Fleet and People

The vehicle register carries the identifying number, type, capacity, capacity unit and availability status of the motorcoach or shuttle fleet. The people register carries the staff or volunteer name, role title, active entry and linked user. Dispatcher selects both a vehicle and a driver for each journey, while a document verifier is selected from people records for files associated with that trip. These references let an operations lead inspect who and what supports a planned movement.

A vehicle marked Available is a candidate for review. A vehicle marked Assigned is already in use, while Maintenance means it should be considered separately during dispatch. The status alone cannot describe every overlapping trip interval, so Dispatcher checks the trip schedule with the requested dates. Capacity also needs its unit interpreted consistently when comparing a vehicle with a group’s participant count.

• Vehicle register. The vehicle register identifies each unit and records capacity and status.
• Person register. The people register links a named staff member or volunteer to user accounts.
• Document record. Transport documents attaches a file to a trip and names its verifier.

Imagine a departure that needs a motorcoach. Dispatcher finds a vehicle with appropriate capacity and reviews its other trips during the planned interval. The driver is selected from people records, making the assigned person visible on the trip. The verifier checks the journey’s permit or insurance file and records their person link on the document entry before departure review.

Set conventions for vehicle numbers and capacity units. Agree who changes vehicle status when a unit is assigned or taken out for maintenance. Maintain people records so the driver and verifier choices match actual staff and volunteers. Because each person record is linked to a user account, check that the selected user account belongs to the intended person before using it in journey records.

Choose a document naming convention for permits, insurance certificates and route authorities. Assign Document Verifier to check each attachment and identify the person who completed the review. Confirm whether the trip needs another check after a vehicle or route change. Keep the document attached to the trip whose movement it supports, rather than using a generic file store.

Take one requested trip. Compare the proposed vehicle’s capacity with the group’s participant count, then inspect the schedule for a conflicting assignment. Confirm the selected driver in people records and the associated user. Add a representative transport document and have Document Verifier open the file and record verification. Revisit the case after changing the planned interval to see whether the team repeats the necessary capacity and document review.

• Transport Document Review — Open files associated with journeys assigned to the verifier.
• Trip Schedule — See vehicle and driver assignments against planned intervals.
• Requested trips — Inspect candidate assignments before dispatch approval.

Continue through trip dispatch and journey execution. See integrations for connections around transport operations.