again to create a journey, open an email, attach the PDF or the itinerary, send it to the JESI email address the journey is created. From a traveller’s point of view, they will then receive the notifications to check-in based on the timeframes that are on that itinerary.

From a traveller if you were uploading your journey yourself there is very minimal contact you need to do to create the journey,  it’s just remembering to check-in at your checkpoints, replying to the JESI text message to say that you’ve arrived, and it’s that simple of a process.

The webinar has gone a little bit faster than expected, because A. it is a very simple process to follow however on the page here if you do have any questions that would like to know additional information, how this could  potentially assist your organisation, please take down the phone number and the email you do see on the screen and one of our customer solutions representatives will be in touch to discuss further.

Again this is the overview of the travel itinerary upload if again, you do have any questions I’ll leave these details up on the page, on your screen for a little bit longer. Please reach out to us and thank you again for taking the time to join the webinar today and hope everybody has safe travels. Alright thank you so much and take care.

If you have any questions please contact customersolutions@jesi.io.

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