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Run: Shuttle and Transportation Dispatch Log

Track guest shuttle and transportation requests from dispatch to drop-off in one log. Use it to assign drivers, record timing, capture special needs, and clo...

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Log Entry Details

Log Date (required)

Date this trip is being logged.

Dispatcher Name (required)

Name of the dispatcher or staff member creating this log entry.

Shift (required)

Trip / Request ID

Auto-generated unique identifier for this trip record.

Guest and Request Information

Guest / Requester Name (required)

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 (required)

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 (required)

Pickup Location (required)

Drop-Off Location (required)

Scheduled Pickup Time (required)

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 (required)

Driver ID / Badge Number

Internal driver identifier for audit trail purposes.

Vehicle ID / Unit Number (required)

Vehicle Type (required)

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 (required)

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? (required)

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.

Yes No N/A

Follow-Up Details

Supporting Documents or Photos

Attach any relevant documents such as signed transport forms, damage photos, or flight confirmation printouts.

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