Business

Travel risk management software: A buyer’s guide for business travelers in 2026

A practical buyer's guide to travel risk management software — covering key features, evaluation criteria, and how it supports duty of care for business travelers

Organizations have a duty of care (the legal and ethical obligation to ensure employee safety and well-being) to protect traveling employees. Natural disasters, political unrest, health emergencies, and security threats can escalate quickly, and without visibility and response processes, meeting safety and compliance requirements becomes impossible, potentially putting employees at risk.

This guide explains travel risk management software, its key features, and evaluation criteria. It also shows why mobile data solutions, such as Holafly for Business, are critical to travel safety.

In this article

What is travel risk management software?

Travel risk management software helps organizations track employees, monitor threats, and communicate during emergencies. Its primary purpose is to support corporate travel safety and let organizations meet their duty of care obligations. Core capabilities include location tracking, threat alerts, emergency communication, and pre-trip risk assessments.

Travel risk management software isn’t a booking tool, and it’s distinct from travel risk management as a broader organizational program. Travel management companies (TMCs) manage bookings, while travel risk management software focuses on safety for its key users, including corporate security teams, travel managers, HR personnel, and crisis management teams.

Essential features of travel risk management software

An effective travel risk management system supports visibility, communication, and response across the travel lifecycle.

Real-time traveler location tracking: The platform tracks employee locations using GPS, itinerary imports, and mobile check-ins.
Threat intelligence and monitoring: Systems monitor global threat feeds covering natural disasters, political unrest, and health advisories.
Automated risk alerts: Geo-fenced (location-based) notifications alert impacted travelers and security teams when risks emerge near an employee’s location.
Pre-trip risk assessments: Travelers receive destination briefings with safety information, health requirements, and security considerations.
Two-way emergency communication: Organizations can message travelers, conduct welfare checks, and coordinate evacuations.
Travel management system integrations: Integrations with platforms like Concur, Navan, and AmEx GBT (American Express Global Business Travel) enable automatic itinerary imports, so the risk platform knows where employees are traveling without manual data entry.
Mobile apps for travelers: Apps offer alerts, location sharing, on-the-go resources, and panic buttons.
Reporting and compliance: Built-in reporting creates audit trails, supports compliance documentation, and analyzes travel patterns.
24/7 support: Access to emergency hotlines, travel medical support, and security coordination ensures continuous coverage.
Crisis management workflows: Incident tracking tools support team coordination and communication templates.

Benefits of using travel risk management software

Travel risk management solutions deliver business value by improving safety, supporting compliance, and reducing exposure to risks.

Duty of care compliance: The software helps companies meet legal obligations by monitoring traveler locations, assessing risks, and documenting safety actions.
Faster emergency response: Real-time visibility identifies affected employees and reaches them during incidents.
Reduced liability: Automated records and audit trails demonstrate proactive safety measures and support regulatory and legal requirements.
Traveler confidence: Employees are more willing to accept international assignments and are more productive when they know safety support is available.
Cost savings: Early alerts and coordinated responses help prevent disruptions, reduce insurance claims, and avoid evacuation costs.
Centralized oversight: A dashboard consolidates traveler data, threat intelligence, and incident management.

How travel risk management software works

A travel risk management program supports employee safety through a four-step workflow.

Before travel: Automated risk assessments are sent to travelers, and the system enforces approval workflows for high-risk destinations.
During travel: The system provides continuous location monitoring, threat scanning, and automated alerts when risks emerge.
Emergency situations: Two-way communication enables welfare checks, evacuation coordination, and family notifications.
After travel: Incidents are reported, lessons are reviewed, and compliance documentation is maintained.

Key considerations when choosing travel risk software

Selecting the right travel risk software requires evaluating how well the platform fits operational, geographic, and organizational needs.

Integration capabilities: The software should integrate with TMCs, HR systems, and communication platforms.
Global coverage: Threat intelligence must provide reliable, real-time monitoring across all regions where the company sends employees.
Ease of use: The platform should be intuitive for administrators and travelers.
Mobile experience: iOS and Android apps are key for alerts, communication, and location sharing.
Support quality: Access to support teams with travel risk expertise and 24/7 availability is critical during incidents.
Scalability: The system should support the company’s growth and changing travel patterns.
Pricing model: Pricing structures should vary by traveler, trip, or platform to align with usage. For smaller teams, pricing often starts around $10–30 per user/month, reaching $150–300/user/month for enterprise.
Customization: Companies should be able to tailor risk thresholds, notifications, and workflows to their needs.

Who needs travel risk management software?

The following seven indicators should help you assess whether your organization needs this technology.

Companies with frequent international travel.
Organizations are sending employees to high-risk regions.
Businesses with duty-of-care compliance requirements.
Remote workers who travel while working.
Industries with extensive field operations, including consulting, sales, and construction.
Companies that have experienced travel incidents.
Growing organizations are formalizing travel programs.

Build a comprehensive travel safety program with Holafly for Business

Travel risk management software monitors threats, but requires connectivity to deliver alerts and enable communication with travelers. Holafly for Business addresses this issue with a business eSIM offering coverage in 160+ countries, instant activation, and no roaming fees, ensuring alerts reach travelers reliably, even in areas with poor local network coverage or high roaming costs.

When developing a travel safety program, evaluate risk management software based on travel volume, destinations, and risk tolerance, then pair it with Holafly for Business—featuring the Holafly Business Center and global coverage in 160+ countries—to ensure reliable connectivity and comprehensive duty of care for your mobile workforce.

Holafly Plans for Business include Always On (€9.95/year) with 1GB per month data for light usage, Unlimited (€57/month per eSIM) with uncapped data for regularly traveling teams, and Enterprise (custom pricing) with customizable data limits and coverage, geo-blocking, and priority customer support.

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Tom O'Leary

SEO Content Specialist

I am a Liverpool-based SEO content specialist with years of experience crafting content that connects. I combine my love for clear communication with a passion for travel and languages (currently diving into Japanese!). At Holafly, I'm here to help you understand everything about staying connected abroad, turning technical jargon into straightforward advice you can actually use.

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