Transportation Scheduling Workflow

Transportation is often the difference between a participant attending or staying home. Managing routes, drivers, and schedules efficiently keeps participants coming and supports your census. Here's how to build a workflow that works.

Transportation Planning Basics

Before building routes, gather essential information:

• Participant addresses and contact information
• Mobility requirements (wheelchair, walker, ambulatory)
• Attendance schedule (which days each participant attends)
• Vehicle capacity and accessibility features
• Driver availability and qualifications
• Service area boundaries

Building Efficient Routes

Optimize routes to minimize drive time and get participants to the center on schedule:

• Group participants geographically
• Consider traffic patterns for morning and afternoon runs
• Balance wheelchair vs. ambulatory capacity on each route
• Allow buffer time for loading and unexpected delays
• Plan routes so participants aren't on the van too long

Daily Transportation Workflow

1. Day before: Confirm next day's attendance with participants/families
2. Morning prep: Print manifests, vehicle checks, confirm driver assignments
3. Morning run: Pick up participants per route, note actual times
4. Arrival: Hand off to front desk, report any concerns
5. Afternoon prep: Update departure list for any early pickups
6. Afternoon run: Return participants home per route
7. End of day: Record mileage, note any issues

Handling Changes

Schedules change daily. Build processes for:

• Same-day absences: Update routes when participants call out
• Early departures: Coordinate medical appointments or family pickups
• New participants: Add to routes without disrupting existing schedules
• Address changes: Update routes when participants move
• Driver call-outs: Have backup plans for coverage

Tracking for Billing

If you bill for transportation, track these elements:

• Mileage per participant (some programs reimburse by mile)
• Trip type (one-way, round-trip)
• Dates of service
• Participant transportation on manifest matching attendance
• Vehicle maintenance and inspection records

Driver Management

Keep drivers compliant and effective:

• Track CDL and license expirations
• Maintain driver physicals and certifications
• Document passenger assistance training
• Schedule regular vehicle inspections
• Ensure drivers know emergency procedures

Safety and Communication

Keep everyone informed and safe:

• Provide estimated pickup times to families
• Have way for drivers to communicate delays
• Document any incidents during transport
• Train drivers on participant-specific needs
• Maintain emergency contact lists on vehicles

Technology Solutions

Modern transportation management should include:

• Route optimization software
• GPS tracking of vehicles
• Electronic manifests for drivers
• Automated mileage calculation
• Integration with attendance and billing
• Family notifications for pickup times