Trip completion and documents

When a trip ends, the driver records completion evidence: when the group was handed over, who received them and proof such as a signed sheet or photo. The evidence starts as pending. A reviewer confirms it or disputes it. Confirmation completes the trip with the observed time and approves its draft charges for invoicing. A dispute keeps the charges in draft until it is settled.

Only the stop arrivals and departures that were actually observed are added; planned times stay as planned. Trip paperwork such as manifests, permits and inspection records is attached to the trip as transport documents, each verified by a named person, so the file for any trip shows what was carried and checked.

Drivers record evidence; the evidence reviewer decides; the operations manager keeps documents in order.

• Observed, not assumed. Only real stop times are recorded.
• Reviewed completion. A trip completes when its evidence is confirmed.
• Documents verified. Each transport document names who verified it.

Agree what counts as proof of completion for each kind of trip, who reviews evidence and how fast. Agree which documents each trip needs (passenger manifest, permits, vehicle inspection) and who verifies them. Prepare examples of a confirmed completion, a disputed one, a trip with a missing permit and a trip whose last stop was skipped.

A coach returns a group to their hotel at 18:40. The driver records the hand-over with the hotel’s duty manager as recipient and a photo of the signed manifest. The reviewer confirms it the next morning; the trip completes at 18:40 and its charges move to approved. On another trip the customer complains about a missed stop; the reviewer disputes the evidence and the charges stay in draft while it is sorted out.

• Evidence reviewer queue — Pending completion evidence for the reviewer.
• Trip stops — Planned and actual stop times.

• Completion and charges: From evidence to invoiced charges.

See roles.