Guide · Travel desk
Travel desk workflow at a site: from a request email to a ticket and a pickup.
The travel desk, the guest house and transport usually receive the same email, and each one copies it by hand.
How it usually runs
- A host emails admin: guests, dates, flights, stay.
- Travel copies it into its tracker and books tickets.
- Rooms copies it into the guest-house register.
- Transport hears about the pickup late, sometimes from the guest.
- The guest has no single place to see their ticket and plan.
A better workflow
- Capture once. The request is read once, whether it comes by email, form or WhatsApp.
- Check it. A person confirms the extracted guests, dates, travel and stay.
- Approve in parts. Travel, rooms and transport each approve their piece of the same request.
- Chain the steps. When travel is approved, the pickup opens automatically.
- Tell the guest. Upload the ticket PDF and send the e-ticket to the guest on WhatsApp.
- Keep the record. Every approval and change is logged against the visit.
What to measure
| Measure | Why it matters |
|---|---|
| Requests retyped by hand | Each copy is a chance for error |
| Pickups opened after travel approval | Late pickups strand guests |
| Requests waiting on one desk | Shows where approvals stall |
Visits that end at the gate are covered in the visitor management guide.
How Sampark does it
Sampark is a site-operations control tower for mines, plants, townships and camps. A request arrives by email, form or WhatsApp; AI reads it once and pulls out guests, dates, rooms, travel, transport, access and host, and a person checks it. Rooms, travel, transport, safety and gate each approve their part of the same request. The guest goes onto the gate’s digital expect list with a QR before the vehicle reaches the booth; at check-in the host and room are alerted and housekeeping is warned 15–20 minutes out. Checkout opens the cleaning job and the live room board flips to free when it is done. Every approval and hand-off is visible to the head of admin from a 24×7 control tower, on web and WhatsApp.
Questions
What is a travel desk workflow?
The steps from a travel request to booked tickets, approved stay and arranged pickup, ideally captured once and approved by each desk on the same record.
How can the travel desk stop retyping requests?
Read the request once, have a person check the extracted details, and let each desk approve its part of the same request instead of keeping its own copy.
Can tickets be sent to guests on WhatsApp?
In Sampark, the desk uploads the ticket PDF and the guest receives the e-ticket on WhatsApp.
See it on your own data. Sampark — Every desk and guest, one spine. Book a 30-minute working session with an engineer.