Event Transport & Shuttle Software
Events create transport chaos — hundreds of guests, tight schedules, multiple venues, and temporary drivers. Waybill turns that chaos into coordinated shuttle operations with fleet optimisation, bulk job management, and live tracking.
Bulk Job Creation
A conference with 3 hotels and 500 attendees doesn't need 500 individual job entries. Waybill's recurring job system and fleet optimisation handle high-volume transport efficiently.
- Recurring shuttle patterns — Set up shuttle loops that repeat at fixed intervals. A hotel-to-venue shuttle every 15 minutes for 3 hours generates all jobs automatically.
- Multi-stop routes — Define shuttle routes with multiple pickup points. A single shuttle can collect passengers from 3 hotels before arriving at the conference venue.
- Template-based creation — Build job templates for common event patterns and reuse them across events. Modify times and locations without starting from scratch.
- CSV/Excel import — For large events, import transport schedules from spreadsheets. Map columns, validate data, and create hundreds of jobs in one operation.
Shuttle Route Optimisation
When you have multiple shuttles running between venues, fleet optimisation distributes routes across vehicles to minimise travel time and ensure even coverage. All pending shuttle jobs are optimised in one click.
- Fleet-wide optimisation — Assign all pending shuttle jobs to available vehicles in one operation. The algorithm considers capacity, time windows, and driver hours.
- Preview before applying — Review proposed assignments, see unassigned jobs and reasons, and check warnings before committing. Adjust and re-run if needed.
- Time window constraints — Each shuttle run respects its scheduled departure time. The optimiser doesn't reassign a 7:15 AM shuttle to a driver who's busy until 7:30 AM.
- Decision log — Every optimisation produces a detailed log explaining why each assignment was made, providing transparency and accountability.
Surge Fleet Coordination
Events often require more vehicles and drivers than your regular fleet. Waybill makes it straightforward to add temporary resources, assign them to event jobs, and remove them after the event ends.
- Quick driver onboarding — Add temporary drivers with their licence details and availability. Assign them to event jobs alongside your regular team.
- Vehicle tracking — Register hired vehicles with their capacity and type. Smart assign considers all available vehicles — owned and hired — when matching to jobs.
- Role-based access — Give temporary drivers portal access to see only their assigned event jobs. They can't access your regular operations or sensitive data.
- Clean up — After the event, archive temporary driver and vehicle records. They're out of the active pool but preserved in history for auditing.
Live Tracking for Attendees
Share live tracking links with event organisers and attendees so they can see shuttle locations and ETAs in real time. No app, no login — just a link that works in any browser.
- Shareable tracking links — Generate a tracking link for any shuttle run. Share via event apps, SMS, QR codes on signage, or email to attendees.
- Real-time ETA — Attendees see the shuttle's current location and estimated arrival time, reducing uncertainty at pickup points.
- No login required — Links work in any mobile browser. Attendees don't need accounts or apps.
- Organiser dashboard — Event coordinators can monitor all shuttle runs from the dispatch board with live status updates.
Why Choose Waybill for Event Transport
Bulk Operations
Create dozens of shuttle jobs from recurring templates or CSV imports. Handle high-volume event schedules without manual data entry.
Fleet Optimisation
One-click optimisation assigns all pending shuttle jobs across available vehicles, respecting capacity and schedules.
Temporary Fleet
Add and manage temporary drivers and hired vehicles for event periods. Clean up afterwards with archive/restore.
Live Tracking
Share tracking links with attendees and organisers. Real-time shuttle positions and ETAs in any browser.
In-App Messaging
Coordinate with drivers via instant job-linked messages. No phone tag during busy event operations.
Pay Per Job
Usage-based pricing means you pay for completed shuttle runs. Scale up for big events and scale down after — no fixed monthly fees.
Related Use Cases
Ready to Streamline Your Event Transport?
Every feature, no limits. Pay only for completed jobs — from $0.45. Try it for 14 days, no credit card required.