Transport Companies – Staff Attendance + Multi-Shift + Driver/Conductor Duty Roster Mapping + Late/Early Rules + OT Approval + Route/Trip Assignment Tracking + Fuel/Dispatch Desk Mapping + Payroll Export Automation | Modi Group ✅
Transport business me attendance sirf HR nahi — on-time dispatch, driver availability, route coverage, trip-wise accountability, late reporting control, night duty roster, OT approvals aur payroll accuracy sab attendance + duty mapping se linked hota hai. Agar multi-shift + late rules + trip mapping + OT approval strong nahi hoga toh missed dispatch, client penalties, fuel misuse suspicion, overtime disputes aur management blind spots create hote hain.
1) Requirements — Transport Company Setup
A) Staff Roles (Fleet + Office)
- Drivers (route/trip-wise mapping)
- Conductor / Helper (if passenger/parcel operations)
- Dispatcher (vehicle allocation + schedule)
- Fleet Supervisor (daily readiness + discipline)
- Trip Coordinator (client timing + POD follow-up)
- Fuel Desk / Fuel Incharge (fuel issue control)
- Mechanic / Maintenance (garage duty + breakdown support)
- Security (yard gate + vehicle entry/exit logs)
- Accounts/HR (salary + trip allowance + payroll export)
B) Shift Inputs (24×7 Practical)
- Morning Dispatch Shift (early departures)
- Day Shift (local deliveries)
- Evening Shift (returns + next-day planning)
- Night Shift (line-haul / long route)
- Weekend/Peak Shift (festival + high demand)
C) Policies (Control + Proof)
- Grace time (example: 10 min)
- Late/Early rules (dispatch roles strict)
- OT slab (30 min rounding)
- OT approval (Fleet Supervisor → HR/Owner)
- Trip/Route mapping (who drove which trip)
- Dispatch desk mapping (who assigned vehicles)
- Fuel desk mapping (who issued fuel / timing)
D) Device + Network Requirements
- Face Attendance / Biometric (yard/office punch)
- LAN/WiFi/4G internet (cloud dashboard)
- UPS backup (night operations)
- Admin PC/Laptop (reports + payroll export)
2) Use Cases (Transport Real Scenarios)
1) Driver Availability + Dispatch Readiness
Morning dispatch miss na ho: driver punch + roster confirmation.
2) Trip/Route Assignment Tracking
Trip-wise proof: kis driver ne kaunsi route/trip handle ki.
3) Night Duty + Line-Haul Coverage
24×7 operations me night shift roster critical hota hai.
4) OT + Trip Allowance Disputes Control
Extra hours ka payroll me approved OT only count ho.
5) Dispatch/Fuel Desk Accountability
Fuel/dispatch par kaun duty par tha — desk mapping se accountability.
3) Common Problems (Transport)
- Late reporting → dispatch delay, client penalty
- Driver shortage → trips cancel/shift
- Unapproved OT claims → payroll disputes
- Trip responsibility unclear → complaints, POD issues
- Fuel desk confusion → misuse suspicion
- No centralized visibility → multi-branch blind spots
4) Transport Workflow Mapping
Pre-Dispatch (Yard / Office)
- Drivers + dispatch team punch-in
- Trip/route allocation logged (optional notes)
- Vehicle readiness check coordination
During Operations
- Shift coverage monitoring (dispatch + supervisor)
- Break rotation with minimum desk coverage
- Emergency/late return OT flagged for approval
Post-Dispatch / End Shift
- Punch-out discipline
- OT auto calculation + approval
- Payroll export readiness
5) Software Features (Must-Have)
- Role-based attendance (driver/dispatch/supervisor/fuel/maintenance)
- Multi-shift roster (morning/day/evening/night)
- Late/Early rules with grace
- OT approval workflow
- Trip/route tagging notes (optional)
- Mobile dashboard for owner/fleet head
- Payroll export Excel/CSV
- Audit log (approvals + edits)
Optional Add-ons
- Daily WhatsApp report (late/absent/OT)
- Multi-branch comparison dashboard
- Access control at yard gate (optional)
6) Shift + OT Policy (Recommended)
| Item | Recommended | Why it matters |
|---|---|---|
| Grace | 10 min | Practical tolerance |
| Dispatch Late Rule | After grace → strict penalty | On-time trips |
| OT Slab | 30 min rounding | Standardized OT |
| OT Approval | Supervisor → HR/Owner | Fake OT block |
| Night Duty | Fixed roster | 24×7 continuity |
7) Recommendations (Owner Control Tips)
- Morning dispatch roster previous night finalize karo
- Driver mapping route/trip wise compulsory rakho
- OT approval mandatory rakho (no disputes)
- Fuel + dispatch desk accountability fix rakho
- Daily late/absent report owner ko auto bhejo
8) Example Setup (Sample Transport Fleet)
- Dispatch timing: 6:00 AM – 10:00 PM (night line-haul separate)
- Shifts: Morning (5:45), Day (9:00), Evening (2:00), Night (9:00)
- Grace: 10 min
- OT slab: 30 min
- Approval: Fleet Supervisor → HR
- Payroll: Monthly Excel export + audit
Role/Desk Mapping Example
| Role | Shift | Mapping |
|---|---|---|
| Driver | Morning | Route: Ahmedabad → Surat |
| Helper | Morning | Trip Assistant |
| Dispatcher | Morning | Dispatch Desk |
| Fuel Incharge | Day | Fuel Desk |
| Supervisor | Evening | Yard Control |
9) Reports (Owner-Friendly)
- Daily attendance (present/absent/late)
- Shift-wise coverage (morning/day/evening/night)
- Driver-wise roster (optional route notes)
- OT requested vs approved
- Monthly payroll export (Excel/CSV)
- Branch comparison (if multi-branch)
Payroll Export Columns (Recommended)
- Employee ID / Name
- Role (Driver/Dispatch/Fuel/Supervisor)
- Shift tag
- Present/Absent/WO
- Late count + minutes
- Approved OT hours
- Payable days / remarks
10) Implementation (Modi Group Process)
- Requirement discussion (fleet size, shifts, roles)
- Site visit (yard/office device placement + network)
- Device install (Face/Bio) + testing
- Policy setup (late/OT approvals)
- Roster mapping (driver/dispatch/fuel)
- Training (supervisor + HR/admin)
- Test payroll export
- Go-live + support
11) FAQs
Q1) Night shift supported?
Yes, multi-shift roster supported.
Q2) OT approval?
Approved OT only payroll me count hota hai.
Q3) Payroll export?
Excel/CSV export ready milta hai.
Q4) Driver roster mapping possible?
Yes, driver duty roster mapping supported.
12) Contact / Demo – Ahmedabad
Share for exact quote: fleet size, staff count (drivers/dispatch), shifts, OT policy, branches (if any).
📞 9664988206 / 7405851025
📧 modigroupahm@gmail.com
