Business owners who travel to clients
You run your own business. You drive to client meetings, supplier visits, site visits, or networking events on a regular basis. Your calendar is your day, and right now it's lying to you.
Tuesday looks fine. You've got a 10am at a client site and a 2pm at another. Plenty of gap in between. Then Monday evening you check Google Maps and realise the drive between them is 55 minutes and you've got 90 minutes between the end of one and the start of the other. Manageable, just. Except you forgot there's usually parking to find. You end up calling ahead at 1:50 to say you're five minutes out.
TravelSync fixes this without you having to think about it. Once you've set it up, it runs every hour and keeps your calendar honest — automatically blocking the real drive time before and after every physical meeting.
- Drive times calculated using Google Maps — real traffic patterns, not guesses
- Travel blocks marked as busy, so clients or colleagues can't accidentally book over them
- If a meeting is rescheduled, the travel blocks update automatically on the next run
- Configurable arrival buffer — so you park, compose yourself, and walk in calmly
- Works around your home and office addresses — morning meetings route from home, daytime from the office
🧾 Bonus: automatic mileage tracking
Every journey is logged with distance. At the end of the month or tax year, export a full mileage report with HMRC Approved Mileage Allowance Payments (AMAP) rates already applied. If you're currently tracking business mileage manually, this alone saves you time every month.
Independent consultants & freelancers
You work from home or a rented desk, travel to client sites, and bill for your time. You're probably already good at managing your calendar — TravelSync just removes the one part that's always manual.
It's January. Self-assessment deadline is coming. You open a blank spreadsheet and try to remember every business journey from the past year. You've got some in your calendar, some in your head, some you're just not sure about. You put in what you can, write it off as "close enough", and file. You're probably leaving money on the table but you don't know how much.
For consultants and freelancers, TravelSync's mileage tracking is as valuable as the calendar blocking itself.
- Every business journey is automatically recorded as TravelSync creates the calendar block
- Export a full mileage log at any time — date, origin, destination, distance, duration
- HMRC AMAP rates applied automatically: 55p/mile for first 10,000 miles, 25p/mile thereafter
- Running total means you always know where you stand against the 10,000-mile threshold
- Filter by calendar — so you can separate client work from personal travel
The calendar blocking is valuable. The mileage tracking is the reason consultants who try it don't cancel.
Before 9am and after 5pm, TravelSync routes from your home address. During working hours, from your office or regular workspace. Both are fully configurable — so it reflects how you actually work, not a generic assumption.
Field sales & account managers
You've got a region, a client list, and a week that involves more windscreen time than most people realise. Your calendar is a patchwork of client visits, internal calls, and travel time you planned to block but didn't.
Six visits in a week. Three of them are on the same side of the region. You know how to route them efficiently. But your calendar doesn't chain them — it just shows the appointments. The drive from visit three to visit four isn't in there. You leave on time and arrive late, which is a poor way to start a review meeting with a client who's been with you for four years.
TravelSync handles journey chaining automatically. When you have multiple physical meetings in a day, it calculates travel directly from one location to the next — not back to base and out again. It understands the real shape of your day.
- Direct location-to-location routing when meetings are on the same day
- Return journey blocked when the gap between meetings is long enough to go back to the office
- Engine flags conflicts when the gap between meetings is too short for the drive — before you're on the road
- Runs every hour, so new meetings added by colleagues or clients are covered automatically
- Blocks marked as busy — so internal colleagues see real availability, not an artificially open afternoon
Note for team leads and managers: Field sales reps often can't buy tools themselves — that's a management or ops decision. If you're a rep who's tried TravelSync and wants to get it approved for the team, the pitch is simple: everyone stops being late, the shared calendar reflects real availability, and mileage claims are automatic. Worth raising with your line manager.
PAs and executive assistants
You manage someone else's diary. You book meetings you've never been to, in places you haven't researched, between appointments you didn't schedule. Knowing there's a 45-minute drive between two afternoon meetings isn't always obvious — especially when they're in different systems, or the address only appeared in the invite this morning.
You've scheduled two meetings on Friday afternoon. They don't overlap. The calendar shows 90 minutes between them. What it doesn't show is that there's a 55-minute drive between the two venues and your boss will need to park, walk through a reception, and get to the meeting room. You only find out when they call from the car park of the second venue, apologising to the client they're about to be ten minutes late for.
TravelSync means that situation doesn't happen. The drive time is blocked before the meeting is even confirmed — as soon as the meeting appears in the calendar, TravelSync adds the travel block on the next hourly run.
- Travel time appears in the calendar before each physical meeting — so you can see genuine availability at a glance
- When you're booking something new, the blocked time shows up as busy — you won't accidentally double-book across a long drive
- Works with multiple source calendars — if your exec has meetings in different calendars, TravelSync monitors all of them
- If a meeting is moved or cancelled, the travel block is updated automatically on the next run
The best recommendation for PAs and EAs is usually word of mouth — if a consultant or business owner you support mentions TravelSync, it's worth looking into together.
Virtual assistants managing client diaries
You manage calendars for multiple clients — often across different industries, locations, and calendar systems. You're booking meetings on behalf of people you've never met in person, in cities you haven't been to, for clients whose travel patterns you're still learning.
Client A has three meetings on Thursday — two in the same business park and one across town. You've left what looks like a reasonable gap. But you don't know the area, you didn't realise the third meeting is on the far side of a city centre at 5pm, and the drive is 45 minutes on a clear day. Your client finds out at 4:15 when they're still in the second meeting.
TravelSync removes the geography knowledge gap. You connect each client's Google Calendar, and the engine handles drive times, travel blocks, and meeting chaining automatically — for every client, every day, without you manually checking routes.
- Monitor multiple source calendars across different client accounts
- Travel blocks appear in each client's calendar automatically — no manual entry
- Journey chaining handles multi-stop days correctly, routing client to client rather than back to base
- Runs every hour — new meetings booked by the client or other parties are covered within the hour
- Mileage tracked per client — useful if you're also handling expense claims or reporting
The geography gap is real. A VA managing diaries for a sales consultant based in Bristol doesn't intuitively know that two back-to-back meetings in the M4 corridor are actually 40 minutes apart. TravelSync fills that gap without requiring local knowledge.
Coming soon: a dedicated agency mode where you can manage multiple client accounts from a single TravelSync login — switching between clients, running the engine per client or all at once, and seeing mileage across all accounts. See the roadmap.
Fleet managers & field operations teams
You're responsible for a team of drivers — field engineers, sales reps, technicians, care workers, delivery staff. Each one has a calendar full of site visits, client appointments, or service calls. Right now, mileage is either self-reported at the end of the month or not tracked at all. Travel conflicts get spotted in the field, not in the office.
Twenty drivers. Each submits a mileage claim on the last Friday of the month. Some are detailed, some are rough estimates, some arrive three weeks late. You spend half a day reconciling numbers that nobody can fully verify, approving figures you can't audit, and chasing the two people who still haven't sent theirs. Then you do it all again next month.
TravelSync logs every journey automatically as it happens — date, origin, destination, distance, and duration — for every driver, every day. No end-of-month scramble, no self-reported estimates, no spreadsheet archaeology.
- Every journey recorded automatically when the engine creates a travel block
- HMRC AMAP rates applied at the correct threshold — 55p/mile to 10,000 miles, 25p/mile thereafter
- Exportable mileage reports per driver, per date range, in CSV format
- Travel conflicts visible in each driver's calendar before they're on the road
- Runs hourly — new appointments added by coordinators or clients are reflected within the hour
🧾 Mileage your finance team can actually use
TravelSync exports clean, structured mileage data with dates, routes, distances, and calculated reimbursement figures. No chasing drivers, no manual verification, no guesswork. Coming soon: direct export in Xero and QuickBooks import format.
Fleet management features — including a central fleet dashboard, per-driver reporting, and approval workflows — are on the roadmap. See what's coming.
Anyone who regularly goes out of office
You take leave, attend courses, go to conferences, or occasionally call in sick. Every time, there's a mental checklist: set the out-of-office, remember to turn it off, hope you wrote it clearly enough, wonder if you forgot anyone. TravelSync takes that off your plate entirely.
You're halfway to the airport when you realise you forgot to set your out-of-office. You open Outlook on your phone, thumb through the settings, type something hasty, and hope for the best. Three days later you're back at your desk and your OOO is still running. Your first client email of the day gets an auto-reply saying you're on a beach in Portugal.
TravelSync's OOO auto-responder is triggered by your calendar, not a manual toggle. Add #holiday to a calendar event and the right reply goes out automatically. When the event ends, it stops. No toggle to forget.
- Multiple rules — different messages for holiday, sick leave, training, conferences
- Replies sent from your own Gmail or Outlook account, threaded into the conversation
- One reply per sender per absence — no one gets spammed
- Personalised with the sender's name and your return date
- Return date auto-adjusts for weekends (Saturday/Sunday becomes Monday)
- Optional travel block suppression — no orphan blocks on days you're away
- Activates and deactivates automatically based on calendar event dates
✉️ One less thing to remember
The whole point is that you don't have to think about it. Set up your rules once, and every future absence is handled. Add a hashtag to the calendar event and forget about it — TravelSync does the rest.
The OOO auto-responder is available now. Learn more about how it works.
Whatever your week looks like, the same four things do the work: automatic travel blocks, HMRC mileage from your calendar, calendar-triggered out of office and departure alerts and daily briefings.