New Group Travel Management Software Saves Time, Money and Migraines

Posted on November 27, 2012 by

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FORT LAUDERDALE, Fla. — Technology has reached the point of allowing businesses to run remotely through web-based software, opening up opportunities for more things to be done. The newest member of the tribe is PowWow Smart, a software that simplifies the ground transportation aspect of events management.

Eliminating errors
To “pow wow” is to meet, so the software’s inherent promise is to help people gather intelligently. This is achieved first by the software’s ability to automate the input of manifests and grouping of travelers into vehicles. The user interface has been streamlined into a simple, intuitive dashboard that makes it easy to use.

PowWow Smart instantly validates attendee information and identifies errors.
PowWow Smart instantly validates attendee information and identifies errors.

One of the more tedious aspects of group travel is managing manifests. Previous software required the manual input of manifests through Excel-based programs, but PowWow Smart lets users upload a group manifest directly to the system, which eliminates manual data entry errors.

“We’ve heard from operators [who] are saving 60-80% of their time in terms of not having to rework messy manifests,” says Evan Michaels, CEO of PowWow Smart. “It makes a tremendous positive impact when operators go through PowWow Smart instead of manually entering manifests through Excel.”

Once a manifest has been uploaded, the system checks to make sure that all the required passenger information, including flight information, is valid and that there are no duplicates. When a flight number doesn’t exist or match up with the time listed on the manifest, the system notifies the user, points out which passenger has invalid information, and allows for easy correction via uploading a corrected manifest or inputting the correction directly from the dashboard.

“The validation features are among the favorites for people using the system,” says Frank Schnur, chief marketing officer of PowWow Smart. “They catch errors and correct them early in the process, before it gets difficult to make changes.”

After validating all the information, the software automatically groups passengers into the most economic and efficient combination of vehicles according to parameters set by the user, which can be tailored to help users fit within a budget or make special arrangements for VIP travelers.

“The parameters can be easily customized, so you can create different wait windows at the airport and specify the types of vehicles that will be used; if you have VIPs, the system identifies them, and you can decide if they will ride in their own vehicle or if they will ride with the rest of the passengers in a larger vehicle,” Schnur says.

By reducing the number of vehicles used and grouping passengers in larger vehicles, operators and planners can promote a green angle by highlighting the reduction of carbon emissions deployed into the atmosphere.

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