Solution.
Stagecoach previously used several different suppliers to manage their accommodation and travel requirements, which resulted in challenging authorisation processes as hotel bookings were managed offline and it limited the potential for self-service.
Following a comprehensive procurement exercise, we were chosen as Stagecoach’s partner of choice for their travel and events, and we wasted no time in getting them up and running.
Implementation began in late 2020, with an initial scoping meeting between us and the Stagecoach team. A communications and online training campaign was then piloted to 28 Stagecoach superusers, giving us the opportunity to ensure the service and booking tool met their requirements and was fit-for-purpose prior to ‘going live’.
Next came a welcome message to all potential service users. At this point, our Implementation Manager and the team would usually carry out online training sessions. However, Stagecoach’s Senior Technical Project Manager was so confident in our system that she wanted to fully understand how to use it and get the best out of what was available so asked our Implementation Manager to sit in on two online training sessions for back-up (if needed).
As Stagecoach wanted to streamline the booking process and be able to book in multiple ways, we implemented an online and offline travel booking tool through a digital portal and app, all with support from the offline team for more complex travel and group bookings, as well as the appropriate approvals and policy built-in. The service went live to Stagecoach in early January and we now have c.380 users.
With new people onboarding all the time, we worked with the team at Stagecoach to establish a regular HR feed of new recruits, ensuring all users were set up and completed the online training within the booking tool.
The Senior Technical Project Manager said, “This integrated way of booking travel and accommodation was new to Stagecoach and was welcomed by the majority of staff who had used online systems in previous roles. The training and support offered by Agiito was excellent as part of the rollout and continues today as the system is fully embedded”.
Whilst also working alongside the Stagecoach Finance team, we linked the travel management system with other core business applications for a smarter and simpler authorisation and invoicing system.
“The shift from raising potentially multiple purchase orders for travel and accommodation, the ease of identifying upfront what is within our expenses policy and the clear confirmation of bookings have been the three top benefits of the system – build in the savings we have been able to identify on some bookings (via negotiated hotel rates in London, Manchester, Mansfield, Leicester and Stockport) means the benefits are seen across the board.
“The transition from how we used to book travel to now using the Agiito system has been easy for system users, who provide positive feedback and extol the benefits of the system. As staff start to travel more, people are welcoming the opportunity to manage their own travel bookings through a single portal, with a single itinerary being one of the most commented upon benefits.” - Senior Technical Project Manager.
Objectives.
Stagecoach wanted to work with an experienced travel management partner and implement a single solution to improve the travel booking procedures and invoice processes.
High-quality reporting of bookings with clear, detailed analysis and trends was also key, as Stagecoach required full visibility of their spend to appreciate those all-important future saving opportunities!
Results.
This successful implementation led Stagecoach to award Agiito their car hire contract, which is currently being implemented.
Within five months of going live, moving from multiple suppliers and the majority working offline – Stagecoach’s online adoption levels have exceeded expectations: Air is currently 91%, smashing the 60% target; rail is sitting at 92%, just shy of the 96% target; hotel is at 47%, a little short of the 57% target.
The transition from how we used to book travel to now using the Agiito system has been easy for system users, who provide positive feedback and extol the benefits of the system. As staff start to travel more, people are welcoming the opportunity to manage their own travel bookings through a single portal, with a single itinerary being one of the most commented upon benefits.
Senior Technical Project Manager, Stagecoach Group
Implementation and unmanaged spend.
Stagecoach, a market leader in delivering greener, smarter travel across the UK, required an experienced travel management company to consolidate their spend and suppliers.
What's next.
Stagecoach now benefits from a consolidated view of what was their unmanaged spend, resulting in an ongoing strategic plan to address and fine-tune their travel policy, reduce spend via proactive contract review and advice from their Strategic Account Manager, all whilst saving precious time on supplier engagement to name just a few.
Safeguarding staff welfare is essential, especially under current times, so we’re currently working to implement enhanced traveller tracking, and loan female traveller support.
The post-implementation survey showed 10/10 in all five questions and the following testimonial:
“Working with Agiito was so easy, with the initial relationship being built with the Implementation Manager Molly Winterton – her knowledge and expertise in the whole process made the initial set-up and roll out a painless process.
We had a few internal issues to overcome, which Molly and the team managed without challenge and some late changes were also dealt with quickly to ensure the solution, when it went live, was what we wanted.
I think Agiito’s ability to respond quickly to our requests has been very refreshing – this is not always the case with third party system suppliers. Helpful advice regarding the pilot approach, go-live communications and staff training made the introduction of the system an easy proposition to promote.
We have expanded our original requirements (adding car hire) as the solution was seen as a positive benefit very quickly and the addition of Agiito’s own new developments, such as online car hire, means the positive feedback received grows month on month.
As the system has embedded in the company, with new users coming on board all the time via a regular HR feed, the positive engagement with our Account Manager – Lisa Swithenbank - continues, and the partnership is going from strength to strength.” Senior Technical Project Manager, Stagecoach Group.