Why keeping your profile current matters
When a traveller profile is up to date, bookings move faster and there are fewer avoidable errors with names, passport numbers, loyalty details and seating preferences. That helps when your team is arranging trips between Johannesburg, Cape Town, Durban, Pretoria and Gqeberha, especially if changes need to be handled after hours or between meetings.
It also reduces delays during approval workflows, invoice reconciliation and duty of care checks. If a detail is old or missing, our consultants may need to pause a booking to confirm it first, which can affect ticketing and hotel timing.
What you can ask us to update
You can send through any change that affects a traveller profile or future booking preference. We use these details for flight arrangements, accommodation bookings and event travel coordination, so it helps to keep everything aligned.
- Passport number, expiry date, nationality or full name changes
- Mobile number, office number or emergency contact details
- Email address or communication preference changes
- Seat preference, meal preference or frequent flyer details
- Hotel preference, bedding request or smoking preference
- Cost centre, approval contact or department coding
How to send a profile update request
Use the enquiry form on our contact page and include the traveller name, company name and the exact update needed. If the change relates to a passport or ID, send the new details clearly and make sure the spelling matches the document. This saves time and helps our team process it without back and forth.
If you are updating a group of travellers for a conference, meeting or roadshow, send one list with each person clearly marked. That is especially useful for rooming list management, delegate arrival tracking and event travel coordination where the same trip may involve several travellers with different needs.
- State whether the change is for one future trip or for all bookings going forward
- Include any dates that the new detail should start from
- Let us know if there is an urgent booking already in progress
Documents and details that speed things up
Some updates can be done quickly, while others need a supporting document before we can make the change. Passport updates, legal name changes and certain company billing details usually need clear proof before they are applied. That keeps your records accurate and helps avoid reissue problems later.
Please send only what is needed and make sure the image is readable. Blurry scans, cropped pages or missing expiry dates can slow things down, so a clear photo or PDF is best. If you are sending several travellers through one approval chain it helps to label each file properly.
- Passport bio page for passport changes
- Official proof for name changes where required
- Updated contact details for traveller or approver changes
- Any internal travel policy note that affects booking rules
What happens after we receive your request
Once your request comes in, our support team checks the details and confirms what needs to be changed in the profile. For business travel clients in Sandton and across South Africa, we aim to make sure the change is reflected before the next booking is issued. If a booking is already active, we will advise whether an amendment, cancellation or reissue is needed.
For group travel and events, we also check whether the update affects hotel rooming, delegate lists, arrival tracking or travel document checks. If needed we will coordinate with the relevant consultant so the update is handled in the right order.
Common mistakes to avoid
A few small errors can cause bigger delays later, especially when travel is booked close to departure. If a profile is not current, a ticket may need to be corrected, or a hotel booking may not match the traveller's actual arrival details. That creates unnecessary admin and can affect duty of care support.
Before sending your request, please avoid these common issues. It helps if the person completing the form checks the detail once more before submitting it, even when the change seems minor.
- Sending a nickname instead of the passport name
- Leaving out passport expiry dates
- Using an old phone number for traveller contact
- Not saying whether the change is temporary or permanent
- Forgetting to mention a booking that is already being worked on
Who to contact for support
Profile updates are handled by our client support and travel consultants, with support from the wider team when needed. In Sandton, Johannesburg, our local office coordinates requests for clients across Johannesburg, Cape Town, Durban, Pretoria and Gqeberha, as well as Midrand and Rosebank.
If your query is about a specific booking, include the traveller name, company, trip date and the change needed so we can route it correctly. Naledi Khumalo and the support team can then align the update with flight changes, accommodation details or event travel requirements. This keeps things moving without extra follow-up.
Useful information to include in your enquiry
To help us process your request efficiently, include as much of the following as you can. A complete request usually means fewer questions later and faster turnaround on future bookings.
- Traveller full name as it appears on the passport
- Company name and department
- Booking reference if one already exists
- The exact detail that must be changed
- Effective date of the change
- Any urgency linked to an upcoming trip
