How Long Does It Take to Onboard Employees to Navan? Complete Timeline

Rolling out a new travel management platform like Navan is only half the battle—getting your employees to actually use it effectively determines your ROI. Most companies see full employee adoption within 3-4 weeks, but the timeline varies significantly based on company size, training approach, and change management strategies. Understanding the onboarding timeline helps you plan resources, set realistic expectations, and maximize user adoption from day one.

🌐 What is Navan Employee Onboarding?

Navan employee onboarding is the process of training your team members to independently book travel, submit expenses, and follow company travel policies through the Navan platform. Unlike administrative implementation (which takes 2-4 weeks), employee onboarding focuses on user adoption—getting travelers comfortable with the interface, features, and workflows they'll use daily.

Successful onboarding goes beyond a simple demo. It includes account setup, hands-on training, first booking support, and ongoing assistance as employees build confidence with the platform. The goal is to transform Navan from "another corporate tool" into an intuitive system that makes business travel easier for everyone.

📊 Onboarding Timeline Comparison

📋 Pre-Onboarding Preparation (Week 0)

Before your employees log in for the first time, admins need to complete essential groundwork that sets the stage for smooth adoption:

Admin Setup Tasks:

• 📋 Configure travel policies and approval workflows in the admin portal
• 👥 Import employee data and assign appropriate permission levels
• 💰 Set up cost centers, departments, and budget allocations
• 🔗 Integrate with existing tools (SSO, Slack, expense systems)
• 📄 Create internal FAQ document addressing company-specific policies

Communication Strategy:

• 📢 Announce the transition timeline to all employees
• ⭐ Identify power users or travel champions in each department
• 📅 Schedule training sessions based on time zones and team structures
• 🚀 Prepare launch announcement with benefits and support resources

🚀 Week 1: Account Setup and Initial Training

Timeline: Days 1-7

The first week focuses on getting employees logged in and familiar with Navan's interface through live training sessions and guided exploration.

Key Activities:

• 📧 Send welcome emails with login credentials and getting started guide
• 👥 Host 30-45 minute live training sessions (keep groups under 20 people)
• 🖥️ Walk through the dashboard, search functionality, and booking flow
• ✅ Demonstrate how to view policy compliance in real-time
• 💳 Show expense submission process and receipt capture
• 📱 Introduce mobile app for on-the-go booking and itinerary management

Employee Actions:

• 🔐 Complete initial login and profile setup
• ⚙️ Add traveler preferences (airline seats, hotel amenities, dietary needs)
• 🔍 Explore the interface without booking pressure
• 🎥 Watch recorded training sessions if unable to attend live

Success Metrics: By end of Week 1, 80%+ of employees should have logged in and completed profile setup.

✈️ Week 2: First Bookings and Hands-On Practice

Timeline: Days 8-14

Week 2 is when rubber meets road. Employees make their first real bookings with support readily available to troubleshoot issues and answer questions.

Support Structure:

• 🕐 Offer "office hours" where employees can get 1-on-1 booking help
• ⭐ Assign power users as departmental go-to resources
• 📊 Monitor the support channel for common questions and pain points
• 💡 Send mid-week tips email highlighting underused features

Employee Experience:

• ✈️ Book first flight, hotel, or car rental through Navan
• 📋 Navigate policy guardrails and approval workflows
• 💰 Experience real-time price comparisons and savings notifications
• 📄 Practice expense submission with actual trip receipts

Success Metrics: Target 50-60% of frequent travelers completing at least one booking by end of Week 2.

💪 Week 3-4: Full Adoption and Confidence Building

Timeline: Days 15-28

By weeks 3-4, most employees transition from "learning mode" to "comfortable user." Support shifts from hand-holding to optimization and advanced features.

Advanced Training Topics:

• 🔗 Using TripIt integration for personal travel consolidation
• 📱 Setting up mobile app notifications for flight changes
• 🎁 Leveraging Navan Rewards for personal benefits
• 🌱 Understanding carbon footprint reporting

Admin Focus:

• 📊 Analyze booking data to identify adoption gaps
• 📧 Send personalized nudges to employees who haven't booked yet
• 💬 Gather feedback on pain points and feature requests
• ⚙️ Adjust policies based on real-world usage patterns

Success Metrics: Aim for 80-90% of active travelers using Navan as their primary booking tool by end of Week 4.

🎯 Onboarding Best Practices by Company Size

💼 Small Companies (10-50 employees)

Recommended Approach: Single all-hands training session followed by individual support

• 👥 Host one comprehensive 60-minute training for entire team
• ⭐ Assign the office manager or EA as primary Navan champion
• 📚 Use Navan's self-service resources and video tutorials
• ⏱️ Typical full adoption time: 2-3 weeks

🏢 Mid-Market Companies (50-500 employees)

Recommended Approach: Department-based rollout with dedicated training sessions

• 📊 Segment employees by travel frequency (heavy/moderate/occasional)
• 🚀 Train frequent travelers first as they'll drive early adoption
• ⭐ Designate 1-2 power users per department as local experts
• 📖 Create department-specific quick reference guides
• ⏱️ Typical full adoption time: 3-4 weeks

🌐 Enterprise Companies (500+ employees)

Recommended Approach: Phased rollout with train-the-trainer model

• 🎯 Pilot with 50-100 employees in one division or geography
• 👥 Train internal champions who can cascade knowledge to their teams
• 📋 Develop role-specific training paths (booker, approver, admin)
• 🌍 Consider regional training sessions to account for time zones
• ⏱️ Typical full adoption time: 4-6 weeks

📚 Training Resources and Materials

Navan-Provided Resources:

• 🎓 Navan University: Self-paced video courses covering all features
• 💡 In-app tooltips and guided walkthroughs for first-time users
• 💬 24/7 customer support via chat, email, and phone
• 📅 Quarterly webinars on new features and best practices

Internal Resources to Create:

• 📄 One-page quick start guide with company-specific policies
• ❓ FAQ document addressing common booking scenarios
• 🎥 Video walkthrough of your company's approval workflow
• 📱 Cheat sheet for mobile app booking on-the-go

❓ Common Employee Questions During Onboarding

"Why can't I book the cheapest flight option?"

Navan shows real-time policy compliance. If an option is out-of-policy, you'll see why (e.g., requires overnight layover, non-preferred airline). You can request an exception directly in the booking flow with automatic routing to your approver.

"What if I need to book travel last minute?"

Navan is built for urgency. You can book and travel the same day. The mobile app lets you search, book, and receive confirmations in minutes. 24/7 support is available if you need help under time pressure.

"How do I get my miles and hotel points?"

Add your loyalty program numbers in your profile settings. Navan automatically includes them in bookings. You'll earn points just like booking directly, plus you can participate in Navan Rewards for additional perks.

"Can I book for other people on my team?"

Yes, if you have delegate permissions. Admins can grant this access in the admin portal. This is common for EAs booking on behalf of executives or team leads booking for their direct reports.

📊 Measuring Adoption Success

Key Metrics to Track:

• 🔐 Login Rate: Percentage of employees who've accessed Navan (target: 90% by Week 2)
• ✈️ Booking Rate: Percentage of travel booked through Navan vs. outside systems (target: 85%+ by Week 4)
• 🎫 Support Tickets: Volume and type of support requests (should decrease after Week 2)
• ⏱️ Time to Book: Average minutes from search to confirmation (should improve as users gain experience)
• ✅ Policy Compliance: Percentage of bookings within policy guidelines (target: 90%+)
• ⭐ User Satisfaction: Survey scores from post-onboarding feedback

🚀 Ready to Get Started?

Most companies achieve full Navan employee adoption within 3-4 weeks using a structured onboarding approach. The key is balancing comprehensive training with hands-on practice, ensuring support is readily available during those critical first bookings.

Whether you're evaluating Navan or planning your rollout, having the right travel management platform matters. Not sure if Navan is the best fit for your company size, travel volume, and requirements?

Take our 2-minute questionnaire to receive personalized travel management platform recommendations based on your specific needs, budget, and team structure.