# Using trip data for HR decisions: what boarding lists and trip reports tell you - URL: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/transport-data-for-hr-decisions.html - Page title: Using Employee Transport Data for HR Decisions - Summary: How HR can use employee transport data: boarding lists, GPS trip history and monthly reports for attendance, late arrivals, route planning and hiring decisions. - Published: 2026-10-31 - Last updated: 2026-10-31 People Corporate transport guide Every shift vehicle produces data: who boarded, when the vehicle left, when it reached the gate, how many kilometres it ran. Most companies file it with the invoice. This guide shows HR and admin teams how to use it for attendance questions, late arrivals, route and shift planning and hiring, while keeping employee data private. - HR heads - HR analytics - Admin managers - Plant heads - By [Vaibhaviba Bhavsinh Solanki](https://www.shivshaktitoursandtravels.in/author/vaibhaviba-bhavsinh-solanki.html) - Updated 31 October 2026 - 7 min read Executive summary - Four data sources: boarding lists, GPS trip history, daily trip reports and the trip-wise invoice. - Four HR uses: late-arrival causes, route and shift planning, hiring by town, and cost per site. - Combine with your own data: gate times and attendance. - Keep it private: employee details seen only by the office team and the driver on that route. Reports come from our GPS portal and records; we do not run an employee app. - 8+ yrs in business, since 2018 - GST and MSME registered - 24/7 all shifts, one number - 4.9 rated on Google 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](https://www.shivshaktitoursandtravels.in/answers/cars-and-fleet/attach-your-car/)). 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. Formats can match your HR system where possible. | 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. See [employee data privacy and NDA](https://www.shivshaktitoursandtravels.in/sanand-gidc/employee-data-privacy-nda.html). 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 area Plant gates and vendor units; our branch is at Hansalpur Circle Link: https://www.shivshaktitoursandtravels.in/becharaji-plants/ - Sanand GIDC Industrial estates in Sanand; cars and drivers based nearby Link: https://www.shivshaktitoursandtravels.in/sanand-gidc/ - Vithalapur and Mandal Units in the Vithalapur industrial area Link: https://www.shivshaktitoursandtravels.in/vithalapur-industrial-area/ - Changodar Shift transport for units along the Changodar belt Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-changodar/ - Ahmedabad Offices, airport accounts and staff pickups Link: https://www.shivshaktitoursandtravels.in/corporate/ahmedabad-corporate-taxi-service.html - Gandhinagar and GIFT City Office shifts and government movements Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-gandhinagar-and-gift-city/ - Vadodara Some cars and drivers based in Vadodara Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-vadodara/ - Mehsana and Kadi Staff pickup towns for North Gujarat plants Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/staff-pickups-from-mehsana/ - Viramgam and Bavla Staff pickup towns between Ahmedabad and the plants Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/staff-pickups-from-viramgam/ Short answers ## Short answers from this guide - What transport data can HR use? Boarding lists, trip history, reports and utilisation. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/transport-data-hr-can-use/ - How can HR tell if a late mark was the vehicle's fault? Compare GPS arrival with gate entry and the boarding list. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/late-mark-transport-or-employee/ - Can boarding lists be used for attendance? They support attendance checks; your own system stays the record. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/boarding-lists-for-attendance/ - Who sees employee data in company transport? Only our office team and the driver on that route. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/who-sees-employee-data-in-transport/ - How long are trip records kept? For the period your company sets in the agreement. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/how-long-are-trip-records-kept/ - All 100 corporate transport answers One page per question, in the Knowledge Hub Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/ 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. Your enquiry Transport enquiry from a company. Send by email 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 vendor Eight measures to review every month Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/transport-vendor-scorecard-kpis.html - Transport as a hiring and retention benefit What a reliable ride is worth to shift staff Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/employee-transport-as-a-retention-benefit.html - Transport for hybrid and changing rosters Paying for vehicles, not empty seats Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/transport-for-hybrid-and-changing-rosters.html - Boarding list for each trip The short answer Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/boarding-list-for-each-trip/ - Monthly shift transport answers 50 answers on contracts, pricing and operations Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/ - All corporate transport guides 20 decision guides for HR, admin and purchase Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/ 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 SST Written by [Vaibhaviba Bhavsinh Solanki](https://www.shivshaktitoursandtravels.in/author/vaibhaviba-bhavsinh-solanki.html), owner of Shiv Shakti Tours & Travels: GST and MSME registered, 8+ years in business (since 2018), with a head office in Ghatlodiya, Ahmedabad and a branch at Hansalpur Circle, Becharaji. We name no company as a client without its written approval. Facts last checked 31 October 2026. Spotted something out of date? [Tell us](https://www.shivshaktitoursandtravels.in/contact.html). Company desk ## Want transport data HR can use? Ask for a sample daily trip report and boarding list with our proposal. Shiv Shakti Tours & Travels · Head office: B-50, First Floor, Jay Bhanu Society, Gate No. 2, Ghatlodiya, Ahmedabad 380061 · Branch: Hansalpur Circle, Becharaji, Gujarat 384210 · contact@shivshaktitoursandtravels.in · Open 24/7 ## Contact - Book or ask: call or WhatsApp +91 99745 30788 (24/7), contact@shivshaktitoursandtravels.in - Branch: Hansalpur Circle, Becharaji, Near SMG (Maruti Suzuki) Plant, Gujarat 384210 - Head office: B-50, First Floor, Jay Bhanu Society, Gate No. 2, Ghatlodiya, Ahmedabad, Gujarat 380061 - Fares are indicative and confirmed on call; tolls, parking, state tax and the 20% night charge (10 PM to 6 AM) are extra.