This article explains how to manage shuttles and employee assignments on Comms and docs > Shuttle. Users with Communication Module Administrator Permission manage shuttles; employees with Communication Module Employee Permission see their own shuttle and stop.
Before you start
Prepare the names of the stops on the shuttle's route.
The employees you will assign must be active in the system.
Step by step
Adding a shuttle
In the left menu, go to Comms and docs > Shuttle. At the top you see the Total Shuttles, Assigned Employees, Average Occupancy and Active Announcements cards; below are the shuttle list and Shuttle Announcements.
Click Add Shuttle and fill in the fields:
Shuttle Name (required).
Capacity (required, 1–999): The maximum number of employees that can be assigned to the shuttle.
Driver's Phone: Shown to employees as Authorized Phone.
Stops: Type the stop name in Enter stop name and click Add Stop; add all stops in route order.
Click Save.
Searching and sorting the shuttle list
Search with the Search by shuttle name box in the row above the shuttle list; type a number in the Shuttle Capacity or Remaining Capacity filter to narrow the list. The search and the filters work as one criterion: entering one clears the others. Clear all removes them all and the right end of the row shows how many shuttles were found. To sort, click the Shuttle Name, Shuttle Capacity or Occupancy header or Sort at the right end of the row (ascending, descending, off; Occupancy sorts by remaining capacity). Pick how many shuttles a page shows and move between pages at the bottom of the list; on a narrow screen the list turns into cards.
Assigning employees to a shuttle
In the shuttle list, choose Assign from the shuttle's Actions menu. On a shuttle whose capacity is full, this option is disabled (Full).
In the Shuttle Assignment window, choose employees in Employee.
For each employee choose their stop in Select Stop. To give everyone the same stop, use Apply same stop to all.
Click Save.
If one of the selected employees is already assigned to another shuttle, the Shuttle Assignment Conflict window opens. For each employee choose Transfer (move to the new shuttle) or Skip (keep on the old shuttle), or use Transfer All / Skip All.
Editing assignments
Open Detail from the shuttle's Actions menu. In the Assigned Employees list you can change an employee's stop with the pencil icon, remove an employee from the shuttle with the trash icon, or delete all assignments with Remove All.
Edit updates the shuttle name, capacity, phone and stops. Capacity can't be lower than the number of assigned employees.
Delete can only be used on a shuttle with no assigned employees.
Publishing a shuttle announcement
Click Add Announcement at the top of the screen.
In the Add Shuttle Announcement window, fill in Sent Shuttles (required), Title (required, up to 50 characters) and Message (required, up to 250 characters). With Send Email on, the announcement is also emailed to all employees assigned to the selected shuttles.
Click Save.
Employee: seeing my shuttle
On Comms and docs > Shuttle the employee sees the name of their shuttle, the Shuttle Capacity, Assigned Personnel and Authorized Phone details and the Route Stops list; their own stop is marked My Stop. Shuttle Announcements are listed on the right.
Result
An assigned employee sees their shuttle information on the Shuttle screen; no separate notification is sent for the assignment. A shuttle announcement is delivered to employees assigned to the selected shuttles as an in-app notification (and by email if selected) and appears in the Shuttle Announcements list.
Common problems
Symptom: During assignment I get "Shuttle capacity is not sufficient."
Cause: The number of selected employees exceeds the shuttle's remaining capacity.
Solution: Increase the capacity with Edit or select fewer employees.
Symptom: I can't delete a shuttle.
Cause: The shuttle has assigned employees.
Solution: Remove the assignments with Remove All in the Detail window and try again.
Symptom: The employee sees "You have not been assigned to a shuttle yet".
Cause: The employee is not assigned to any shuttle.
Solution: Assign the employee to a shuttle.