Transfers

Transfers in RouteBot handle point-to-point transportation needs, separate from regular routes. This feature is useful for special trips, events, or on-demand transportation.

What are Transfers?

Transfers represent:

  • One-time or special transportation
  • Point-to-point trips
  • Event-based transportation
  • On-demand service requests

Unlike regular routes that run on schedules, transfers are typically for specific occasions.

Accessing Transfers

  1. Click Transfers in the main navigation
  2. You'll see several tabs:
    • Transfer Tracking - Monitor active transfers
    • Active Transfers - Currently scheduled transfers
    • All Transfers - Complete transfer history
    • Upload Transfer File - Bulk import
    • New Transfer - Create individual transfers
    • Regions - Manage transfer regions

Creating a New Transfer

Individual Transfer

  1. Select the New Transfer tab
  2. Fill in transfer details:
Field Description Required
Passenger Who is being transported Yes
Pickup Location Where to pick up Yes
Drop-off Location Destination Yes
Date/Time When the transfer occurs Yes
Vehicle Assigned vehicle No
Driver Assigned driver No
Notes Special instructions No
  1. Click Create to save

Transfer File Upload

Transfers > Upload Transfer File uses a process configured for your company's transfer operation. Its expected file layout depends on the selected process.

  1. Open Upload Transfer File
  2. Choose the relevant option under Select Process
  3. Read that process's instructions and use its example file if one is provided
  4. Upload the file in the layout expected by that process
  5. Submit it and wait for processing
  6. Review the transfers, passengers, and proposed services before approving them

An example/template requirement on this screen applies to the selected transfer process. It is not a requirement for every spreadsheet import in RouteBot. If there is no suitable process for your transfer list, contact support to arrange the import.

Template-Free Student and Route Import

The spreadsheet start flow is a separate import for student rosters, parent details, schools, and student route lists. It reads Excel or CSV columns without a fixed RouteBot template and lets you review what was recognized before saving. See Getting Started.

A dated transfer schedule should use the transfer process described above or an import arranged with RouteBot. The student spreadsheet flow does not replace that transfer scheduling workflow.

Transfer Regions

Organize transfers by geographic regions:

What are Regions?

Regions help you:

  • Group transfers by area
  • Assign default pricing
  • Organize logistics
  • Generate regional reports

Creating a Region

  1. Go to Regions tab
  2. Click Create New Region
  3. Enter region details:
    • Region name
    • Description
    • Geographic boundaries
    • Default settings
  4. Save the region

Assigning Passengers to Regions

Passengers can be assigned to a default region:

  1. Edit the passenger record
  2. Select their transfer region
  3. This helps with transfer organization

Tracking Transfers

Active Transfer View

Monitor transfers in progress:

  • View current status
  • See pickup/drop-off times
  • Track completion

Transfer History

Review past transfers:

  • All completed transfers
  • Filter by date, region, passenger
  • Export for reporting

Managing Transfers

Editing a Transfer

  1. Find the transfer in the list
  2. Click to open details
  3. Update necessary fields
  4. Save changes

Canceling a Transfer

  1. Open the transfer
  2. Change status to Canceled
  3. Or delete if entered by mistake

Transfer Status

Transfers can have various statuses:

  • Scheduled
  • In Progress
  • Completed
  • Canceled

Transfer Reports

Generate reports on:

  • Transfers by date range
  • Transfers by region
  • Transfers by passenger
  • Completion rates
  • Cost analysis

Accessing Reports

  1. Go to Transfer Tracking
  2. Select your filters
  3. View or export results

Best Practices

Clear Documentation

  • Include pickup and drop-off details
  • Add any special instructions
  • Note contact information

Timely Updates

  • Update transfer status promptly
  • Mark completions quickly
  • Cancel if plans change

Region Organization

  • Set up regions logically
  • Assign passengers appropriately
  • Use regions for reporting

Bulk Operations

For many transfers:

  • Use the Excel upload feature
  • Verify data before importing
  • Check for duplicates

Common Use Cases

School Events

  • Field trips
  • Sports events
  • Special activities

Corporate Events

  • Conference transportation
  • Client visits
  • Employee events

Special Requests

  • Airport transfers
  • Medical appointments
  • One-time needs

Troubleshooting

"Transfer not appearing"

  • Check date filters
  • Verify it was saved
  • Look in All Transfers view

"Can't upload file"

  • Check which process is selected in Upload Transfer File
  • Follow its file-format and column instructions; use its example file if supplied
  • Verify dates, times, passenger information, and any required identifiers
  • Look for error messages

"Region not showing for passenger"

  • Edit the passenger record
  • Assign the region
  • Save the changes

Next Steps:

Last updated: October 9, 2026