Comprehensive Passenger Management
Every passenger is more than a name on a manifest. Waybill tracks accessibility needs, communication preferences, and travel requirements so your team delivers the right service every time.
Detailed Passenger Profiles
Build a complete picture of every passenger your organisation serves. All the information your drivers and dispatchers need is in one place.
- Full contact details — Name, phone, email, and home address. Quickly contact passengers or verify pickup locations.
- Date of birth — Track age for services that require it, such as child transport or aged care.
- Home address with autocomplete — Start typing and the address fills in automatically. Coordinates are stored for distance calculations and mapping.
- Internal notes — Add free-text notes visible to dispatchers. Gate codes, preferred routes, carer contacts — anything the team needs to know.
Accessibility & Vulnerability Tracking
Transport providers have a duty of care. Waybill makes it easy to record and surface the information that matters most for passenger safety.
- Disability details — Record specific disabilities so dispatchers can match passengers with appropriate vehicles and trained drivers.
- Mobility aids — Track wheelchairs, walkers, guide dogs, or other mobility aids. This information flows through to vehicle capacity checks during dispatch.
- Vulnerabilities — Flag passengers who may need extra assistance — cognitive impairments, frailty, language barriers, or any other consideration.
- Max time in vehicle — Set a maximum travel duration per passenger. Critical for passengers with medical conditions or discomfort thresholds.
Communication Preferences
Not every passenger wants the same type of notifications. Waybill lets you set per-passenger preferences so communications are always welcome, never intrusive.
- Email notifications — Toggle email notifications on or off for each passenger. Booking confirmations, trip reminders, and status updates.
- SMS notifications — Toggle SMS notifications independently. Some passengers prefer a text message over email, or both.
- Granular control — Preferences are stored per passenger, not globally. One passenger might want SMS only, another might want email only, and a third might opt out entirely.
Multi-Passenger Jobs
Many transport services carry multiple passengers in a single trip. Waybill handles shared rides natively — no workarounds needed.
- Assign multiple passengers — Add as many passengers as needed to a single job. Each passenger's details, accessibility needs, and preferences are all visible.
- Capacity checks — When dispatching, the system checks total passenger count (including mobility aids) against the assigned vehicle's capacity. Overloading is prevented automatically.
- Individual tracking — Even on shared rides, each passenger's pickup and dropoff requirements are tracked. Drivers know exactly who they're collecting and where.
- Quick passenger search — Start typing a passenger name when creating a job and select from existing profiles. No re-entering details every time.
Archive & Restore
Passengers who are no longer active can be archived — removing them from day-to-day lists without losing their history. If they return, restore them with one click.
Permanent deletion requires a separate permission, protecting against accidental data loss. Archived passengers retain their full trip history, accessibility records, and notes.
Max Time in Vehicle
Some passengers have medical or comfort limits on how long they can be in a vehicle. Set a maximum duration per passenger and the dispatch system will factor this into assignments.
When fleet optimisation runs, passengers with time-in-vehicle limits are flagged if any proposed route would exceed their threshold. The dispatcher sees a clear warning before confirming.
Built for Passenger Transport
Waybill is designed for operators who transport people, not parcels. Here's how different sectors use passenger management.
Disability Transport
Track accessibility requirements, mobility aids, and carer details for every participant. Ensure the right vehicle type is dispatched every time. Record vulnerability flags so drivers are prepared before arrival.
Health Transport
Manage patient transport with medical requirement tracking. Set maximum travel durations for patients with health conditions. Record special instructions like "patient must remain reclined" or "oxygen equipment on board".
Community Transport
Build profiles for regular riders who travel weekly or fortnightly. Track communication preferences so elderly passengers aren't overwhelmed with digital notifications. Archive seasonal riders and restore them when services resume.
More Passenger Capabilities
Address Autocomplete
Start typing a passenger's home address and suggestions appear automatically. The full address, latitude, and longitude are stored for accurate distance calculations and mapping.
Search & Filter
Find passengers instantly by name, phone, or email. Filter by active or archived status. Large passenger lists are paginated and searchable from any device.
Permission-Controlled Access
Control who can view, create, update, or delete passenger records with granular permissions. Drivers might view passenger details but only dispatchers can edit profiles.
Quick Job Assignment
When creating a job, search for existing passengers by name and add them in seconds. No need to re-enter contact details or accessibility information — it's all pulled from the profile.
Complete Trip History
Every job a passenger has been on is linked to their profile. Review past trips for reporting, invoicing, or compliance without digging through separate systems.
Data Safety
Passenger data is protected with role-based access controls. Archive preserves records without cluttering active lists. Permanent deletion requires explicit permission — no accidental losses.
Related Features
Put Your Passengers First
Every feature, no limits. Pay only for completed jobs — from $0.45, with your first 50 covered by the trial.