Large events, such as concerts, festivals, sports competitions and conferences, can attract massive crowds of people who need transport to get around. This can lead to a high demand for passenger transport that requires efficient resource management and smooth communication with drivers and customers.
To meet this demand, it is essential for people movers to have effective tools to plan and coordinate their fleet of vehicles and drivers to ensure customer satisfaction and event success.
This is where passenger transport fleet management software comes in. By using these tools, companies can effectively manage the transportation demands of large events and ensure customer satisfaction.
The main challenges at major events
- Manage high transport demand efficiently: During large events, transport demand can be very high and it is crucial for passenger transport companies to have effective tools to plan and coordinate their fleet of vehicles and drivers in order to meet this demand efficiently.
- Communicate clearly and quickly with drivers and customers: It is important to be able to communicate clearly and quickly with drivers about assignments and routes, and with customers about schedules and rates. The quality of communication can be crucial to ensuring customer satisfaction and the success of the event.
- Comply with regulations: Passenger transport companies need to be able to comply with all relevant passenger transport regulations, including licensing, insurance and vehicle regulations. It is important to have the tools to monitor all these deadlines and to comply with the rules in force.
- Dealing with the unexpected: During large events, it can be difficult to anticipate all the unforeseen events that may occur. It is important to have tools that allow you to manage contingencies effectively and find solutions quickly to ensure customer satisfaction.
- Ensuring driver and customer safety: The safety of drivers and customers is a major concern at large events. It is important to have tools that allow you to monitor the progress of assignments in real time and to communicate quickly with drivers and customers if problems arise.
- Manage resources efficiently: Large events can require a significant mobilisation of resources, particularly in terms of vehicles and drivers. It is important to have tools to effectively plan and coordinate all of these resources to ensure the success of the event.
You can find more info about some of the biggest events in the UK in 2023 in our dedicated blog article to help you prepare for them.
The tools available to face these challenges
Fleet management software
It is an IT tool that allows passenger transport companies to plan, coordinate and monitor all their activities efficiently. It allows the management of different aspects of the business, such as mission planning, vehicle and driver management, communication with customers, invoicing, etc.
WAY-Plan is an example of fleet management software dedicated to passenger transport companies. It has many features that can help companies to manage their business efficiently, including :
- Visual planning and real-time interactive maps to intuitively view and plan assignments
- Quick mission registration to quickly create new missions by entering essential information
- A database allowing you to save any existing address or location on Google Maps via an API
- Synchronisation with airports and flight data to track flights in real time and ensure vehicles and drivers are available when passengers arrive
Mobile applications can be very useful to improve communication and coordination between drivers, dispatch and customers, especially at large events where transport demands can be massive.
For drivers and customers are tools that allow quick and easy communication with drivers and customers, and real-time monitoring of the progress of assignments. They are often used in conjunction with passenger transport fleet management software.
WAY-D is a mobile application developed by WAYNIUM for passenger transport companies. It is available for drivers and customers, and allows to :
- Receive and track assignments in real time
- Communicate with dispatch and customers to report schedule changes, unforeseen events, etc.
- Geolocate vehicles and drivers in real time
- Manage payments and expenses
- Access mission and customer information such as schedules, routes, preferences, etc.
By using a collaboration platform, passenger transport companies can respond efficiently to the demands of large events, while benefiting from simplified management of collaborations with other companies.
WAY-Corp is a collaboration platform developed by WAYNIUM for passenger transport companies. It allows companies to :
- Quickly find partners to meet transport requirements
- Send and receive calls for tender in a simplified way
- Monitor the progress of assignments in real time
- Communicate with partners and customers through a chat tool
- Manage payments and commissions in an automated way
Online booking systems
They allow customers to book their transport quickly and easily, directly from their computer or smartphone. They can choose their vehicle, schedule and route, and receive notifications on the status of their booking. It is important to mention that WAY-Plan also has online booking and billing software functionality. This complete solution allows companies to efficiently manage their business and provide a quality customer experience. In addition, this functionality can be integrated into the company’s website.
There are many tools that allow passenger transport companies to better manage their business and provide a quality customer experience. Among these tools, online booking systems and billing software are particularly important.
They allow companies to manage their accounting efficiently and to invoice their customers quickly. They can integrate various information, such as current tariffs, taxes and surcharges, and generate invoices that comply with current legislation.
With this invoicing feature integrated into WAY-Plan, passenger transport companies can automatically generate invoices that comply with the relevant regulations, thus helping them to meet deadlines and administrative obligations. In addition, these features can also be used to track payments and to remind customers of late payments. They can also be integrated with accounting software, making it easier to manage the business.
It is essential for passenger transport companies to have effective tools to manage the massive demands of large events. This allows them to plan and coordinate their fleet of vehicles and drivers efficiently, to communicate clearly with drivers and customers, and to manage unforeseen events. It is important to choose reliable tools that are tailored to the specific needs of each passenger transport company.
WAY-Plan is an example of passenger transport management software that offers a wide range of features to help passenger transport companies succeed at large events.