11 Building Blocks of An Effective Employee Transport Solution

One of the perks that employees will like to get from a company is transportation. Yes, organizing safe and convenient transportation is a great motivator. Employees will feel happier that they don’t need to battle public transportation every day when they come to work.


At the same time, the management will see good improvement in employee morale and productivity. So, having an employee transportation solution will be a win-win solution for everyone. Let’s look more into the building blocks of an effective employee transportation solution.

The Building Blocks of an Effective Employee Transport Solution

1. Database

When you’re setting up an employee transportation system, the first thing you need to do is build a database of all the employee details such as pickup and drop points, shift timings, and such. It would be best if you can have all the details in an excel spreadsheet that you can directly upload to the software application.

To reduce confusion and make your data collection easier, it would be better if you have a list of locations from which your employees can choose the nearest location. Otherwise, you will end up with all kinds of locations, which can make mapping very difficult.

2. Types of Transportation

Based on the number of employees, you need to decide on the type of vehicle for transportation. If you have just 4 or 5 employees traveling from a particular area, you can have a sedan or an SUV.

However, if there are many employees coming from a particular locality and you can cover other areas on the route to the office, you can have a larger vehicle like a minivan or a bus.

3. Optimized Routes

Planning the best route goes hand in hand with deciding on the type of transportation. Once, you’ve got the database updated, you can find out the number of people from each locality.

Then based on the traffic, factors like construction, or the presence of a railway gate, you can plan an optimized route. While planning the route, care needs to be taken so that the routes don’t overlap. Also, you should also ensure that the distance traveled is minimal.

4. Real-time Tracking

If you want your employee transportation solution to be effective, then it is best to have real-time tracking. You can use a GPS tracker for this purpose. The tracker will allow you to monitor the vehicle movement at all times. Real-time tracking will also enhance employee safety.

5. Mobility

The employee transportation application that you use should be mobile compatible. The software should have different dashboards for employees, drivers, and logistics managers.


The mobile app for employees should provide pertinent information like route, expected pickup time, drop time, route details, vehicle details, and driver information.

The app dashboard for drivers should give them details of the route, expected pickup timings as well as the number of employees at each pickup point. The manager’s dashboard should have all the information as well as the real-time tracking stats.

6. Notifications

One of the important features that an effective employee transport solution needs to have is notifications and alerts. The software application should give notifications and updates regarding route and pickup points to the driver.

The employee should be able to receive alerts when the vehicle is near their pickup point. Also, if the vehicle goes out of the virtual boundary, alerts need to be sent to the concerned persons. We will be looking more into geofencing later in this blog.

7. Vehicle diagnostics monitoring

The app should also allow you to monitor the fuel usage, distance traveled as well as the repairs and services. Optimized routes are planned such that there are a minimal number of dry runs.

Based on the distance traveled and the kind of vehicle, you can easily calculate the supposed fuel spend. The app should also keep track of regular maintenance, spare parts replacement, and repairs. It should also alert you when it’s time to renew the registration or go for an FC.

8. Day-to-day planning & monitoring

Employees may not always work in the same shifts. Also, employees may request different pickup and drop points sometimes. It is essential to have a transport management system that takes all these into account and allows for changes and updates.


You should be able to do day-to-day planning and monitoring without affecting the overall performance of the transportation management system.

9. Overview of employee attendance

The employee transportation management solution should help you keep track of the employee’s cab-in attendance and vehicle dispatch. Often there could be a change in the number of employees and vehicles because of multiple shifts. This attendance will help you keep track of the daily variation.

10. Reports

Reports are one of the most important building blocks of an effective employee transport solution. The data presented in the reports will give you precise information about the system’s performance.

Also, it will help you identify areas of improvement, which can help make your employee transportation system more effective. Details such as daily run reports, trip manifest, distance traveled, real-time updates and such can also help you prepare your monthly or quarterly reports to be submitted to the management.

11. Geofencing

Geofence is an important feature that an effective employee transport solution needs to have. This GPS-based tracking feature creates a virtual boundary based on the route and the locations.

If the vehicles exit this geofence, the app immediately raises an alert. The concerned persons can immediately check to see if there are any problems or identify the reason for going beyond the boundary. This feature helps enhance employee safety during the commute.


We build innovative solutions using advanced technologies. Improve your employee transportation with our customized software application. Our software solution easily integrates with your existing system and helps streamline employee logistics. To know more about our employee transportation solutions, contact us.

Say Hello to Optimized Employee Transport Management: Here’s Why!

Productivity is one of the key parameters used to evaluate the success of any business. To ensure optimum productivity, employees need to come to work on time. And at the same time, they should be able to travel comfortably so they don’t feel fatigued when they reach the office.

One way you can ensure this is by organizing transport for all your employees. While employee transport management can be an effective solution, it also comes with a suite of challenges. So, how can you optimize employee transport management such that both the employee and the management are benefited? Let’s discuss the salient points in this blog.

The Need for Employee Transportation

These days most companies have employee transportation. Though managing transportation takes time and money, it is cost-effective in the long run. The many reasons why companies have an in-house transportation system or outsource to a vendor are:

Multiple Shifts

A lot of companies work on shift systems. The shifts could start as early as 5 or 6 in the morning and end after 10 in the night. Multinational companies work round the clock as they have clients in other parts of the globe.

Read Also: Top 10 Benefits Of Employee Transport Management System

This means that the shift timings are erratic and could start and end during times when there is no public transportation. Organizing employee transport is the best solution to help employees reach office on time and go back safely.


The other reason for having an employee transportation system is the safety of the employees. It is safer to pick up and drop employees, especially during night shifts and early morning shifts.


If employees come to the office in their own vehicles or public transport, they will be tired by the time they reach the office. Battling the traffic while driving or managing to find a seat in the crowded buses or trains while commuting can make them tired even before they reach the office. So, it is more convenient to organize transportation for employees.

On-time arrival

One of the biggest reasons why companies prefer to organize transportation is that they can be assured that employees will reach the office on time. They will also be fresh and ready to start working immediately after clocking in.

Optimized Employee Transport Management

We’ve seen that companies and employees greatly benefit from a transportation system. But then, there are also numerous responsibilities associated with the same. You need to have a team handling the transportation system or outsource it to a company that offers fleet management.

If you are planning to manage the transportation in-house, then you should definitely think of automating the system. A fleet management system can help you schedule the trips, track the location of the vehicles and the drivers, and at the same time ensure safety compliance.

Benefits of Automated Routing And Scheduling Application

Multiple Shift Management

The most common shifts followed in companies are morning shift, afternoon shift, and night shift. The type of shift is changed weekly, biweekly, or monthly. The automated schedule system allows you to set default rules for scheduling trips and routes based on the employee shifts. It will also have an option to customize shifts and vehicle schedules. 

Reduce manpower with fleet management technology

The fleet management system automates most of the repetitive scheduling tasks based on pre-set parameters. It also sends alerts and notifications to the drivers as well as employees.

The management can track all the vehicle movements and details of the employees using the transportation system on the application’s dashboard.

Decrease dry runs with effective transport management

Faulty route planning, errors in schedules, no-show, and other manual errors could help reduce the number of dry runs. With effective transport management, you can reduce unwanted expenses due to improper route planning.

Real-time monitoring of drivers and vehicles

Smartphones with GPS and vehicles embedded with motion sensors allow real-time monitoring. The app also helps track driver behaviour and improve driver efficiency. The real-time data helps monitor staff downtime and vehicle movement at any point in time.


The automated transport management system generates reports that you can use to gain insightful information. The various reports that the software generates include daily/weekly/monthly run reports, trip reports, stop reports, employee reports, tracking reports, maintenance reports, historical movement reports, driver behaviour reports, and driver duty roaster.

The app collects data such as fuel usage, distance traveled, number of vehicles, number of trips, safety procedures, and other parameters. All the data can be used to prepare a strategy. It can also be used to optimize the route based on employee shifts and reduce expenses.

How Automated Transport Management Helps


The company management will have a clear picture of the transportation details, thanks to the numerous reports that are generated. The software will also give all the vital data that they can use to plan an effective transportation system for all the employees.

Above all, the dashboard will enable the top management to get real-time information on all the vehicles and drivers at any point in time. It also helps ensure the safety of the employees.


The app sends notifications to the employees so they will know the exact time they need to come to the pickup point. So, they don’t need to wait for a long time to board the vehicle.

It further enhances the safety of the employees. Also, employees can change the point of pickup or drop by updating the details on the app.


Drivers will know details of the route, stop points, and pick up points in detail. The entire trip manifest can be updated in the vehicle’s navigation system so the drivers don’t need to keep worrying about the route or the pickup and drop points.

Features of Our Optimized Employee Transport Management System

Our employee management system has plenty of user-friendly features, so even non-technical persons can set up the system and use it. The system offers live trip statistics such as employee attendance, vehicle details, driver details, number of employees in each vehicle, and complete trip manifest.

You can also easily upload all the employee and shift details using an excel spreadsheet. The reports generated by the system help keep track of the fuel and maintenance cost. Enjoy the convenience and savings of a fleet management system.

To know more about our optimized employee transport management, contact us