Executive Travel Planning for Virtual Assistants

Here's a quick rundown of how to use the onboarding document and what information you should be capturing from your clients.

Note that in Dec. 2020, this spreadsheet has been slightly amended with updates to new, pertinent questions and layout.

The best way to set yourself (and your client) up for travel planning success is to ensure that you’ve captured your clients data and preferences.

Before we get into domestic and international travel and booking exercises, I wanted to first talk about how you can help your clients expedite or avoid long lines at airport security. Let's start with a brief rundown of how security currently functions.

Let’s start with TSA Precheck because it’s the most popular of the airport security screening programs. We'll cover what the program is, who can apply, what it costs, and how you can fill out an application on your client's behalf.

Global Entry is run by the US Customs and Border Protection. This program includes free TSA PreCheck but also adds the ability to get through customs more quickly when entering the US from travel abroad. We'll also cover who can apply, the cost, and how you can apply on your client's behalf.

Unlike TSA PreCheck and Global Entry, Clear is run by a private company and not the government. We'll cover how this program differs from the others, who can apply, the cost, and how you can help your client apply.

This mobile app is TSA's best kept secret (until now). Learn how this free app can help expedite your client's entry into the United States when traveling by air (internationally).

In this lecture, we’re going to discuss best practices for running general searches for domestic travel, as well as cancellation rules that apply only to the United States, and best tools to help you book flights.

When a client sends you a request to book a flight, it’s in your best interest to prioritize travel and run a flight search as soon as you can. Let's learn why it matters and what tools you can use to help ensure you always see a request come in!

Let's discuss two common booking myths: Clearing cooking and searching for flights in incognito mode (and what's really happening behind the scenes).

How can you help ensure that your clients are getting the best price in airfare? We can use a variety of tools. I recommend that you bookmark all of the tools that we cover throughout this course. PS, these are also listed on your cheat sheet!

While travel prices ebb and flow, there are certain expected times during the year that we can expect cheap (or pricey) flights. Let's dive into the best and worst times to book.

When it comes to travel scams, education is the best form of defense. The more you book online tickets, the more quickly you’ll recognize potential scams and shady sites to steer clear of.

Let’s start with sites to be very wary of: airline consolidators.

Learn the difference between Round Trip, One Way, Multi-City, and Open Jaw fares (plus how to get the best price by booking a combination of routes).

When booking flights, do pay attention to the airfare class that you’re booking. We'll learn the difference between Basic Economy, Economy, Premium and Business (or First).

When booking flights for your client, you can ask if they prefer to book using money, miles (points) or upgrades. Let’s talk a little more about those options and how to redeem upgrades or miles for a seat.

The 24-hour rule let’s you make changes or cancel flights within 24 hours of booking. Sounds simple, right? Book a ticket, client cancels less than 24 hours later, get a refund, right?

It’s a great rule, but it’s actually a lot more complicated than it sounds. Let's learn about how it really works.

Now that you know all about the 24 hour rule, what happens if your client has changes outside of that window? Let's learn about the cost to change tickets, plus how to make changes online or by phone.

Hidden fees lurk, thanks to the pandemic. Read to find out more.

Airlines constantly toy with their flight schedules, and the further ahead you book a ticket, the more likely it is you might find yourself facing a schedule change.

If that change is just a few minutes here or there, then it might not matter. But a multi-hour delay can make a real difference, especially if you’re trying to make it in time for an obligation at your arrival city.

So what are your options and are you eligible for a full refund?

Each airline will have its own baggage policy for both carry-on’s and checked bags, so it’s important to google before you book so that you can communicate any additional fees and policies to your clients.

NEW: May 7, 2025: all travelers over the age of 18 will need a REAL ID compliant form of ID to fly in the US.

What the heck is a REAL ID, anyway?

There are a few best practices that will make your life easier and take your client’s domestic travel from good to great. From creating airline profiles to checking your client in 24 hours prior to their departure, this list will turn you into a travel pro.

Did you know that every commercial airport in the world has what's known as a minimum connection time, or MCT? MCT is the amount of time the airport has determined is the absolute least amount of time an able-bodied person needs to make a connection to a continuing flight. Let's learn why this matters.

Practical test time! You’re booking me a domestic ticket and sending me a calendar invitation once everything is squared away.

After your practice, we'll cover how I find tickets and send calendar details to clients.

Don't forget to download your calendar template so you have a reference!

In some cases, your executive may want an electronic copy of their itinerary. Download your itinerary now and use it for your own clients!

In this next lecture, we’re going to discuss best practices for running general searches for international travel. A lot of the modules we’ve covered also apply to apply to international travel, like best tools for flight searches, booking directly through the airlines, and sending the calendar details.

Let’s talk codeshares! What are they and why they're a good deal for your clients!

If there’s one thing to remember about international travel, it is this: High tourist season affects prices greatly, and tourist seasons are unique to each continent. Let's dive into the best and worst times to book.

Like domestic travel changes, most airlines charge a change fee. What makes international changes so unique is that there’s really no standard across airlines.

A good rule of thumb to book by is: The cheaper the ticket, the more costly it is to make changes, but it’s exceptionally crucial to not only read about the airlines cancellation policies on their website but perhaps also consider calling them as well.

Since each airline will have its own baggage policy for both carry-on’s and checked bags, it’s important to google before you book so that you can communicate any additional fees to policies to your clients. Let's discuss how to do just that.

Your client will need a passport in order to travel internationally. Here's how to help them apply for a new passport or renew one by mail (US only).

Always, always, always google the country your client is flying into to see if they need a Visa to enter the country.

To vaccinate, or not to vaccinate, that is the question. Lucky for us, the World Health Organization (WHO) maps out what vaccines are mandatory in order to enter a country.

We'll also cover a nation-wide (US) service where your clients can get vaccinations needed before travel.

Check out the WHO vaccination guide and Passport Health in the resources.

Let's chat about traveling with kids in the US and internationally. We'll cover fees, seating, identification, and everything in between!

Sometimes you may need to book a flight with a pet (cat or dog). We'll cover what you need to know before you can book, fees, and how to book Fido a ticket too!

ESA certification info in resources.

Let's talk about airline alliances and how they can help you clients amass or book flights using points.

Airline alliances in resources.

Get the lowdown on elite status perks. From complimentary upgrades to mileage multipliers to their own customer-service phone line and waived change fees, there's a lot to love about frequent flier benefits.

So how do earned miles translate into perks? Let’s talk EQMs, EQDs, and EQSs, oh my!

A lot of airlines nowadays push their own credit cards. If your client spends a lot of money for their business, you may want to do some proactive research and suggest a card for them.

Credit cards with best perks for fliers in resources.

In this lecture we’ll discuss real ways in which you can help your client navigate the world of upgrades using either elite status, miles, or bids (typically found on international routes).

Using a travel agent often comes with a major perk: an after-hours emergency line. Let's chat about when you might want to use one to help book travel.

Regal Wings in resources.

Lost passports happen - don't panic! Let's discuss how you can help your client create a lost passport claim and get back home - stress free.

Delays, cancellations, pilot strikes, involuntary bumps, and even overnight company shutdowns (hello Thomas Cook) happen, but it doesn’t mean you or your client have to accept them.

AirHelp link in resources.

Sometimes, you need to get in touch with an airline for troubleshooting. If your wait-time on the phone is too long, try using social media to get in touch instead!

Cash vs credit cards while traveling: Who will win? We'll chat about the pro's of each in this lecture.

Visa ATM and Mastercard ATM locator in resources.

There may be times when your client needs a driver to or from an airport, event, etc. I'll share my favorite on-demand car service and show you how to request a car.

When clients want rental cars, they don’t just want you to find them a reasonably priced car. They want ease, convenience, and efficiency. Let's discuss two of the best corporate services for rentals (and one major player to avoid).

From car pickup tips to insurance to speeding tickets, we cover everything you never knew to ask about rental cars.