For a passenger transportation company like a bus, shuttle, or van service, tracking driver attendance and hours is crucial. The right attendance system can help ensure compliance with regulations, improve payroll accuracy, and provide data to optimize schedules and staffing.
When evaluating attendance systems, passenger transportation companies should look for these key features:
Since drivers are mobile employees, GPS tracking is essential. GPS tracking logs clock-in and clock-out times based on location to provide an accurate record of hours worked.
Make sure any system under consideration actively tracks driver locations throughout shifts, rather than just logging punches at the start and end. Active GPS tracking provides better data and prevents punching in from unauthorized locations.
In addition to tracking hours worked, an ideal attendance system will automatically log idle or break time. This gives dispatchers visibility into potential schedule issues or unauthorized stops.
Review systems to confirm they track idle time and allow setting rules like requiring authorization for breaks over 15 minutes.
Two-way messaging through the attendance system enables communication between dispatchers and drivers on the road. Confirm that any system has in-app messaging or dispatching functions.
Messaging improves coordination and response times compared to phone calls or SMS texts outside the system. Built-in messaging also provides records of communications.
The attendance system should integrate shift scheduling to align with hours tracking. Optimal scheduling helps maximize coverage while minimizing overtime.
Ensure the system has customizable shift templates and rules to assign shifts based on qualifications, seniority, and preferences. Advanced optimization engines are ideal for creating schedules automatically.
Monitoring overtime is essential for controlling costs and staying compliant. Look for a system that can be configured to alert dispatchers and managers when a driver is approaching overtime within a shift.
Configurable overtime rules let you specify different thresholds by location, department, or other categories.
Choose a system that seamlessly combines attendance data with pay rates and schedules to provide real-time labor cost reporting. Labor tracking ensures accurate payroll and helps identify problem areas.
Review the reporting and analytics capabilities to confirm they provide clear visibility into costs by driver, shift, route, or other variables.
In transportation operations, drivers may need to log hours, communicate, or check schedules from mobile devices or tablets. Select a system with native apps for Android and iOS or a mobile-responsive web portal.
The best systems have offline modes to avoid losing data connectivity issues. Drivers can punch in and out without an internet connection, and data syncs automatically when back online.
Additional features like digital driver files and qualification monitoring can be useful. Digital files provide easy access to licenses, DOT medical exams, and other documents to verify compliance.
Qualification monitoring tracks expiration dates for requirements like passenger endorsements. Alerts notify when a driver nears expiration to prevent lapses.
Implementation and ongoing support are critical when deploying new technology. Understand each vendor's implementation process and available support plans.
Many vendors provide dedicated project managers and trainers when onboarding. After launch, look for 24/7 technical support and additional services like upgrades and user training.
When evaluating vendors, be sure to consider experience in the passenger transportation industry. Domain expertise translates to systems better tailored to your needs.
Ask potential vendors about their experience with companies similar to yours. How many transportation clients do they serve? Do they have relevant case studies?
Industry veterans understand the unique challenges transportation companies face. Their platforms are more likely to have the specialized features and flexibility you need.
With the right attendance system, passenger transportation businesses can improve compliance, visibility, and labor efficiency. Focus your search on purpose-built systems with GPS tracking, scheduling, labor cost reporting, and transportation-specific capabilities. Prioritize vendors with proven success specifically in the passenger transportation sector.
With an overview of key criteria in mind, let’s look at some top providers of attendance systems tailored for passenger transportation.
VeriClock offers a robust, transportation-focused system with real-time fleet tracking, two-way messaging, custom geofences, and a mobile app for drivers. Configurable rules optimize break time tracking and overtime alerts.
VeriClock has over 20 years of experience with passenger transportation clients including shuttle, medical transport, school bus, and public transit operators. Their systems easily manage complex driver qualifications and certification requirements.
TrackTrans is designed specifically for managing mobile workforces in transportation industries. GPS tracking maps driver routes in real-time while logging exact hours worked.
Special features like rider check-in and contactless ID scanning streamline demand-responsive and paratransit operations. TrackTrans equips managers with data-driven insight into fleet operations.
DriveLogix delivers an end-to-end solution for transportation attendance, routing, dispatching, and payroll. Their mobile app allows easy shift management and communication.
Real-time analytics dashboards track KPIs like overtime, idle time, and passenger pickup/drop-off efficiency. Custom reporting demonstrates service levels and regulatory compliance.
TraxAttend combines automated scheduling, dispatching, fleet tracking, and compliance management in one system. Their fatigue management tools help identify and avoid burning out drivers.
TraxAttend's open API platform integrates with existing transportation management software. Custom configuration options meet the unique needs of different providers.
Choosing the right attendance system is an important decision that impacts a transportation company's compliance, efficiency, costs, and service levels.
Look for purpose-built systems with specialized features like:
Select an experienced vendor focused on the passenger transportation industry. They will understand your unique needs and challenges. Leverage the experience of top providers to implement a tailored system that meets your requirements.
The right technology partner can provide the visibility, communication, and control needed to improve operations across the board.
Once you've selected the right attendance system for your passenger transportation company, proper implementation will be key to success. Here are some best practices to ensure a smooth rollout.
Start by outlining your business objectives, problem areas, and specific system requirements. What issues do you hope to solve? Where do you need more visibility or control? Engage dispatchers, managers, and drivers for input.
Clear goals and requirements will guide your vendor selection process and implementation planning.
Driver adoption is crucial, so schedule thorough training sessions. Hands-on training in small groups is ideal to allow questions and practice. Stagger sessions to maintain service levels.
Record training videos and materials to distribute for reference. Plan refresher training sessions in the weeks after launch as well.
Consider rolling out the system to a pilot group first, like one operating center or driver team. Learn from the pilot group before full implementation.
Starting small allows working out potential issues while limiting impact on operations. Gather feedback from the pilot to fine-tune training and processes before wide launch.
Some drivers may resist a new system, so clearly communicate the benefits. Explain how it can make their jobs easier while improving service for passengers.
For example, remind drivers that GPS tracking deters false claims and provides data if accidents occur. Messaging keeps them in touch with dispatch without phone calls.
Track system usage in the first weeks to see who may be struggling or resistant. Have one-on-one talks to listen to concerns and provide help. Publicly recognize drivers who adopt the system for positive reinforcement.
Continue refining training and communication strategies based on initial adoption patterns.
Make full use of the rich data the system provides to showcase value. For instance, use reports to streamline schedules around peak demand. Identify top performers for recognition.
Quantify results like improved on-time performance or reduced overtime to demonstrate benefits. Results will further encourage adoption.
With careful planning and engagement, implementing a new attendance system can significantly improve efficiency, compliance, costs, and service quality. Invest time in training, communication, and change management to ensure a successful launch.
Create a free account
Open Time Clock is a powerful and user-friendly online time clock software designed for businesses of all sizes. It offers a comprehensive set of features to effectively manage employee time and attendance. With real-time tracking capabilities, employers can monitor employee hours from anywhere, whether in the office or on the go. The system supports various functionalities such as timesheet management, payroll automation, project tracking, and scheduling. It includes advanced features like geofencing, facial recognition, and GPS tracking to ensure accurate attendance records and prevent time fraud. Open Time Clock provides secure data storage, reliable performance, and flexible access options via desktop, mobile devices, and browsers. With its intuitive interface and extensive reporting capabilities, businesses can streamline their time management processes and enhance productivity. Sign Up Now!
