Delegate Travel Management & Transportation Booking | Gem
- Joe Gulino Jr.
- Oct 10, 2016
- 3 min read
Updated: Apr 25
Original Post Details
ID: 26f88870-4579-4ad7-9b75-48b0450a97c5
Slug: 2016/10/10/simplify-transportation-management-for-multiple-travelers-become-a-booking-agent
Original Title: Simplify Transportation Management - Become a Booking Agent!
Original Categories: General
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Delegate Travel Management & Transportation Booking | Gem
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Empower executive assistants to manage ground transportation via Gem's booking platform. Concur integration for seamless delegation.
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Travel Manager Resources (41151037-c613-41e6-be4c-b66105a23e7e)
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Delegate Ground Transportation Management to Your Team
An executive assistant manages travel logistics for 3-5 company executives: confirming flights, booking hotels, arranging ground transportation, matching expenses to trips. Without the right tools, this becomes tedious coordination work—phone calls, emails, receipt matching, and vendor management.
Gem Worldwide's booking platform and integration with Concur allows administrative staff to delegate ground transportation management efficiently and maintain consistency across all travelers.
How Delegation Works with Gem
Administrative Bookings via the Platform
An executive assistant can book Gem transportation directly on behalf of executives:
Create recurring bookings for executives with regular travel (Tuesday and Thursday, same time)
Book one-off trips from trip itineraries
Store driver preferences and special requests
View all active bookings and upcoming trips
Concur Integration for Seamless Management
When transportation integrates with Concur, the administrative assistant gains visibility:
Ground transportation appears in each executive's trip itinerary
Expense automatically reconciles (no receipt matching)
Cost aggregates for travel program reporting
No need to manage separate invoices for ground transportation
Mobile App Access for Real-Time Updates
Assistants can:
Check driver arrival status in real time (if an executive isn't ready, they can see the pickup delay)
Modify bookings on the fly (if a meeting ends early, adjust the pickup)
Communicate with dispatch about special requests
Access trip history and receipts for any executive
Flexibility and Special Requests
Assistants can note preferences in Gem's system:
"Executive prefers Lincoln MKT sedan"
"Include professional greeter service for international arrivals"
"Confirm timing 24 hours prior for international trips"
"Route via Route 22, not I-78"
Real Delegation Scenarios
C-Suite Assistant Managing 3 Executives:
An executive assistant manages travel for a CEO, CFO, and Chief Marketing Officer. Each has different travel patterns:
CEO: Weekly NYC to Boston (Tuesday, Thursday)
CFO: Bi-weekly NYC to Philadelphia (Wednesday)
CMO: As-needed travel to conference and client meetings
The assistant:
Sets up recurring bookings for the CEO and CFO (same time, same route)
Books one-off trips for the CMO from her Concur itinerary
Stores each executive's preferences (sedan vs. SUV, professional greeter for international arrivals)
Receives confirmation when drivers are en route
Accesses receipts post-trip for expense reconciliation
No phone calls to Gem. No receipt matching. No separate ground transportation invoicing.
Travel Manager for a 1,000-person Company:
A corporate travel manager oversees ground transportation for 1,000 employees across 5 major offices. Via Gem's platform:
Corporate travelers book their own sedan/SUV service via app or Concur
Travel manager has visibility into all bookings and spending trends
Concur integration means expense automatically reconciles
No invoicing reconciliation; one consolidated monthly bill covers all employees, all cities
Reports show usage patterns, cost per trip, and service consistency
How It Transforms Administrative Work
Without Delegation (Traditional Model):
Executive calls assistant: "Need pickup to airport tomorrow, 6 a.m."
Assistant calls Gem: Confirms availability, provides special requests, receives driver assignment
Next day: Driver arrives, executive meets driver
Post-trip: Driver provides receipt, assistant matches receipt to trip, submits for reimbursement
Time spent: 15-20 minutes per trip (phone call + receipt matching)
Friction: If timing changes, more phone calls
With Gem's Delegated Model:
Executive tells assistant: "Book my usual Tuesday 6 a.m. pickup"
Assistant books via app in 20 seconds (recurring bookings are templates)
Next day: Driver arrives; executive sees notification via app
Post-trip: Receipt appears automatically in Concur; no paper handling
Time spent: 20 seconds per recurring booking; 2 minutes per one-off booking
Flexibility: Timing change via app (no phone calls)
FAQs
Q: Can an assistant book on behalf of an executive? A: Yes. The platform supports both self-booking (executive books) and delegated booking (assistant books for executive). Access is role-based.
Q: What if the executive wants to modify their booking? A: The executive can modify via the app, or the assistant can modify on their behalf. Real-time communication with dispatch confirms the change.
Q: How does Concur integration work with delegated bookings? A: The assistant books in Gem. Concur integration means the trip appears in the executive's trip itinerary. Expense flows back into Concur automatically.
Q: Can I set up recurring bookings for multiple executives? A: Yes. Recurring templates can be created for any executive with regular travel patterns.
How to Book
For Individual Bookings:
Email: reservations@gemlimo.com
Phone: 877-GEM-LIMO
For Large Programs or Admin Delegation Setup:
Email: events@gemlimo.com
Phone: 877-GEM-LIMO or +1 732-596-0900
Online:
Register: https://www.gemlimo.com/register
Mobile Apps:
Delegating ground transportation management to administrative staff via Gem's platform frees time for strategic work—for both assistants and the executives they support.
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