Frequent flyer checklist

How to manage frequent flyer accounts for business travelers

Drowning in points programs? It can feel like a lot of extra work to manage frequent flyer accounts and loyalty programs. Most travel providers have them, so the options are endless. How do you decide which ones are worth a try?

Business travel expenses can add up and often have requirements like flexibility and last-minute trips. Loyalty programs can have a big impact here since many of the perks needed for efficient corporate travel are offered to frequent travelers. Having a system in place to evaluate loyalty programs and then track travel rewards can make it that much simpler to manage a traveler's frequent flyer status.

If you don't know where to start with air miles and loyalty programs, read the free frequent flyer checklist to get you started.

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Contents

What types of frequent flyer programs are there?

Pick your own adventure, for points programs that is. Just like the wide range of travel suppliers, the world of loyalty programs has every flavor and combination you can think of. Airline and hotel loyalty points are just the start. Why not earn rewards points and travel benefits wherever you go? 

Loyalty programs for flights

Airline loyalty programs, frequent flyer programs, or air miles. The names differ, but this is the head honcho of travel points programs. International airlines all have their own rewards systems, and many airlines offer separate tiers of corporate loyalty programs for leisure vs. business travelers. For example, Alaska Airlines has EasyBiz, and United has PerksPlus for corporate travel.

Do a quick check for frequent flyer miles before booking a corporate flight, and you'll be glad you did. There's a chance you can avoid high fares, especially if the travel is during the busy season or booked within 30 days of flying. 

Hotels rewards for higher employee satisfaction

And then there's the VIP of loyalty programs: hotel points programs, known for offering guests an upgraded experience and a touch of luxury. Properties like the Hilton Hotels (Hilton Honors) and Marriott Bonvoy are known for their loyalty programs, but most major hotel brands at every price level each have their own points programs.

Who doesn't want to stay somewhere nice when you're away from home? Basic comfort and safety are the baseline, but extras can make a trip more productive and make it easier to transition back to the office upon return. Employees will appreciate the difference, which can make an impact on hiring and retention. By booking hotel stays to take advantage of these programs, you can earn additional perks and benefits, such as:

  • Mobile room key or digital check-in
  • Early check-in and late check-out
  • Instantly redeemable points for drinks, meals, events, or transportation
  • No blackout dates
  • Gift cards for meals and local businesses
  • Redemption options for free nights

Some hotels even offer points for other categories of travel, like airline miles or cruise credits. This is where travel vendors really get creative, offering useful additions you didn't even think of but don't want to travel without.

Loyalty programs from outside vendors are another option for collecting lots of travel points. Flying for a conference in a certain industry? See if they have a points program or discount code that can be used. If your staff are members of a professional association (or all come from the same university), they might have access to special offers as well.

Companies can earn rewards on each type of travel booking by comparing points programs with the most commonly used travel providers. There are many different frequent flyer programs for employees, and it's also important to check if your travelers are already members of additional loyalty programs through their personal travel.

3 common challenges for managing frequent flyer accounts

When you're dealing with multiple travel plans, dozens of different travel providers, and urgent travel requests, travel points can often fall into the lowest priority. These are some of the common issues with managing loyalty programs for business travelers. 

  1. Different programs, different rules. If employees typically fly on one or two airlines, you might be highly familiar with how many points they're earned and how to redeem them for the most value. But what about business trips to new countries or remote locations on a regional carrier? Check for alliances to see if your current partnerships can help you save in new areas, or ask a local expert from your travel management company (TMC) for recommendations.
  2. Missing points or membership info. Travel bookers and corporate travel systems might be missing relevant info that can get you better deals. Is there an easy way for employees to ensure their membership info is up to date? Do travelers know they can combine personal travel points with corporate travel? Do you have membership numbers saved in the system for airlines and hotels?
  3. Fragmented travel booking can lead to losing rewards status. Check with all travel providers that points carry over. An experienced TMC can handle corporate travel booking while making sure you don't miss any loyalty benefits. If you list Corporate Traveler as an admin during sign-up, we'll take over managing the program and help you maximize points with no extra effort. 

You don't want hard-earned travel points to go to waste. The good news? A few simple habits, like keeping membership info up to date and booking through one system, can make a big difference. With a bit of planning (and maybe a little help from your TMC), you’ll avoid most of the usual pitfalls and have those points working harder for your travelers. And there's even more you can do to maximize travel savings. 

The best ways to unlock elite status for business travel

Stay on top of the status of frequent flyer programs to see if you're just a short jump away from high-flying rewards. Try these expert-approved approaches to maximize travel loyalty points:

  • Choose centralized tracking. You can't measure what you can't track. Summarized data helps to keep track of where you are with each program when they all have different ways of counting points or showing program rewards. With some frequent flyer programs, flights will count for points and credits toward elite status. This can quickly get a little complicated, with two different benchmarks to hit in order to qualify for elite reward status.
  • Check your calendar. Do you know the timeline for when points are calculated? Can travelers carry over points to the next year? Loyalty programs each have different rules, though most will track over the calendar year. Plan a date near the end of the year to checkpoints tallies and see what you can use before it's gone.
  • Look at the long term. Sometimes, it makes sense to pass on the cheapest option. If saving on one flight means missing out on elite status for a frequent traveler, is it really worth it? Elite perks can save some businesses over $10,000 a year on travel. That's a lot of frequent flyer miles!
  • Aim for alliances. Airline alliance programs let you get the most out of your air miles even if travel doesn't follow a set pattern. Look for international alliances that let you build up points for travel across the world. If you travel a lot, or if you're just getting started and don't know where the next trip will be, this could be a good choice. 

The most valuable rewards programs offer a variety of ways to build points with flexibility and variety in how you can redeem them. Maximize rewards by signing up for loyalty programs where you know the rewards will be used. 

Tips for grabbing bonus points and frequent flyer miles

Looking for more value? With frequent flyer programs, a little strategy goes a long way. Why not turn every business trip into a points power-up? Learn the top tips for rounding up more travel rewards.

  • Take advantage of bonus offers. Airlines regularly roll out promotions for extra miles. Think double points on certain routes, new member bonuses, or extra miles for booking through their app or online portal. Special bonus offers can offer more points at hotels and other travel suppliers too.
  • Earn bonus points by signing up for as many corporate programs as you can since these programs are usually free to register for. It doesn't hurt to be prepared, and it really makes sense for the airlines you use regularly. To combine strategies for even more travel points, use an airline-branded credit card that can be redeemed with the alliance group you fly with the most.
  • Book with branded credit cards, usually offered by banks or airlines, which can lead to more air mile rewards automatically when they're used to pay for travel expenses. Sometimes, there's an annual fee, but it usually pays for itself after one or two trips. Alternatively, these cards often have special promotions when you're a new customer that waive the annual fee or jumpstart your points balance.
  • TMCs can boost the benefits even further. Some offer direct integration with loyalty points so that traveler profiles are automatically linked to the right accounts and bonus-earning opportunities don’t slip through the cracks. Make sure your TMC setup includes fields for frequent flyer numbers (and keep them updated) for the best results.

Finally, one tip on what to avoid: look out for blackout dates and fare class limitations. Some discounted corporate fares may earn fewer points or none at all. Understanding fare structures and booking accordingly ensures that travelers earn what they deserve. Your TMC can help with this, too.

Business travelers benefit from proper points management

Traveling for work can feel like sprinting on a maxed-out treadmill or sailing above the clouds, depending on the situation. Little details like upgrades, lounge access, or status perks can transform the experience. Travel managers who know how to earn points and perks without impacting expense reports can make sure that travelers arrive rested and ready to impress.

Benefits like free travel, free flights, and priority boarding save the business money while making the travel experience smoother for employees. Free flights or other bookings mean less time spent planning trips and searching for deals for admin staff as well. If travelers are the type who work on the go, priority boarding means more uninterrupted time to focus and plan ahead. For nervous flyers, extra time to get settled can calm anxiety about flying.  

Cross-check bookings with the frequent flyer checklist

Managing frequent flyer miles isn’t just about tracking. It’s about seizing opportunities and maximizing rewards. With the right tools and travel industry knowledge, you'll see savings multiply fast and benefits too. Get the most rewards out of every dollar of travel spending with our frequent flyer program checklist. It's got step-by-step ways to look for best-in-class discounts, incentives, and special offers.