Top Features of Employee Transportation Management System

We have traveled so far since the invention of the automotive. With the arrival of new set of features employee transportation management system, everyday hassle has become non existent.

Once they were considered as unreliable and were looked upon with skepticism. Same was with the case of technology used.

However, there were a lot of people who were not willing to give up. They strongly believed that automobiles are the shortcut to development, which was absolutely right. Time has already proven it.

One of the major use of automobiles is transportation. It is the crucial factor of any industry. However, the ordeal of transportation has always been painstaking.

The situation has now slowly started changing especially after the invention of Employee Transportation Management system.


The invention of Transportation management system is a boon to companies as nowadays employee satisfaction is crucial to the success of any company.

Let’s see its features,

  • Live Tracking Dashboard:

    Real time tracking of the vehicle during a commute will be available on the dashboard. For instance, the dashboard will show a user the exact routes where the vehicle is going. If there is any deviation, the person who has access to the dashboard will be notified so that necessary steps can be taken.

  • SOS Alert:

    Employees will also receive an app which is also a part of the system. If there is a case of emergency situation, employees can alert, authorities, manager of the team as well as system admin of the transportation system simultaneously or separately.

  • Trace the Trip:

    Exact route taken by the transportation vehicle can be tracked and time duration of the trip taken can also be tracked.

  • Notifications: 

    Employees, managers, as well as drivers, will receive notifications in accordance with their role in transportation.

  • Speed Alert:

    Whenever there is a breach of speed limit the system will send the warning signals to concerned authorities so that mishap won’t happen.

  • Route Planner and Scheduler:

    New routes can be planned in accordance with the request of an employee. Often cabs are allocated as first come first serve basis.

  • Digital Trip-sheets:

    Complete details about the trip of an employee can be stored in the system and employees as well as managers will be able to access it in future or real-time.

  • Communication:

    Employees will have a private message section where they can contact their office in case of an emergency. Likewise, drivers can also contact the fleet manager or even the company.

  • Billing:

    Digital invoices can be generated instantly through apps.

  • Apps:

    The system can be integrated into a mobile app so that employee, manager, and driver can access it at the same time and can access data in accordance with their authority.

  • Vehicle Expense Management:

    The complete expense of a vehicle including, spare parts price, service time and cost, transportation price etc. can be managed through this section.

  • Third Party Hardware Integration:

    Further enhancement to the system can be made via integration with hardware’s.  For instance, camera system, sensors, etc.

  • Ranking System for Drivers:

    Drivers of the vehicle will be ranked according to the scores given by the employees. This will ensure that the commute is smooth and will create a bond between drivers and the company.

Read Also: “240 mph, Virgin Hyperloop Sets Record – Why is it the Imminent Future?”

Features of Employee Transportation Management System

  • Saves up to 25% of the actual transportation cost
  • On-time pickup and drop off of employees
  • No more disputes with transportation vendor regarding bills
  • Trip scheduling and cancellation is easy
  • Assured security for employees as well as drivers
  • Effective Geo-Fencing
  • Tension free employee transportation
  • Increased employee satisfaction score.
  • Will be able to reduce the use of automobiles by employees thus an environment-friendly image can be projected in front of the public.

Telematics- A Must Have For Employee Transportation

Telematics in transportation is indeed a crucial factor when it comes to employee satisfaction. Those who beg to differ might have to face some unpleasant results when it comes to productivity. Imagine a scenario where a fleet driver forgets to pick up an employee and the employee arrives late at the office.

An unhappy start will shade his/her entire day with negative attitude and can directly affect the productivity.

So what would be the solution here?

Ferrying employees especially when it comes to big organization requires a huge amount support from technology, timely action and detailed analysis of the issue. From the technology side, Use of Telematics is the ultimate solution.


However, there are some obvious queries that arise when it comes to Telematics and its role in fleet management.

Let’s address that.

What is Telematics?

Telematics mainly deals with long distance digitized information transfer and is mainly used in when there is a need for actionable information for guidance.

In the case of vehicles, Telematics has the surveillance power by tracking your vehicle. Perks of the system does not end there. Telematics is the combination of GPS system and on—board tools which can map your vehicle position, speed, internal mechanics behavior etc.

Why Telematics in transportation management?

Corporate Employee Transportation is always hectic. Imagine the transportation of 1000 employees to various locations inside a city. It is obvious that the amount spend on the transportation it will be hefty as there are high chances of inefficiency as well as errors. Above all safety is at stake.

The only solution here would be Telematics. We are at a juncture of time where a huge number of corporations have put their complete trust in Telematics when it comes to Employee Transportation. The most astounding feature of this technology is that mobile apps can be incorporated into the system making it compact when it comes to monitoring.

What are the Major issues faces in Employee Transportation?

  • Allocating vehicles per shift
  • Seat utilization
  • Billing and accounting inefficiency
  • Route deviation
  • Fights between drivers and passengers
  • Un-optimized routes
  • Inability to verify MIS report
  • Travel duration
  • Scheduling and cancelling trip or even routes
  • Inability to verify the passengers

How can Telematics in transportation be the solution to fleet management issues?

Impeccable security: Complete tracking of vehicle as well as the passengers inside it can be done through a Transportation Management System. Features like Geo Fencing increase the security of the employees to a great amount. Communication facility is also available in the system so that employees can communicate with the manager and drivers and managers can communicate between each other.

Vehicle Maintenance: Various diagnostic tools installed (Upon the choice of the customer) along with the GPS tracker in a Telematics system can notify the managers as well as the drivers for various purposes. For instance, if run-time of an engine is above the input time of the system. Notification will be send to both the driver as well as the manager. In short, in accordance with the input data the system has the ability to notify users so that action can be taken to save money.

Fuel Usage: Fuel is indeed the most costly aspect of a fleet. However, a considerable amount of money on fuel can be saved by turning off the vehicles when the engine is in idle mode. Most of the drivers fail to do it no matter what. Telematics system installed in a vehicle can notify a driver to turn off the vehicle not only in this condition but also when the vehicle is speeding beyond the prescribed level.

Routing: Perfect routing is the key to efficiency in a fleet. Nowadays Telematics are so advanced that they have the ability to predict the optimum route for a journey with the help of historical data that has been collected over time from each employee and cutting edge AI (Artificial Intelligence). Advanced Transportation Management systems only require address of an employee to come up with an optimized route.

GPS Tracking: The most astounding feature of a Telematics system is its GPS capability. Not just for tracking but also for monitoring the vehicle real-time or non real-time. GPS also gives a fleet the capability of geo-fencing which is crucial when it comes to security.

What are the benefits of Telematics technology in Employee Transportation?

Read Also: “Dominant Benefits of Automatic Vehicle Location Technology”

Steep rise in efficiency: Proper communication, optimized routes, better driving habits etc. Is one of the guaranteed results of a Telematics Transportation Management System? This will have a direct effect on efficiency of any fleet.

Better Safety: Drivers are well aware that they are being tracked continuously and it evokes a sense of vigilance inside them and they will act in accordance with the security standards of an organization. This can also bring the down the accidents, speeding tendency as well as increase proper vehicle maintenance inside the fleet. This improved safety will ensure a positive impact on employee feedback tests.

Go Green: If the efficiency of fleets increases more people will chose the company transportation. Thus, carbon emissions caused by a company can be reduced to a great amount. This helps any company to project an environment friendly image in front of public.

Save Money: Idling of engine and driving more distance due to un-optimized routes even though it may sound not much of a deal when it comes to cost it can be hefty in accordance with the strength of organizations. This cost can be cut down completely after the installation of a Telematics system. Scheduled and proper notification of vehicle maintenance will also result in increased life and wear and tear of vehicle parts.

How To Tackle Harsh Braking & Unwanted Acceleration By Your Driver

Driver Behavior is the key in maintaining efficiency and safety when it comes to a fleet. However, some negative driver behavior like over speeding, hard braking etc. can do the exact opposite.

Mostly issues like these are left unnoticed by transport managers who think of it as miniscule and not harmful.

However, an experienced manager would beg to differ. They know that constant vehicle maintenance, traffic law breach, Accidents, wear and tear of vehicle parts can be hefty. Cost wise and reputation wise.

So the obvious question here would be to how to tackle this issue?


Let’s address this issue in detail.

How will hard braking directly affect the efficiency of a fleet?

A well experienced driver will not apply excessive brake in unwanted situation as he knows the danger lying behind in doing so. Apart from this, applying excessive brake and that too with force frequently according to modern psychiatry might be an indication of a disorder named ‘Lead Foot Syndrome’. Besides the potential danger it will keep on draining money in the form of repair and replacement due to wear and tear.

Other issues include,

  • Risk of injury to the passengers:

    Passengers might not wear seat belts all the time. At the time of a hard braking there is a huge chance that momentum will push them forward and can cause injury.

  • Wear and tear to the braking system:

    Maintenance as well as replacement of vehicle parts should only happen on the scheduled or proposed time period that the vehicle company has promised. If it’s not it’s either because of the issue with the vehicle or with driving.

  • Accidents:

    Sudden braking will not stop a vehicle. Owing to the momentum the vehicle will slide forward, lose control or sometimes flip over in accordance with the speed.

What does unwanted, unintended, sudden acceleration mean? How does it affect the efficiency of a fleet?

Drivers most of them in the fear of a malfunction won’t turn off their vehicle while the entire journey. Above all owing to un-optimized routes or upon compulsion, persuasion or even lack of proper navigation drivers increases speed of the vehicle to cover up the time that has been lost. For each and every trip to be profitable it should run on a specific ration of petrol and what acceleration does here is simply sabotaging the entire budget of a trip.

Other issues include,

  • Traffic Rules violation:

 There is a speed limit inside cities all across the world. Exceeding speed limit will cause hefty fine to be levied from the owner of the vehicle or sometimes a legal case too.

  • Prone to accidents:

It is obvious that unwanted acceleration is due to utter carelessness an it can prove to be hefty if the vehicle meets with an accident.

  • Wastage of fuel:

    Fuel is the most costly aspect of transportation. Vehicle idling and unwanted acceleration will increase cost. If it is in the case of organization with a huge number of employees the loss will be hefty.

  • Environmental Damage:

    Burning fuel in a combustion engine is directly proportional to the pollutants it releases. Ideal speed will always be a relief to our environment

What’s the solution?

Embracing technology has always proven to work well for issues like this. In this case usage of Transportation Management System is the most effective way to tackle the issue effectively.

Read Also: “Female Employee Transportation – Challenges and Safety Measures”

  • Identify how frequent the acceleration and braking occur to find out the behavior of driver
  • Send alerts to the driver if the speed of the vehicle has increased beyond the prescribed limit
  • Visualized reports of driving behavior of each drivers can be provided to the management to take actions
  • Providing drivers with GPS navigation and optimized routes
  • Pre programmed pickup-as well as drop off points which can’t be altered unless there is proper authority
  • Provide drivers with alerts as well as re-routes to avoid any adverse route conditions
  • Providing communication capability for drivers as well as the passengers