Managing Companies

Companies in RouteBot represent the destinations for employee transportation services. If you're managing shuttle services for an organization, companies are where your employees are transported to and from.

What is a Company?

A Company in RouteBot is the destination location for employee shuttle services. It includes:

  • The company's official name and short name
  • Physical address and map location
  • Contact information
  • Settings for employee vehicle QR attendance
  • Report configuration

Note: In RouteBot, "Companies" (Corporate Clients) are used for employee/personnel transportation, while "Schools" are used for student transportation.

Accessing Companies

  1. Click Clients in the main navigation
  2. Select the Corporate Clients tab
  3. You'll see a list of all companies in your system

Note: The tab is labeled "Corporate Clients" in the interface, but this documentation uses "Companies" for clarity.

Creating a New Company

To add a new company to RouteBot:

  1. Click the Create New Company button
  2. Fill in the required information:

Basic Information

Field Description Required
Official Name The full official name of the company Yes
Short Name An abbreviated name for display in lists Yes

Location

The company's location is critical for route planning:

  1. Enter the company's address in the address field
  2. Click Get Location from Address to geocode the address
  3. Verify the pin appears in the correct location on the map
  4. If needed, drag the pin to adjust the exact location

Important: An accurate company location is essential for route optimization and arrival time calculations.

Optional Settings

Depending on your plan and features, you may see additional options:

Setting Description
Magnetic Card Usage Existing card-based configuration, separate from mobile QR attendance
Vehicle QR Attendance Show employee vehicle QR attendance for pickup services, drop-off services, or both
Send Reports Automatically send daily/weekly reports
Report Email Email address to receive automated reports
Phone Number for App Contact number displayed in the mobile app
Distance to Arrive Distance threshold (in km) for "arrived" notifications

Saving

Click Create to save your new company. You can edit these details at any time.

Editing a Company

To modify an existing company:

  1. Go to Clients > Corporate Clients
  2. Click on the company you want to edit
  3. Update the desired fields
  4. Click Update to save changes

Company Settings Explained

Magnetic Card Usage

Card use is configured separately from Vehicle QR Attendance. Use the vehicle QR workflow below for check-in through the mobile app.

Vehicle QR Attendance

Choose where vehicle QR attendance appears in employee service tracking:

  • Not Used
  • Pick-up Services Only
  • Drop-off Services Only
  • Both Pick-up and Drop-off Services

To prepare a vehicle code, open its inventory record and use Print QR Code. The printed code contains the vehicle's plate number.

Employees open Services in the mobile app, tap Scan QR Code, and scan the code on the vehicle themselves. The employee signs in with their registered phone number; the scan records their account against an ongoing employee shuttle trip for that plate. The driver must have started the trip.

In Track Vehicle, open the employee service for the relevant day to see scan times, assigned employees who have not scanned, and scans from employees outside the assigned list. Scanning the same service again on the same day returns the existing attendance entry.

The step-by-step instructions are in the mobile QR Code Scanning guide.

Send Reports

When enabled, RouteBot automatically sends summary reports:

  • Daily service completion reports
  • Passenger usage summaries
  • Any exceptions or issues

Enter the email address where you want to receive these reports in the Report Email field.

Distance to Arrive

This setting determines when the system considers a vehicle to have "arrived" at the company:

  • Default is 0.5 km
  • Range is 0.1 to 5 km
  • A smaller value requires vehicles to be closer to trigger arrival notifications

Deleting a Company

Warning: Deleting a company will affect all passengers, services, and data associated with it. Consider carefully before deleting.

To delete a company:

  1. Open the company details
  2. Scroll to the bottom
  3. Click Delete
  4. Confirm the deletion when prompted

Best Practices

Naming Conventions

  • Use the official company name for the Official Name field
  • Create a short, recognizable abbreviation for the Short Name

Location Accuracy

  • Always verify the map pin is in the correct location
  • For companies with multiple entrances, place the pin at the main shuttle loading/unloading area
  • The location affects route optimization and timing calculations

Multiple Locations

If you manage transportation for multiple company locations:

  • Create a separate company entry for each location
  • Use distinct short names to easily identify each location
  • Passengers and services will be associated with specific companies

Next Steps:

Last updated: October 9, 2026