Sign inBook a demo
Menu
For agenciesOverviewBack officeBooking importIntegrations
For corporate travelOverviewTravel policyDuty of careReporting and CO₂e
IndustriesOverviewFilm and TV productionProfessional servicesNonprofits and NGOsHigher education
ResourcesARC calendar 2026Void deadline calculatorTravel advisoriesFlight emissions calculatorTravel policy templateDuty of care checklistGlossary
PricingSecurityContactSign inBook a demo
Duty of care

Know who is travelling, and what has changed

Duty of care starts with knowing where your people are going and what could go wrong there. TripDesk365 puts booked flights on a map, shows the US State Department advisory level for every destination, follows each flight on a live flight-data feed, and gets a disruption in front of the traveller and your team.

It works on every booking with flights, including bookings imported from your GDS or forwarded by email.

The travel map

The map shows flights departing in the next 24 hours, flights in the air, and flights that landed in the last six hours. Each destination airport is coloured by its State Department advisory level, and a flight with an open disruption is marked.

Positions are live or estimated, and the map shows which. Where the live flight-data feed reports an aircraft's position, the map draws it there with a solid line. Any other flight is drawn with a dashed line at the point along its route that the schedule suggests. A live position can be a few minutes old and some way off, and a delayed flight drawn from its schedule is not where the map puts it.

A flight whose time is not known is left off the map and counted, rather than drawn in the wrong place. Travellers' names appear only for people whose role may read them; anyone else sees how many travellers are on a flight, not who.

TripDesk365 also keeps a calendar of every departure in a month, and a traveller directory with each person's next departure and disruption history.

Each traveller's emergency contact is kept with their booking and on their profile, and offered again on their next trip. Only people whose role may read contact details see it, and it never appears on a trip link, in an itinerary or in an export.

The State Department level for every destination

Each booking lists the countries the trip lands in beyond the one it starts in, connections included, with the local time there and the US State Department advisory level, linked to the Department's own page. The traveller sees the same on their private trip link.

Advisories are read from the State Department's public feed every six hours. Where the feed has more than one entry for a country, the highest level is shown. Countries are identified from each advisory's own page address, because the country codes inside the feed mix two coding systems that disagree.

When the Department raises a country's level, staff who turned on browser alerts are told if you have trips landing there in the next 60 days. See every country's current level on our travel advisories page.

When a flight is disrupted

From two days before departure, TripDesk365 follows each flight on a live flight-data feed, as long as the booking has its airline, flight number and local departure time. A cancellation, a diversion or a delay of 90 minutes or more is filed on the booking automatically. Your team can also file one from the airline's notice, often before any feed has it. Either way, this is what follows:

  1. The flight is recorded as cancelled, significantly delayed or diverted, with what the feed reported or a note from the person who filed it saying where the news came from.
  2. A work item opens in your operations queue, routed by your queue rules, with a time it must be handled by.
  3. The traveller is emailed at the address on the booking, and so is the agent who made the booking. Staff who turned on browser alerts and can see the booking are alerted, and so are Slack, Teams or a webhook if you connected one for disruptions.
  4. A message counts as sent only when the email provider accepts it. If the booking has no address for the traveller, that is recorded, so somebody knows to pick up the phone.
  5. Smart Draft can write the rebooking email from the disruption and the options your agent types in. The agent edits it and sends it, and any flight in the draft that is not on the booking or in the agent's notes is flagged before sending.
  6. Closing the work item needs a resolution: what was done about it.

Filing the same disruption twice, or the feed reporting it again, raises one alert, not two. Disruption alerts and travellers' trip links are never switched off over an unpaid invoice. Each morning from 07:00 ET, people with reporting access get a summary of yesterday's disruptions and any still open, and a quiet day sends nothing.

Gates, baggage belts and connections

  • When the feed reports a new departure gate before the flight leaves, or the baggage belt after it lands, each traveller with an email address on the booking is told, once per change. Their trip link and itinerary show the latest gate, belt and estimated times, with when they were last updated.
  • When a late arrival leaves too little time to make the next flight on the booking (under 45 minutes within one country, 90 otherwise), the person who booked it is emailed and a work item opens, with later flights on the route from the airline timetable. Seats and fares are not checked, and the traveller is not emailed automatically: the airline may already have rebooked them, so your agent decides what to tell them.

Flight data can run a few minutes behind the airport screens. The screens and the airline remain the authority, and the gate and belt messages tell travellers to follow the screens.

The traveller's side

  • A private trip link opens on any phone without signing in, with local times at every airport, the destinations and their advisory levels, and a calendar file. It never shows the record locator, ticket numbers or full names, and it stops working 30 days after the last flight or when the trip is cancelled.
  • From that link the traveller can ask for different dates. The request lands in your team's queue and an agent decides. Travellers cannot rebook themselves.
  • Browser alerts carry the booking reference, the route and what happened, never a traveller's name, because a notification can show on a locked screen.
Plainly

What it does not do

  • It does not rebook anyone by itself. Later flights are listed for your agent, who decides.
  • It does not read a traveller's location from their phone.
  • Disruption alerts go by email, browser alert, Slack, Teams or webhook. TripDesk365 does not text travellers about them.

Building a programme? Our free duty of care checklist covers what to do before, during and after a trip.

See your travellers on the map

Send us a few upcoming bookings before the demo and we will show you the map, the advisories and a disruption from filing to resolution.

Book a demoSign in