Requirements checklist
What to ask for when choosing software for employee transport providers.
A checklist built from how employee transport providers work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Client roster import
- Route and cab planning
- Trip sheets and boarding
- Driver and vehicle allocation
- Control room and exceptions
- Contract rates and client invoices
- Vendor vehicles and driver payments
Roles that need their own access
Who logs in, and what each person may see or change.
- For the operations head
- For planners
- For the control room
- For drivers
- For client coordinators
Reports to ask for
Ask to see each one with your own sample data.
- Trips by client, shift and route, with seat fill against vehicle capacity
- Roster changes after cut-off by client and week
- On-time pickup and delay log with reasons
- Escort cover by night route and date
- Kilometres and trips billed against each contract basis
- Hired cab settlements with fuel advances and penalties
- Margin per contract after vehicle, driver and fuel cost
Systems it may need to connect to
Note which ones you already run.
- SMS
- Spreadsheet import
- Maps and distance services
- Accounting export
Questions for any vendor
Put these to every supplier you are comparing.
- How does it read a client’s roster file?
- Does it suggest routes by itself?
- Can the driver see the employee list without a signal?
- Can billing follow different bases for different clients?
- What does a client coordinator see?
- How are hired cab owners settled?
- Are night escorts recorded?
- Is there a working version to look at first?
- What leaves the system if we change provider later?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- The roster arrives as a spreadsheet each night
- Routes are rebuilt for every shift
- Night safety checks are not on record
- Trip sheets do not match the invoice
- Hired vehicles are paid on guesswork
Prefer to talk it through? See the employee transport providers page.