Trusted by 100s of global workforce teams
Enhance Employee Safety with a Duty of Care Travel Platform
In today’s globalised economy, a mobile workforce is no longer a luxury but a necessity. From sales teams covering the length of the UK to engineers deployed on projects across Ireland and beyond, employees are constantly on the move. While this mobility drives business growth, it also places a significant legal and moral responsibility on employers: the duty of care. Fulfilling this obligation in a complex travel landscape can be challenging, but a dedicated duty of care travel platform provides the essential tools to ensure your team’s safety and wellbeing, wherever their work takes them.
Understanding Your Legal Duty of Care Obligations
Duty of care is a well-established principle in UK and Irish law. It mandates that every employer must take all reasonably practicable steps to ensure the health, safety, and welfare of their employees while at work. This responsibility is not confined to the four walls of an office; it extends to any location where an employee is working on behalf of the company, including during business travel.
Legislation such as the Health and Safety at Work Act 1974 in the UK provides the legal framework. Failing to meet these standards can lead to severe consequences, including hefty fines, legal action, and irreparable damage to your company’s reputation. Beyond the legalities, a robust duty of care programme demonstrates that you value your staff, which is crucial for morale, retention, and attracting top talent.
How a Duty of Care Travel Platform Works
A specialised travel platform transforms duty of care from a reactive, paper-based exercise into a proactive, technology-driven strategy. It provides a centralised hub for managing all aspects of workforce travel with safety as the core focus.
Keep Your Team Safe with Roomex’s Duty of Care
At Roomex, we provide a single, powerful platform that combines all these elements, ensuring you can manage costs, streamline administration, and—most importantly—fulfil your duty of care with confidence. Protecting your travelling employees is a non-negotiable part of modern business. By leveraging the right technology, you can ensure they remain safe, supported, and secure, no matter where their work takes them.
Centralised Booking and Itineraries
The first step towards effective duty of care is visibility. When employees book accommodation and transport through various consumer websites, their travel data becomes fragmented and almost impossible to track. A corporate travel platform ensures all bookings are made through a single, approved system. This creates a complete, real-time record of who is travelling, where they are going, and where they are staying. This single source of truth is the foundation of any effective safety response.
Live Location Tracking and Duty of Care Map
The most powerful feature of a modern duty of care travel platform is a live overview map. At Roomex, our platform gives travel managers and HR teams an at-a-glance view of where every travelling employee is located at any given moment. In the event of an emergency—be it a natural disaster, transport strike, or security incident—you can instantly identify which staff members may be affected and activate your response plan without delay. This capability moves you from hoping your employees are safe to knowing they are.
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Our Features
Get Awesome Benefits
Not all travel platforms are created equal. When selecting a solution, look for one designed specifically for the needs of a mobile workforce. Key features should include:
01
Smarter Budget Control
Track, manage, and optimise your travel spend with intelligent tools that let you assign cost centres and generate precise reports at ease
02
Best-in-class Support
Our dedicated travel experts are here to support you every step of the way. Whether you're managing bookings, organising projects, planning meetings or more
03
Effortless Onboarding
Quick and easy set-up that allows you to start booking right away
04
One Regular Invoice
Get one consolidated invoice for all your hotel and travel spend
05
Duty of Care
Prioritise your travellers’ safety and wellbeing with built-in Duty of Care features, including a live booking location map to pinpoint where your workers are staying at all times.
06
Flexible Booking Options
Change plans with ease thanks to flexible booking terms, long-stay support and last-minute availability
Choosing the Right Duty of Care Travel Platform
Not all travel platforms are created equal. When selecting a solution, look for one designed specifically for the needs of a mobile workforce. Key features should include:
- A live duty of care map for real-time employee tracking.
- A comprehensive inventory of safe, vetted accommodation.
- Centralised billing and reporting to simplify expenses.
- 24/7 support for travellers and managers.
- An intuitive interface that employees will actually use.
We are workforce travel experts with over 15 years' experience
Why choose Roomex?
Travel Management Company
From
3%
per booking
- Network of high-end hotel chains
- Typically charge a service fee per booking
- Not optimised for workforce travel
- Typically remote customer support
Roomex
£
0
per month
- Access to over 2 million accommodation options
- No sign up fee
- No contract
- Cancellation charge recovery
- Purpose-built for workforce travel
- Friendly & skilled local support team
- Policy management
- Exclusive Roomex rates
- Multiple traveller allowance options
- Flexibility for long stays
- Carbon footprint reporting
- Free access to Projects & Meetings team
Make the Smart Switch for Your Workforce Travel
Safety, visibility, control. Roomex delivers a live Duty of Care map, configurable travel policies, and RoomexPay—so you can locate travelers quickly, reduce risk, and keep costs in check across every trip.
Ready to enhance your travel programme?
Book a demo of Roomex to see our duty of care features in action.