Shuttle and Transportation Dispatch Log

Dispatch log for recording and tracking guest shuttle and transportation requests, including pickup/drop-off details, driver assignments, vehicle information, and trip completion status.

Log Entry Details

• Log Date
  Date this trip is being logged.
• Dispatcher Name
  Name of the dispatcher or staff member creating this log entry.
• Shift
• Trip / Request ID
  Auto-generated unique identifier for this trip record.

Guest and Request Information

• Guest / Requester Name
• Room Number / Employee ID / Reservation #
  Reference identifier for the guest or requester. Collect only what is operationally necessary.
• Guest Contact Phone
  Optional callback number in case of delays or changes. PII — collect only if needed for this trip.
• Number of Passengers
• Accessibility or Special Accommodation Needs
  Select all that apply. Ensures ADA-compliant vehicle and assistance are arranged in advance.
• Accommodation Notes

Trip Details

• Trip Type
• Pickup Location
• Drop-Off Location
• Scheduled Pickup Time
  Date and time the pickup was requested or scheduled.
• Actual Pickup Time
  Record the actual time the vehicle arrived at the pickup location.
• Actual Drop-Off Time
  Record the time the passenger(s) were delivered to the drop-off location.
• Flight Number
  Required for airport pickups to monitor arrival status.

Driver and Vehicle Assignment

• Assigned Driver Name
• Driver ID / Badge Number
  Internal driver identifier for audit trail purposes.
• Vehicle ID / Unit Number
• Vehicle Type
• Odometer Reading at Departure (miles)
  Record starting mileage for fleet maintenance and cost tracking.
• Odometer Reading at Return (miles)

Trip Status and Outcome

• Trip Status
• Delay or Cancellation Reason
  Select the primary reason if the trip was delayed or cancelled.
• Did any incident, accident, or safety concern occur during this trip?
• Incident Description
  Provide a factual description. A formal incident report should also be completed per your organization's safety procedures.
• Guest Acknowledgment / Signature Obtained
  Indicate whether the guest signed a transport acknowledgment form, if required by your property.

Dispatcher Notes and Attachments

• Dispatcher / Driver Notes
• Follow-Up Required?
  Check if this trip requires follow-up action by a supervisor or manager.
• Follow-Up Details
• Supporting Documents or Photos
  Attach any relevant documents such as signed transport forms, damage photos, or flight confirmation printouts.