Managing Employees (Passengers)

Employees in RouteBot are the personnel who use your shuttle transportation services. This guide covers how to add and manage employee records for personnel transportation.

What is an Employee?

An Employee (also called Passenger or Personnel) record in RouteBot includes:

  • Basic information (name, phone, email)
  • Home address (pickup/drop-off location)
  • Company assignment
  • Optional shift and transfer region settings
  • Notification preferences

Accessing Employees

  1. Click Users in the main navigation
  2. Select the Employees tab
  3. You'll see a list of all employees in your system

Note: In the application interface, this tab is labeled "Employees" while the internal records may also be referred to as "Passengers" or "Personnel".

Creating a New Employee

To add a new employee:

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

Required Fields

Field Description
Company Select the company this employee works for
Name The employee's full name

Contact Information

Field Description
Phone Number Mobile number for SMS notifications
Email Email address for communication
Identity Number Employee ID or government ID (optional)

Phone Number Format

When entering a phone number:

  1. Select the country code from the dropdown
  2. Enter the phone number without the country code
  3. The system validates that the number is in the correct format

Address Setup

The employee's home address is used for pickup/drop-off:

  1. Enter the full street address in the address field
  2. Click Get Location from Address
  3. Verify the map pin appears in the correct location
  4. If needed, drag the pin to adjust the exact spot

Important: An accurate address is essential for route planning and arrival time calculations.

Optional Settings

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

Job Class and Identifier

Field Description
Job Class The employee's job category or department
Identifier Additional identifier like employee ID

Shift Settings

If your organization uses shift-based transportation:

Field Description
Uses Shifts Yes/No - whether this employee uses shift-based services

Transfer Region

If your organization uses regional transfers:

Field Description
Transfer Region Assign the employee to a geographic region for transfers

Notification Settings

Field Description
Approach Notification Yes/No - receive SMS when shuttle is approaching
Distance Before Pickup How far away (in km) to trigger approach notification

Saving

Click Create to save the new employee. You can edit these details at any time.

Editing an Employee

To modify an existing employee:

  1. Go to Users > Employees
  2. Click on the employee you want to edit
  3. Update the desired fields
  4. If you change the address, re-verify the map location
  5. Click Update to save changes

Address Verification

RouteBot indicates the quality of address geocoding:

Status Meaning
Green checkmark Address found and verified on map
Yellow warning Address found but may need verification
Red X Address not found - manual adjustment needed

Important: Services cannot be properly optimized if employee addresses are not verified.

Deleting an Employee

Warning: Deleting an employee removes them from all services and may affect historical data.

To delete an employee:

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

Employee Notifications

Employees with valid phone numbers can receive:

  • Approach Notifications - SMS when the shuttle is getting close
  • Pickup Confirmations - When they board the shuttle
  • Service Updates - Changes to routes or schedules

Configuring Notifications

  1. Ensure the employee has a valid phone number
  2. Set Approach Notification to Yes
  3. Configure the Distance Before Pickup (default is 2 km)

Best Practices

Complete Information

  • Always enter a mobile phone number for notifications
  • Verify phone numbers are correct
  • Take time to verify address locations on the map

Address Accuracy

  • Accurate addresses lead to accurate route timing
  • For apartment buildings, note the building entrance
  • Drag the map pin to the exact pickup spot if needed

Organization

  • Use Job Class to categorize employees by department
  • Use Identifier for employee ID numbers
  • This helps with filtering and reporting

Shift Workers

For employees with varying schedules:

  • Enable the shift feature if available
  • Assign employees to appropriate shifts
  • They can then be included in shift-based services

Next Steps:

Last updated: March 23, 2026