This guide is for companies buying transport. Car owners: we run our own fleet and are not adding cars from owners at the moment (why).
Quick answer
Employee transport data helps HR by showing who travelled (boarding lists), when vehicles reached the gate (GPS trip history), how routes performed (daily trip reports) and what each site costs (trip-wise invoices). Matched with gate times and attendance, it separates transport delays from personal lateness and shows which towns and shifts need better routes.
Chapter 01
What transport data can HR get?
Boarding lists, GPS trip history through a portal login, a daily trip report by email, trip-wise records in Excel or PDF, and utilisation reports on request.
| Source | What it shows | How you get it |
|---|---|---|
| Boarding list | Who travelled on each trip | Kept by the driver on every trip |
| GPS trip history | Departure, route and arrival times | Portal login |
| Daily trip report | The day's trips at a glance | By email |
| Trip-wise records | Date, route, km, car per trip | Excel or PDF on request |
| Utilisation report | Vehicle use, seat occupancy, spend per plant | On request |
Chapter 02
What can HR do with it?
Separate transport delays from personal lateness, plan routes and shifts, hire by town and compare cost per site.
1. Late arrivals: transport or person?
If the GPS shows the vehicle reached the gate on time and the employee's gate entry was late, the cause is elsewhere. If the vehicle was late, every passenger's late mark has the same cause, and the fix is the route, not a warning letter.
2. Route and shift planning
Seat occupancy shows half-empty and overfull routes. Shift-wise boarding shows where a shift timing does not suit a town.
3. Hiring by town
Boarding lists show where your workforce actually lives. That tells recruitment which towns already have a route and which would need one.
4. Cost per site
Invoices split by plant, department or cost centre give a monthly cost per site, and per rider if you divide by boardings.
The most useful transport report is the one that stops a warning letter for an employee whose van was late.Why we keep trip history
Chapter 03
How do you combine transport data with HR data?
Match trips to gate entries and attendance by date and shift, and look for patterns by route, town and time.
- By date and shift: trips, boardings and gate entries for the same shift.
- By route: late arrivals concentrated on one route point to the route.
- By town: absence patterns that follow a town may follow its route.
- By month: trends after a route change or new shift.
Where records disagree, ask for a correction: mistakes in trip records or employee details are corrected and the corrected record resent.
Chapter 04
How should employee data be protected?
Share only what the route needs, limit who sees it, sign an NDA and agree how long records are kept.
- Need to know: employee names, numbers and addresses are seen only by our office team and the driver on that route.
- Never shared or sold to third parties.
- NDA: we sign the company's NDA or confidentiality clause.
- Retention: trip records and booking details are kept for the period the company sets in the agreement.
- Written procedures: our data-handling procedures can be shared with companies.
Chapter 05
What should HR ask for first?
A portal login, a sample daily report, the boarding-list format and a monthly utilisation report.
Requests to send your transport vendor
- A GPS portal login for HR and admin.
- A sample daily trip report.
- The boarding-list format, and how we receive it.
- Trip-wise records for last month in Excel.
- A utilisation report by route and shift.
Key terms
Transport data terms
- Boarding list
- The driver's record of who travelled on each trip.
- Trip history
- The GPS record of a vehicle's movements on each trip.
- Daily trip report
- An email summary of the day's trips, sent to the company.
- Trip-wise invoice
- An invoice listing every trip by date, route, km and car.
- Utilisation
- Vehicle use and seat occupancy over a period.
- Data minimisation
- Sharing only the employee details needed to run the route.
In Gujarat
Where we run company transport in Gujarat
Shiv Shakti Tours & Travels runs employee and executive transport from a head office in Ghatlodiya, Ahmedabad and a branch at Hansalpur Circle, Becharaji, next to the SMG (Maruti Suzuki) plant, with some cars and drivers based near Sanand and in Vadodara.
- Becharaji and the SMG plant areaPlant gates and vendor units; our branch is at Hansalpur Circle
- Sanand GIDCIndustrial estates in Sanand; cars and drivers based nearby
- Vithalapur and MandalUnits in the Vithalapur industrial area
- ChangodarShift transport for units along the Changodar belt
- AhmedabadOffices, airport accounts and staff pickups
- Gandhinagar and GIFT CityOffice shifts and government movements
- VadodaraSome cars and drivers based in Vadodara
- Mehsana and KadiStaff pickup towns for North Gujarat plants
- Viramgam and BavlaStaff pickup towns between Ahmedabad and the plants
Short answers
Short answers from this guide
- What transport data can HR use?Boarding lists, trip history, reports and utilisation.
- How can HR tell if a late mark was the vehicle's fault?Compare GPS arrival with gate entry and the boarding list.
- Can boarding lists be used for attendance?They support attendance checks; your own system stays the record.
- Who sees employee data in company transport?Only our office team and the driver on that route.
- How long are trip records kept?For the period your company sets in the agreement.
- All 100 corporate transport answersOne page per question, in the Knowledge Hub
Questions
Questions about transport data
Do you have an employee app?
No. Companies get a GPS portal login, a daily trip report by email and records on request.
Can we get boarding lists?
Yes. The driver keeps a boarding list for every trip.
Can HR see live vehicle location?
Yes, through a GPS portal login.
Can records come in Excel?
Yes, trip-wise records in Excel or PDF on request.
Who can see employee details?
Only our office team and the driver on that route; never shared with or sold to third parties.
How long do you keep trip records?
For the period the company sets in the agreement.
What if a record is wrong?
It is corrected and the corrected record is resent.
Can you report seat occupancy?
Yes, in a utilisation report on request.
Next step
Ask for a proposal
Tell us the company, the location and what you need to move. We reply with our vendor documents and a proposal; nothing is sent until you press a button.
Transport enquiry from a company.
Car owners: we run our own fleet and are not adding cars from owners at the moment.Keep reading
Related guides and vendor files
- A scorecard for your transport vendorEight measures to review every month
- Transport as a hiring and retention benefitWhat a reliable ride is worth to shift staff
- Transport for hybrid and changing rostersPaying for vehicles, not empty seats
- Boarding list for each tripThe short answer
- Monthly shift transport answers50 answers on contracts, pricing and operations
- All corporate transport guides20 decision guides for HR, admin and purchase
Sources
Where the facts come from
- Owner-confirmed company facts (9 October 2026 questionnaires): licence checks, valid RC, insurance, permit, fitness and PUC shown on request, backup car typically within about an hour for a plant shift, GPS portal login, daily trip report, SLA and NDA on request, vendor audits, invoices split by cost centre, utilisation reports on request.
- Owner-confirmed 30 October 2026: start date agreed per company, three pricing models quoted per company, rates fixed for the contract term and revised at renewal, driver uniform and ID card, company name on the vehicle, boarding list for every trip.
- Owner-confirmed 9 October 2026 (third questionnaire): record retention set by the company, corrections resent, written data-handling procedures.
Cite this guide: Vaibhaviba Bhavsinh Solanki, "Using Employee Transport Data for HR Decisions", Shiv Shakti Tours & Travels, updated 31 October 2026, https://www.shivshaktitoursandtravels.in/corporate-transport-guides/transport-data-for-hr-decisions.html