Skip to main content

​
Transportation Management

Coordinate ground transportation: vehicles, drivers, routes, passenger assignments, and QR check-in using registration QR codes.

​
Setting Up Transportation

  1. Event Dashboard → Logistics
  2. Enable Transportation under Enable Services
  3. Open the Transportation sub-section
  4. Add vehicles and drivers, then create routes

​
Vehicles

Click + Add Vehicle and set name, type, capacity (includes driver), bag capacities, license plate, and notes. You cannot delete a vehicle assigned to active routes.

​
Drivers

Add drivers with name, email, phone, optional linked vehicle, and notes.

​
Driver Dashboard

Shows routes, passengers, pickup times, and check-in status for that driver.

​
Flight Data

Logistics → Transportation → Flight Data lists arrivals, departures, and luggage from registration responses — not live flight tracking. The standalone Flight Tracker map page is not linked from the UI.

​
Routes

Click + Create Route (not ”+ Add Route”). Configure:
  • Route name, type (Arrival/Departure), origin, dropoff
  • Ordered pickup locations (airport, bus/train station, or address)
  • Departure and arrival datetimes
  • Vehicle and driver
  • Optional capacity override
  • Enable reminder emails for this route — reminds passengers to use their registration QR code at check-in

​
Viewing Passengers

Passengers appear inline under each route as Assigned Passengers (N) — there is no separate View Passengers button.

​
Assigning Passengers

Assignments use drag-and-drop:
  1. Find Unassigned Registrants in the Transportation section
  2. Drag registrants onto a route to assign them
There is no + Assign Transportation modal or Bulk Assign button for transportation (Bulk Assign exists for housing only). Passengers use their registration QR code for transportation check-in — no separate route QR codes.

​
Transportation Scanner

/transportation-scanner/?org={org_id}&event={event_id}
  1. Enter Your Name
  2. Select the route
  3. Scan registration QR codes
  4. System verifies assignment and records check-in

​
Route Notifications

When a route has a driver and assigned passengers:
  • Send tickets and route info — Sends route details to passengers and the driver
The route checkbox Enable reminder emails for this route controls QR reminder emails — there are no separate Send Reminder or Send to Driver buttons beyond the combined send action.

​
Export

There is no transportation Export button in the event dashboard UI today.

​
Best Practices

  1. Create vehicles and drivers before routes
  2. Use descriptive route names with time and destination
  3. Test the transportation scanner before event day
  4. Share driver dashboard URLs with driver= parameter
  5. Monitor route capacity (driver counts toward vehicle capacity)

​
Troubleshooting

Can’t delete vehicle: Remove from all routes first. Can’t assign passenger: Route may be at capacity; confirm registrant is registered. QR not scanning: Passenger must use registration QR and be assigned to the selected route. Driver dashboard empty: Verify driver= ID and route assignments.