Onboarding Travel Made Simple

Your new hires are stuck in email limbo.

Coordinating onboarding travel shouldn't take 47 emails. SmartTravel™ gives candidates a self-serve date picker and recruiters a single calendar for every new hire's journey—embedded right in your ATS.

60%
Less admin time
One Click
Auto-trigger on hire
Early Access See savings
Trident Staffing
JR

Select Your Departure Date

March 2026

Choose any date between March 17-23. Your recruiter has approved this window.

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Selected Date: Thursday, March 20, 2026
Estimated Arrival: Friday, March 21, 2026

The Onboarding Travel Coordination Crisis

Every new hire's first impression of your company starts with a chaotic email thread about travel dates.

47

Average emails per onboarding travel coordination (industry avg)

3-5 Days

Wasted between offer acceptance and confirmed travel date

68%

Of recruiters say travel logistics delay Day 1 readiness (SHRM 2025)

Zero

ATSs with native onboarding travel calendar functionality

The Process

Connect Approve Confirm

Three steps to eliminate onboarding travel chaos forever.

Auto-Trigger on Hire

The moment you mark a candidate as "Hired" in your ATS, SmartTravel™ automatically opens the travel module and sends the candidate a link to select their departure date.

Candidate Self-Selection

Candidates see only the approved travel window you set. They pick their preferred departure date from the calendar. No back-and-forth emails. No phone tag.

Instant Sync & Booking

Confirmed date syncs to your ATS, recruiter calendar, travel booking platform (Concur, Navan), and the candidate's inbox—all at once. Everyone's aligned.

Core Capabilities

Everything you need. Nothing you don't.

Candidate Self-Serve Date Picker

Give candidates control. They see only your approved travel windows and pick the date that works for them—no recruiter intervention needed.

Approved Windows One-Click Select Mobile-Friendly

Auto-Trigger on Hire Status

The second a candidate moves to "Hired" in your ATS, SmartTravel™ automatically launches the travel workflow. Zero manual setup. Zero delays.

ATS-Native Instant Activation No Config

Unified Recruiter Dashboard

See every upcoming new-hire travel date in one calendar view. Filter by location, role, or status. Export to Google Calendar or Outlook in one click.

Multi-View Calendar Sync Bulk Export

Travel Booking API Integration

Push confirmed dates directly to Concur, Navan (TripActions), or any corporate travel platform. Finance and ops get instant alerts. No duplicate data entry.

Concur Navan REST API

Auto Email/SMS

Confirmations to all parties

Policy Enforcement

Budget guardrails built-in

Travel Spend Reports

Cost per hire visibility

Mobile-First UX

Candidates book on the go

Time Savings Calculator

How much time could you save?

Enter your monthly hires to see your estimated time savings with SmartTravel™.

Traditional Email Method
25 hours
~30 min per hire coordination
With SmartTravel™
10 hours
~12 min per hire (60% reduction)
Monthly Time Saved
15 hours
That's ~2 full work days back every month

Based on industry average of 30 minutes per onboarding travel coordination via email

Get Early Access

Before SmartTravel™ vs After

The Old Way

  • Recruiter emails candidate: "When can you start?"
  • Candidate replies with 3 possible dates
  • Recruiter checks with ops/finance for approval
  • Ops says only 1 date works, sends counter-offer
  • Candidate doesn't respond for 2 days
  • Recruiter follows up 3x, finally gets confirmation
  • Manual entry into ATS, travel system, calendars
Total Time:
~30 minutes per hire

With SmartTravel™

  • Auto-trigger: Candidate gets calendar link on hire
  • Self-serve: Candidate picks from approved window
  • Instant sync: Date pushed to ATS, travel platform, calendars
  • Auto-confirm: Email/SMS to candidate, recruiter, ops
  • Done. Zero emails. Zero phone calls.
Total Time:
~12 minutes per hire
(60% time savings)
Integrations

Works with your entire stack

ATS-agnostic via REST API. Integrates with all major travel platforms and calendars.

Supported ATS Platforms

Cadient Workday SAP SuccessFactors UKG iCIMS
Any ATS
via REST API

Travel Booking Platforms

Concur
SAP Concur Travel
Navan
TripActions
Custom API
Your internal system
FAQ

Questions? We've got answers.

Yes. SmartTravel™ integrates with any ATS via REST API or native connectors for Cadient, Workday, SuccessFactors, UKG, and iCIMS. If your ATS has an API, we can connect to it. We also work as a standalone module if you prefer to manage travel coordination outside your ATS.
Most clients are live within 48 hours. Setup includes: connecting your ATS (15 minutes), mapping your travel policies and approved windows (20 minutes), and testing with a sample candidate workflow (10 minutes). No IT team required—our customer success team handles the technical heavy lifting.
Absolutely. You set approved travel windows, blackout dates, and budget caps per role or location. SmartTravel™ only shows candidates dates that comply with your policies. Finance and ops get real-time alerts if a travel request exceeds budget thresholds, and you can require approval before final confirmation.
Yes. SmartTravel™ is SOC 2 Type II certified and GDPR compliant. All data is encrypted in transit (TLS 1.3) and at rest (AES-256). We never sell candidate data. Travel information is only shared with your designated stakeholders (recruiter, ops, finance, travel booking platform). Candidates can request data deletion at any time.
SmartTravel™ is part of the Cadient SmartSuite, which includes SmartRegistry (background check tracking), SmartTenure (retention prediction), and SmartEngage (candidate communication). All SmartSuite products share the same ATS integration layer, so data flows seamlessly between modules. You can use SmartTravel™ standalone or combine it with other SmartSuite tools for end-to-end onboarding automation.
Candidates can update their travel date up until your configured cutoff (default: 72 hours before departure). They simply log back into the portal and select a new date from the approved window. All systems (ATS, travel platform, calendars) update automatically, and everyone gets a revised confirmation. After the cutoff, changes require recruiter approval to prevent last-minute chaos.

Stop chasing travel dates.
Start onboarding faster.

Join the Early Access waitlist for SmartTravel™. First 100 companies get lifetime preferential pricing.

No commitment. No credit card. 30-minute onboarding session.