Drivers from SmartMy HRMS, trips as attendance
With SmartMy HRMS, employees become riders in one pick. A run whose driver or helper is on approved leave is flagged, with a to-do for the transport office. Starting and ending a run or a booking trip counts as the crew's attendance.
PLANSEvery planWith SmartMy HRMS
The problem it solves
- A driver's leave is approved in HR, but nobody tells the transport office until the bus does not leave.
- Drivers start at 6 in the morning, far from the office biometric, so their attendance is filled in by hand.
- Shift-bus riders are typed in twice: once as employees, once on the transport list.
- HR and transport argue about a driver's hours because each keeps its own record.
How it works
- Open Transport > Riders > Riders, press New and pick the Employee. Their login becomes the rider; choose the service, routes, stops and days.
- Drivers and helpers are your users, named on each route. When a user is also an employee, Transit finds them in HR by their login.
- Every hour, Transit checks the planned runs of today and tomorrow. If the driver or helper has approved full-day leave, the run shows On leave that day. One transport officer gets a to-do to reassign it.
- The office changes the driver or helper on the run; the warning goes away.
- When the run is started, the driver and helper get an in punch at the start time; when it ends, an out punch. A vehicle booking trip does the same for its driver.
- HR builds the attendance day from these punches like any other, with source Transport (route run) and a note naming the run or booking.
Everything it does
Employees as riders
- Pick the Employee on the rider form; their login becomes the rider
- An employee without a login cannot be saved as a rider: create the login in HR first
- The rider then gets the Rider app, the My transport page and the messages like any other rider
Crew on leave
- Only approved leave for the whole day counts; a half day or a permission of hours gives no warning
- Checked every hour for planned runs of today and tomorrow
- Warning on the run while it is Planned: On leave that day, with the names
- One to-do per run, to a transport officer of the Entity
- The driver or helper must be an employee with a login, so the leave can be matched
Runs and trips as attendance
- Run started: an in punch for the driver and the helper; run ended: an out punch
- Booking trip started or ended (Scale): an in or out punch for the booking's driver
- Each start and end is recorded once, even if the button is pressed twice
- A run cancelled after it started keeps its in punch and has no out punch; HR corrects the day
- A crew member who is not an employee gets no punch
- How the hours count follows your HR shift and attendance rules, not Transit
Who uses it
Transport officeAdds employees as riders, gets the to-do when a driver is on leave and changes the crew of the run.
Driver or helperStarts and ends runs and trips; their attendance is recorded from it.
HRApproves leave and sees the Transport punches in attendance, next to the biometric and app punches.
Transport administratorSwitches Runs Count as Attendance on or off for the Entity.
Where you use it
- Web: the rider form (Employee), the run form (the leave warning), the transport office's to-dos
- Web: the Entity's Transport tab, group HR, Runs Count as Attendance
- With SmartMy HRMS: the punches in HR attendance with source Transport (route run)
- The SmartMy Transit Crew app: starting and ending a run there makes the same punches (built and in testing, not in the app stores yet)
What you control
Settings
- Runs Count as Attendance: on to start with
- Leave check: always on with SmartMy HRMS leave; no setting
Notifications
- Driver or helper on leave: a to-do on the run for one transport officer, made once per run
- No message to the driver; HR's own leave notices are unchanged
Works with
SmartMy HRMSEmployees as riders, approved leave of drivers and helpers, and run and trip punches in attendance.
Questions
Do we need SmartMy HRMS to use Transit?
No. Without it you add riders and crew as users. The HRMS link adds employee riders, the leave warning and attendance from runs.Are drivers picked from the employee list?
Drivers and helpers are chosen from your users on the route and run. If that user is an employee, HR finds them by their login for leave and attendance.Will a half-day leave raise the warning?
No. Only approved leave for the whole day counts, because a driver on half-day leave may still drive one leg.A driver does a morning and an evening run. How is the day counted?
Each run gives an in and an out punch. HR normally takes the first in and the last out of the day; your attendance rules decide how the gap counts.Can we turn the punches off?
Yes. Switch off Runs Count as Attendance on the Entity's Transport tab. The leave warning stays.Related features
DAILY RUNSDaily runs planned by themselvesEvery route gets its run for today and the coming days by itself: vehicle, crew, stops, times and that day's riders. The driver starts it, each stop records the delay, and the run ends or is cancelled.PHONE APPSThe Crew app for drivers and helpersSmartMy Transit Crew puts the driver's and helper's day on their phone: today's runs, start and end. It shows each stop with its riders, boarded, dropped and absent, and the boarding card scan. With higher plans the phone also tracks the vehicle, carries an SOS button, the trip checklist, fuel, breakdowns and boarding by face.VEHICLE BOOKINGVehicle booking with approvalAnyone with a login asks for a vehicle from the back office, a web page or the Rider app. The request goes through your approval chain, the office assigns a free vehicle and driver, and the trip records the odometer.STOPS, ROUTES, RIDERSRiders with their route, stop and daysEach rider has their service (pickup, drop or both), the route and stop for each leg, and the days they ride. You choose who is told about each rider, the rider, a parent or a guardian, topic by topic.PEOPLE AND ACCESSSeparate access for each roleThe transport administrator, the transport office, drivers and helpers, riders and parents each get their own access. Each person sees only the Entities they work in and the records that are theirs.
See your own routes on the map.
Send us your stops and routes and we will show you a demo with them.