How Trinity Western University saved countless hours and gained 24/7 confidence in team travel

In-house travel management becomes overwhelming

Before partnering with Corporate Traveller, Trinity Western managed all athletic travel in-house. While this gave them some level of control, it also created problems that kept getting worse.

Wendy found herself drowning in administrative tasks: endless phone calls back and forth with coaches about travel options, getting names correct on documents and managing countless name changes, tracking expenses and invoices across multiple teams, and billing extras that coaches requested with no streamlined process.

But the real stress came during emergencies. When flights got delayed or cancelled after hours, Wendy was on her own with zero support. She would end up working all hours to resolve situations for 100+ travellers across different time zones.

The challenges for the most part, was a lack of bookings being streamlined, which caused countless extra hours looking for expenses, invoices and flight receipts," Wendy explains. "Cancellations and changes would have me working all sorts of hours with very little assistance to get situations worked out.

Managing that volume of travel would stress anyone out. But when emergency situations become full-blown crises instead of manageable challenges, it's time for a different approach.

Time savings and 24/7 confidence in sports travel

The transformation was immediate. In the last 10 months, Trinity Western has already achieved a 3.37:1 ROI with  $60k in value and savings delivered. Beyond the numbers, Wendy eliminated countless extra hours searching for invoices and receipts, booking became faster and freed up time for strategic work, and streamlined processes now handle booking, billing, and tracking across all teams. Each year brought increasing projected cost savings.

But the real game-changer was the confidence factor. Coaches who are typically "hard to get on board" became enthusiastic supporters, now using Corporate Traveller even for preseason travel and extras that Wendy doesn't directly book.

I have confidence with Brianne Johnston (literally my left arm) as well as the team she works with and Corporate Traveller as a company," Wendy says. "I always know that someone has my back 24/7 to get me, or the teams, what we need as quickly and efficiently as possible.

That confidence was put to the ultimate test last year when TWU's men's soccer team was eliminated from playoffs shortly after arriving at their destination. Instead of panic and scrambling, Wendy and Brianne had already planned for this scenario. Within hours, they found flights home for all 25+ team members for the next morning.

I will never forget that weekend," Wendy reflects. "It was service way beyond measure, and I am so thankful for that.

The ripple effect reached every corner of the athletic department. 

My coaches know that they have assistance like never before," Wendy notes. "They have expressed that they are far more confident in their team trips than ever before.