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

Bulk Upload

For multiple transfers:

  1. Select Upload Transfer File tab
  2. Download the template file
  3. Fill in transfer data in Excel
  4. Upload the completed file
  5. Review and confirm imports

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"

  • Use the correct template
  • Check file format (Excel/CSV)
  • Verify data formatting
  • Look for error messages

"Region not showing for passenger"

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

Next Steps:

Last updated: March 23, 2026