Shuttl Transport Process
flows
Routing THD (HelpDesk) Tracking Scheduled Drop
Cab Move New Hire Shuttl App
Reimbursement Training
Process onboarding
Compliance Processes
Cab Registration New Vendor Driver New Cab
Process Selection Process Registration Introduction
Scheduled Drop
Shuttl App
Training
New Cab
Introduction
Roster prepared by
Start team Team for who's
cab facility
Roster data d
Transport Tea
cut o
Upload of Transfer Chang
Request
Routing com
Cut off timings
ter prepared by Routing
Team for who's entitle for 1) Every company has own timing to
cab facility update roster in excel sheet or
application
Roster data downloaded by Automatic route preparation by
Transport Team post the final Manually/application based on
cut off time shifts and occupancy
Does the routing
require manual
change?
Yes
Reason for
manual
intervention?
Reasons
manual
intervention?
Reasons
f Transfer Change
Request Shift -realignment Identifying N
Routing Cross checking done
Routing completed Route distribution to vendors
timing to
eet or
ation by
ased on
cy
No
Escort Guard assignation to Club
Identifying Negative Areas female employees during odd optimi
hrs
ng done
SMS (4hrs before shift time) Data uploaded on application
sent to employee opted for SMS for employee to view their
facility route
Clubbing of routes for Vendor assignation
optimizing occupancy level
n application
o view their End
e
tion
Routing team shares the
Start compiled roster
hares the Tracking team updates the
oster roster
Collect approved vehicle list
from compliance team on daily
basis
Collect cab numbers on
assigned routes from
supervisors 3 hours before the
first pick up time
No Tracking team re-
Did the route to back up
supervisor share 0230hrs before the
the cab number? time
Yes
Call the assigned drivers 2hrs
before for on-route
confirmation
Call the assigned drivers 2hrs
before for on-route
confirmation
Is the cab Follow up with v
trackable via supervisor for the
GPS? No
Yes
Track first pick up/any other
employee on route within 05
mins of scheduled time for
boarding confirmation
In case cab is on route update
first pickup that cab may reach
within a time frame according
to company
Follow Reim
Did the cab reach Pro
on time?
No
Yes
Yes
Did the employee Follow Cab
board on time? Process
No
Yes
End
acking team re-assigns the
route to back up vendor
30hrs before the first pickup
time
Did the vendor
ollow up with vendor respond within
upervisor for the same 30 min? No
Yes
Follow Reimbursement
Process
Follow Cab Move
Process
Taxi Token is issued to the first
employee same is updated to
the vendor supervisor
No
End
Help desk guides the
employess to fulfill the
request
Cab Delay
HD coordinates
wtih tracking
team regarding
cab position
HD confirms HD confirms
the cab status to the status to the
employee . employee .
In case of
exceesive delay
tracking team
connects to
employee for
solution
Transport Help Desk
Call received
by THD
Request Information
Help desk guides the Desired information is
employess to fulfill the Type of call? being shared with the
request employee
Concern
Driver/Sup. Accident/
Cab Move Cab condition Others
Misbehavior Incident
HD coordinates HD Team
wtih tracking connect the Follow Follow Accident/
team regarding employee wtih misbehavior Incident process Meeting scheduled
Wait and move the compliance process with the concern
status team employee to address
the issue
HD confirms
the status to the
employee .
New
Employee
joins
New hire given drop
via alignemnt
New Hire Onboarding
HR updates new
New HR shares new hire
employee's address in
Employee dropping list with the
common excel sheet
joins transport team
or HR applicaton
New hire given drop Yes Seat available in Transport team checks
via alignemnt for available cabs on
the cab the respective routes
No
Taxi will arrange by
transport team
from for drop
Vendor supervi
Start cab numbers aga
with drop team p
as per the spec
In case vendo
unable to share
as per route pr
backup cab will a
Drop list is pla
dropping display
Personnel mon
tea
Guard is provid
Each employee is dropped at Female employ
respective drop points trac
(1900hrs to
Stop
DROP
Vendor supervisor shares the
cab numbers against each route
with drop team prior to 30 mins
as per the specific drop time
In case vendor supervisor
unable to share the cab details
as per route prior to 20 mins,
backup cab will aligned on route
Drop list is placed on the the
dropping displayboard and Drop
Personnel monitors compliance
team
YES
Guard is provided as Escort for Is Guard required
Female employees and drop is for female
tracked employee
(1900hrs to 0700hrs)
NO
equired
male
yee
Star
Tracking team will check the
aligned cab position from GPS Is the Ca
and coordinate with the vendor time
No
supervisor/driver
Tracking team will call the Did t
involved employee and update employee
the cab tentative reporting time on tim
Yes Call is made to t
Is the Cab on
time?
No
Did t
Follow Reimbursement employe
Process the phon
Cab waiting info
to employee by
with buffer time
Cab waiting info
to employee by
with buffer time
the c
Did t
employee
on tim
SMS alert relate
of 1st pick is sent
pickups em
Start
Is the Cab on
time?
Yes
Did the
employee board
on time? Yes
No
Call is made to the employee
Did the
employee pick Is the GPS
the phone call? working?
No
Yes
No
Cab waiting information given
o employee by tracking team
with buffer time for boarding
No
Cab waiting information given
o employee by tracking team
with buffer time for boarding
the cab Helpdesk Lead to take the decision
Did the No
employee board
on time?
Yes
SMS alert related to boarding Cab reaches HCL
1st pick is sent to subsequent premise/moves to the next
pickups employees pickup point
Ac
. 5m
. 3m
Cab reaches company
premise/moves to the next End
pickup point
Cab is moved after confirmation
from the GPS status for first pick/on Cab Move Tracke
boarded employee for subsequent
Yes pickups
Cab is moved after confirmation
from the helpdesk lead for first
decision pick/on boarded employee for
subsequent pickups
next End
Accepted waiting time
. 5 minutes for first pick up
. 3 minutes for subsequent
pickups
End
ab Move Tracker updated
Start
All reimbursement claims against
Token IDs shall be processe through
applications
Is the cab late by
30 min?
No
Yes
Token Num issued by the
Helpdesk team
Employee fills the
reimbursement (hardcopy)
form along with Token/ Taxi ID
(Token No)
reimbursement (hardcopy)
form along with Token/ Taxi ID
(Token No)
Employee gets the claim
amount/token verified from the
helpdesk team
Employee submits the claim No Bil
along with the scanned copy of am
the reimbursement form and
bill via company applicaton
Employee to wait for the cab End
and reach company remise
No
No Bill is required in case claimed
amount is less than Rs XYZ.. Claim is approved by the RM
Claimed amount is disbursed
ved by the RM to the employee account by
Finance Team
End
Complaint
Complaint Registe
Start
Driver may share t
with Transpo
Drop Lead check t
register on d
Based on the f
complaint, Drop In
to invol
employee/tea
Driver Registration
Start
Driver submits documents
details like dossier/police vendor to subm
verification and commercial verification w
license mandatory for
registration
No
Manager Transpo
All documents registration form
Available and registrati
Yes
Dossier Formalities are
completed on first day of
registration. Registration
Driver is rejected
Driver is rejected
Complaint Register
solution provided to driver
omplaint Register is avaiable based post to disscusion with
involved employee/Team
Member
ver may share their feedback Issue discription with clsoure
with Transport team remarks by drop lead against
the feedback/complaint
rop Lead check the Complaint feedback/complaint final
register on daily basis closure by Transport
manager on daily basis
Based on the feedback or
mplaint, Drop In charge speak
to involved
employee/team/driver
er Registration
vendor to submit the police
verification with a month
Please Note
Driver registration is
compulsory as per the
standard Driver
registration form.
anager Transport sign the Driver
gistration form in case approved Submission of driver
and registration Confirmed documents details like
dossier/police verification
and commercial license
are mandatory for
registration
Driver should be in
Registration is complete possession of ID cards
from the vendor
New Vendor Selection Proc
Start
Transport team
Transport Team will validate the unique registratio
vendor Fleet compliances as per to particula
the defined process. Registration Co
ven
No
Vendor Transport tea
Compliant? clearance to Sou
the agreemen
Yes
Vendor needs to coordinate Transport team w
with Company GPS vendor for creation fo
GPS installation.
Vendor needs to
fleet as per the
Vendor is rejected shuttl transport te
drivers Registra
fleet as per the
Vendor is rejected shuttl transport te
drivers Registra
New Cab Introduction
Start
sticker with vend
Vendor produces cab related number will be
statutory documents as per (back/front)
registration requirement. installation confi
ven
No
Is Cab compliant
Manager Transp
registration form
Yes and registrati
vendor will be advised for GPS
installation by the approved
GPS vendor only.
Cab is rejected Registration
Cab is rejected Registration
or Selection Process
Transport team will issue a cab
nique registration number series
to particular vendor as
Registration Confirmation to Please Note
vendor
Fleet registrations
Transport team will share (Compliances statutory
clearance to Sourcing to initiate norms applicable to
the agreement formalities. vehicle/ drivers) are
compulsory.
Vendor needs to
demonstrate the fleet as
per the demand by the
ansport team will initiate vendor shuttl transport team for
creation formalities. vehicles/ drivers
Registration Purpose.
endor needs to demonstrate the
fleet as per the demand by the
uttl transport team for vehicles/
drivers Registration Purpose.
fleet as per the demand by the
uttl transport team for vehicles/
drivers Registration Purpose.
ab Introduction
ticker with vendor unique serial
number will be paste on cab
(back/front) post to GPS
nstallation confirmation by GPS
vendor
Please Note
Cab registration is
compulsory as per the
Manager Transport sign the Cab standard cab registration
gistration form in case approved form.
and registration Confirmed
Vendor to produce cab
related statutory
documents
Registration is complete
Registration is complete
In case of
exceesive
HD coordinates
delay
HD confirms
tracking
wtih tracking
teamto
the Cab
cab Delay
status
team
connects
regarding
to.
employee
employee
cab position
for Shuttl Applicatoin Traning
solution
shuttl app.
System defined
Trip Booking Notification operation handling via
driver app
employee will get a booking mesg/notification 1 hour Driver will mark his attendance for each trip
prior to the start of the trip, driver also will get a through logging in the shuttl app.
mesg/notification regarding the trip detials.
Driver is assigned the trip along with its details. one
he will log in driver app. Tracking of the vehicle employee can track the vehicle on their
become live on employee app. as well as admin application.
dashboard
Admin can get access to the status of all the trips
that are rostered for the day
The vehicle tracking also gets displayed on
admin dashboard
if someone not willing to take their trip they
can cencel their [Link] hence this will result
in change in pick-up point as well.
nce for each trip
shuttl app.
ehicle on their
ts displayed on
rd
e their trip they
ce this will result
int as well.
