Business travel planner

    Every flight, hotel and meeting—one business trip calendar.

    Build a clear, day-by-day business itinerary that keeps reservations, meeting locations, transport and personal time together. Share it with colleagues and subscribe from Google Calendar, Apple Calendar or Outlook.

    Plan a Business TripSee a Business Trip Example

    Dubai → London → Manchester

    12–16 October · first two days

    Flights · Accommodation · Meetings · Transport · Meals

    Mon 12 Oct

    Dubai → London

    • 06:20 · TransportCar to DXB Terminal 3Dubai
    • 08:45 · FlightEmirates EK 001 to London Heathrowarrives 13:05
    • 15:00 · AccommodationHotel check-inCanary Wharf, London
    • 19:30 · MealQuiet dinner, early nightpersonal time

    Tue 13 Oct

    London

    • 09:15 · TransportWalk to client office12 min
    • 09:30 · MeetingClient meeting — commercial reviewOne Canada Square, Canary Wharf
    • 13:00 · TransportTaxi to conference venue35 min in traffic
    • 14:00 · ActivityConference registrationExCeL London
    • 19:30 · MealTeam dinnerBooked for 6

    Arrival day and the first working day of a Dubai–London–Manchester trip.

    A business trip should not live across six different places.

    Nothing is lost, exactly. It's just that no single place tells you what Tuesday looks like — and colleagues keep asking for the latest version.

    Then one meeting moves, and every copy of the schedule you've sent is quietly out of date.

    • Flight confirmation, somewhere in your inbox
    • Hotel booking, a different email thread
    • Meetings, in your work calendar
    • The client's address, in a message
    • Airport car and train times, in a notes app
    • The dinner reservation, agreed verbally

    A business trip example

    Five days, three cities, one calendar

    A client review in Canary Wharf, two conference days at ExCeL, a train up to Manchester for a site visit, and a return flight — laid out as time. The trip segments by city on its own, so you always know where you are on any given day.

    Dubai → London → Manchester

    12–16 October · 5 days · 3 cities

    Flights · Accommodation · Meetings · Transport · Meals

    Mon 12 Oct

    Dubai → London

    • 06:20 · TransportCar to DXB Terminal 3Dubai
    • 08:45 · FlightEmirates EK 001 to London Heathrowarrives 13:05
    • 15:00 · AccommodationHotel check-inCanary Wharf, London
    • 19:30 · MealQuiet dinner, early nightpersonal time

    Tue 13 Oct

    London

    • 09:15 · TransportWalk to client office12 min
    • 09:30 · MeetingClient meeting — commercial reviewOne Canada Square, Canary Wharf
    • 13:00 · TransportTaxi to conference venue35 min in traffic
    • 14:00 · ActivityConference registrationExCeL London
    • 19:30 · MealTeam dinnerBooked for 6

    Wed 14 Oct

    London

    • 09:00 · ActivityConference sessionsExCeL London
    • 16:00 · MeetingInvestor coffeeNotes attached
    • 18:30 · MealFree eveningpersonal time

    Thu 15 Oct

    London → Manchester

    • 08:05 · TransportTrain to Manchester PiccadillyEuston, arrives 10:15
    • 11:30 · MeetingSite visit with operations leadTrafford Park
    • 16:00 · AccommodationHotel check-inManchester city centre

    Fri 16 Oct

    Manchester → Dubai

    • 10:00 · MeetingSecond client meetingSpinningfields
    • 12:45 · TransportCar to MAN Terminal 225 min
    • 15:20 · FlightEmirates EK 018 to Dubaiarrives 01:40 +1

    Built from Plany's own event types — flights, accommodation, meetings, transport and meals. See them all on the features page.

    When the schedule changes, update the trip—not five separate documents.

    Work trips move. Because the plan is a calendar rather than a list, a change shows you its consequences straight away — and anyone who has subscribed to the trip reads the updated version without you sending anything.

    A client moves the meeting two hours later

    Drag it. The travel time you put either side of it is still right there, so you can see immediately whether the train still works.

    The flight changes

    Update the flight once. The day around it — the car to the airport, the check-in, the evening — stays visible in relation to it.

    The hotel stay gets extended

    Move check-out a day. The trip grows with it instead of leaving a stale line in a document.

    Personal time needs rearranging

    Free evenings and quiet blocks are real events, so they get moved rather than quietly lost when work expands.

    A train moved to a later departure, a dinner added for the team — same gesture, same trip. Nothing to re-export.

    Everything in the place it belongs

    Flights and arrival details

    Flight number, departure, arrival, terminal notes — as time on the day it actually happens.

    Hotels and check-in

    Check-in and check-out as their own events, so a late arrival or an extended stay is visible.

    Meetings with addresses and notes

    Meetings are a first-class event type. Search Google Maps from inside Plany and the address comes with it.

    Ground transport between appointments

    The car, the tube ride, the intercity train. Put the journey on the calendar and the gap stops being guesswork.

    Meals and team dinners

    Client dinners and team meals sit in the schedule with the venue attached.

    Personal time around work

    A free evening, a gym slot, a call home. Work trips are still days, and days have space in them.

    Notes and reference details

    Booking references, door codes, floor numbers, who you're meeting — attached to the event they belong to.

    Calendar subscription

    Add the trip to Google Calendar, Apple Calendar or Outlook once and read it from the calendar you already live in.

    Shareable itinerary

    A link a colleague or assistant can open, always showing the current plan.

    PDF export

    A clean itinerary to print, forward, or keep offline for the flight.

    Sharing

    One itinerary, and it's always the current one

    Send the trip to a colleague, an assistant, a partner at home or whoever is travelling with you. They open it and read the plan — no account to maintain, no copy to keep in step.

    If someone should help build the trip, invite them as an editor. Plany keeps it simple: Owner, Editor, Viewer. Nobody is working from the PDF you sent on Monday.

    More on how that works on the sharing and collaboration page.

    Alongside your working week

    Read the trip from the calendar you already use

    Add the subscription link once to Outlook, Google Calendar or Apple Calendar. The trip arrives as its own calendar you can switch on and off, so flights and meeting times sit next to the commitments already in your week.

    It's a live link, not an export — change the trip in Plany and your calendar picks it up on its own.

    The calendar trip planner guide covers the subscription setup in detail.

    What Plany is, and what it isn't

    Plany is for organising the trip itself. It keeps flights, hotels, meetings, transport and shared costs in one itinerary you can share and subscribe to.

    It does not book corporate travel, enforce travel policies, approve expenses, or connect to a corporate travel-management system. Book wherever your company requires; plan the trip here.

    Trip expenses and settlements are for recording and splitting shared costs between the people on the trip — helpful for a team dinner, not a substitute for your expense claim.

    Where it earns its place

    A consultant with three clients in two cities

    Each city becomes its own segment, each client meeting has its address, and the travel between them is on the calendar rather than in your head.

    A founder at a conference with investor meetings

    Conference sessions and investor coffees in the same day view, so a 16:00 meeting doesn't collide with the keynote you flew in for.

    A salesperson stacking meetings and dinners

    Travel time between appointments is an event, so the day shows what's actually achievable before you commit to the fourth meeting.

    An executive assistant building the itinerary

    Plan the whole trip, then share it as a link or a PDF. When something moves, the shared version moves with it.

    A small team travelling together

    Everyone reads the same trip, and shared costs go into trip expenses and settlements so the split is worked out before anyone gets home.

    Business travel questions

    Can I keep flights, hotels and meetings in one business itinerary?
    Yes. Flights, accommodation, meetings, transport and meals are all event types in Plany, so a single trip holds the whole schedule day by day instead of splitting it across an inbox, a calendar and a notes app.
    Can I add travel time between meetings?
    Yes. Add the car, taxi, tube ride or train as a transport event between two appointments. Because it takes up time on the calendar, you can see whether the next meeting is realistic rather than assuming it is.
    Can I plan a multi-city business trip?
    Yes. Trips segment by destination automatically, so a Dubai–London–Manchester week shows which city each day belongs to.
    Can I share the itinerary with colleagues or an assistant?
    Yes. Share a view-only link with a colleague, partner or assistant, or invite someone as an editor so they can help keep the plan up to date. Plany uses Owner, Editor and Viewer roles.
    Can I subscribe to the trip from Google Calendar, Apple Calendar or Outlook?
    Yes. Plany gives you a subscription link. Add it once and the trip appears as a separate calendar you can toggle on and off alongside your normal work commitments.
    Does Plany update my subscribed calendar when the itinerary changes?
    Yes. A subscription is a live link rather than a one-off import, so your calendar picks up changes on its own and what you see is what's actually planned.
    Can Plany track shared business-trip expenses?
    Plany has trip expenses and settlements for recording shared costs and working out who owes what — useful when a team travels together. It is for splitting costs between travellers, not for filing a claim.
    Is Plany a corporate travel-management or expense-reporting platform?
    No. Plany does not book corporate travel, enforce travel policies, handle approvals, file expense claims or connect to a corporate expense system. It organises the trip itself.
    Can AI help build a business trip itinerary?
    Yes, optionally. You can have Plany draft or fill out a trip, and you can connect Plany to ChatGPT or Claude and build the itinerary in conversation. Everything it produces is an ordinary event you can move or delete.
    Is there a free plan?
    Yes, with no time limit. Free covers 2 trips and 15 events per trip; Pro raises that to 50 trips and 250 events per trip, with a larger AI allowance.

    Plan details are on the pricing page.

    Your next work trip, clearly laid out.

    Keep every flight, hotel, meeting and journey in one calendar you can update and share.

    Plan a Business Trip

    Also on iPhone and Android.