Managing Transportation in Tandem
The Transportation feature allows you to schedule and manage trips for events, or even trips not tied to a specific event.
In Tandem, a trip consists of a bus and driver traveling from an origin to a destination at designated times. Multiple trips can be associated with a single event, giving you flexibility for complex scheduling.
Why Setting Up Transportation is Important
By configuring transportation in Tandem, you can:
Assign the right vehicles and drivers to each trip.
Manage both internal fleets and external charter providers.
Automate billing calculations based on mileage and driver time.
Ensure trips are properly approved and tracked alongside your events.
Ensure your drivers and vehicles are never double-booked.
How to Start Setting Up Transportation
Vehicle Types – Define the categories of vehicles (e.g., Large Bus, Mini Bus, Van).
Vehicles – Enter your fleet, listing each vehicle uniquely (e.g., Bus – 172).
Drivers – Add users who can be scheduled as drivers for trips.
Charters – Define any charter fleets you may use when outside transportation is needed.
Billing and Cost Options (Optional)
If you need to calculate costs or driver pay, configure the following:
Odometer Rates – Set mileage-based billing (e.g., dollars per mile).
Minimum Trip Hour – Establish a minimum trip length for billing purposes (e.g. a 30-minute trip rounds up to 1 hour).
Budgets – Identify internal budgets that should be charged for trips.
Bill Tos – List external organizations responsible for payment.
Pay Rates – Define default driver pay rates, overtime rates, and standby rates.
Set up a Transportation Manager/Administrator
Go to My Organization > People to add your Transportation Manager/Administrator
Edit an existing user or Add a new user.
Fill out the required fields
Set the user type to Manager (unless they are already an Admin)
In Other Permissions set the Permission Groups of Transportation Manager, Transportation Administrator, and Transport Operators
Save changes
Using Transportation
Once setup is complete, you can:
Issue trip requests.
Approve transportation needs.
Assign buses and drivers to events or standalone trips.
This ensures every trip is accounted for, approved, and aligned with your organization’s scheduling process.