Fully automated trip approvals and scheduling
Overview
Transforming Enterprise Transport Operations
Managing employee transport at scale was slow, manual, and risk-prone. Vigous Technologies delivered a centralized, multi-portal transport management system that automated scheduling, optimized routes, enabled live cab tracking, and strengthened employee safety-resulting in smoother operations and higher confidence across stakeholders.
Key Highlights:
Live cab tracking with real-time notifications
SOS and in-app calling for employee safety
Role-based access with complete audit trails
About the Client
The client is a Bangalore-based enterprise operating across multiple shifts and locations, with a high daily dependency on employee transportation. Managing mobility required close coordination between internal teams, SPOCs, and external vendors, along with multiple approval layers. To support scale, safety, and operational control, the organization needed a centralized and secure transport management system to replace manual processes with automated, auditable workflows—without exposing sensitive internal data.
Challenges
The existing transport process relied heavily on spreadsheets, calls, and manual coordination, creating operational friction and safety concerns.
Manual workflows causing delays and errors
Complex, multi-level approval requirements
No real-time visibility into cab movements
Difficulty managing shift changes and cancellations
Limited safety measures for employees during travel
Lack of centralized logs for audits and compliance
Approach
Vigous Technologies adopted a role-first, safety-centric architecture to ensure scalability and control.
Our methodology included:
Deep workflow analysis across admin, SPOC, vendor, and employee roles
Designing modular portals aligned to real operational responsibilities
Integrating Google Maps APIs for location intelligence and routing
Implementing real-time tracking and notification frameworks
Prioritizing employee safety with SOS and direct communication tools
Every feature was mapped to a real-world transport scenario to ensure usability and adoption.
Solution
A fully integrated Enterprise Transport Management System was delivered with the following modules:
Super Admin Portal: Platform governance, audit trails, and system-wide visibility
Admin Portal: User management, trip approvals, vendor coordination
Transport Admin Portal: Trip validation, operational monitoring
SPOC Portal: Bulk trip uploads, route optimization, shift and cancellation handling
Vendor Portal: Cab assignment, route entry, automated notifications
Employee Mobile App: Trip visibility, live tracking, in-app calls, SOS alerts
Results
Quantifiable Outcomes:
Significant reduction in manual coordination efforts
Faster trip approvals and route planning
Improved employee confidence and safety perception
Better vendor accountability and operational transparency
Measurable Business Impact
Before
After
- Manual trip schedulingFully automated approvals and assignments
- No live trackingReal-time cab tracking for employees
- High dependency on callsAutomated notifications and in-app communication
- No real-time order trackingLive GPS-based delivery tracking
- Limited safety controlsSOS alerts with live location sharing
- Fragmented dataCentralized logs and audit-ready history
Client testimonial
Why This Solution Worked
Built around real enterprise transport workflows, not generic features
Clear separation of roles ensured accountability and control
Safety was treated as a core function, not an add-on
Scalable architecture allowed easy expansion across shifts and vendors
Real-time data replaced assumptions with visibility
This balance of automation, safety, and governance made the platform sustainable and effective.
Lessons & Insights
Employee transport systems must prioritize safety and trust alongside efficiency
Role-based design simplifies complex enterprise operations
Real-time visibility dramatically reduces operational friction
Automation works best when aligned with existing approval hierarchies.
These insights now guide how Vigous designs mobility and workforce platforms.
Conclusion
This project demonstrates how a well-architected transport management system can move beyond logistics to deliver safety, confidence, and operational clarity. By digitizing every step-from trip requests to live tracking-Vigous Technologies helped the client build a future-ready employee mobility ecosystem.
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