Employees Transport Services
Employee Transportation Services in Gurgaon
Hiring employees, who show up daily, in a city like Gurgaon is not as easy as it sounds. NH48 backs up at 8am, Cyber City and Udyog Vihar fill the same roads at the same time and a late pickup can only result in a late shift, an irate team lead or a safety complaint no one wants to hear. Since 2006, Ajay Car Rental has been doing employee transportation from their home to a safe, on-time, and HR-calories-saving desk or shop floor and the job has not changed much over the past two decades.
Today we are moving close to 5,000 workers daily in near to 1500 vehicles, of which almost 150 are owned by us and have been vetted by our vendors. We are utilized by businesses in Gurgaon, Delhi, Noida, Manesar and a few satellite towns to manage their daily staff pickup and drop operations, staff rotations and paperwork that accompanies them. It's transportation for employees that operates unobtrusively, not something that an HR team needs to deal with individually on an evening-by-evening basis.
Our employee transportation services provide the following:
When a company enrolls in our employee transportation services, they are not only purchasing a cab; they are purchasing a new vehicle.A company who signs up for our employee transportation service isn't just buying a taxi; he or she is buying a brand-new vehicle. They're selling off all the headaches. That actually means the following:
Roster management via our web portal and app – either via SOC or Admin or ad hoc requests when someone changes their shift at the last minute. Roster changes due to the list changes no more than 30 minutes before the list change deadline, so it goes without saying, the more important the closer to the deadline.
One-click route planning. The routing system is programmed by an admin who defines pickup zones, shift times, vehicle capacity etc., and generates routes in less than a minute, using real-time traffic data. There's no more manual drawing of pickup loops on a map.
Transportation for Employees
As you can see, vendor and vehicle assignment, trip approval and final shift sign-off all take place right from this one dashboard without having to be in touch with five different vendors every night.
It's the component that most providers miss and really what makes it easy or hard for your employees to run their service six months down the road or the difficult one the next time a vendor cancels at the last minute.
Companies opt for our employees transport services for several reasons.There are several reasons why companies choose our employees transport services.
There is nothing wrong with plenty of Gurgaon operators offering you a per kilometre charge and they're done. Let's look at the difference between a reliable employees transport services contract and one that silently drains you of more of your time and your own aggravation over missed shifts and HR issues:
Running 1000+ vehicles per day, we've already had to deal with that other stuff… drivers calling in sick, a vehicle breaking down at 5am in the morning, an unexpected surge in numbers when a new project was launched. These are issues that are faced for the first time by a smaller operator on your account. We already have the back-up process set up.
In-house maintenance. Car Ustad, our repair and detailing business, is not outsourced, rather it is being worked on by us. This will mean fewer roadside breakdowns and quicker turnaround if they do break down.
BPOs and IT companies have shift workers who work during the night and women's time. We take extra steps as part of our routing, of course: extra safety measures for women, a panic button in the in-vehicle device (not an app that no one is going to pay attention to), and GPS-tracked vehicles.
Automated MIS Reporting splits the costs centre-wise, employee-wise and vendor-wise making finance teams not have to do paper recon at end of the month.
These are the things that come into play in the contract renewal discussion and not the sales pitch when a company is looking at transportation as an ongoing operation.
In a sense, employees transport services are designed specifically around your shift schedule.It's quite true that employees transport services are built around someone's shift schedule.
No two companies operate the same shift pattern, and assuming that every account is just a standard 9-to-6 work day is where many employees lose their services contracts to an account. We do not use a set template for routing.
The route plan automatically adjusts based on the shift timings which change in the system, including day shift, rotational shift, split shift, or round the clock BPO coverage. We have staggered picks and drop offs if your business operates three shifts, with overlapping handover periods, so that vehicles are not sitting idle for two hours between tasks, where transport budgets often expand and grow in secret.
Weekend and holiday coverage is the same. Many workers who provide services for transporting quote a fixed weekday fee, and then bump the price the day a client requires coverage on Saturday when the project is due. We price runs on the weekend and ad hoc runs in advance as a single line item, so your team will never be hit with an unexpected line item for coming in on a Sunday for a release.
If a company has ups and downs in its workforce, for example a warehouse client who turns the shifts up 60% to staff when he is having a sale, then the same workforce system can be expanded without renegotiating a new contract each quarter.
Let's take a look at the technology behind our employee transport system.
Many a ‘tech-enabled' employee transport in India continues to be a WhatsApp group and a spreadsheet. That's not how our works works.
All vehicles equipped with GPS tracking and panic button. Staff receive location updates in real-time via SMS, E-mail, or the flexi-cab app and can book or cancel a flexi-cab, report to their transport helpdesk, or contact a driver by a single IVR number, not having to find a driver's personal phone number.
Drivers are issued an electronic trip sheet for each run and there is no manual wait-time collection at pick-up locations. The system records the trip and the guard time from check-in to drop-off including guard sign-off recorded directly from the driver's mobile app if a security gate is used.
Employees are automatically notified if a cab is running late due to traffic on Golf Course Road or an accident in the vicinity of Sector 14 rather than standing at the pick-up point to wait for the cab. It's not much when you look at it from an operational perspective but it's most likely the first one HR hears of when employee transport goes wrong and we built it first before it becomes one.
Transportation for Employees' Fleet Options
Not all companies will require the same vehicle. A 40 member shift team at Udyog Vihar, will have different needs compared to a 300 person day shift operation of DLF Cyber City, so we offer a number of configurations for our employee transportation.
Sedans and hatchbacks for smaller teams or point-to-point pickups in the urban areas where a larger vehicle might not be able to easily turn.
For mid-size teams, tempo travellers and minivans for shared shift routes that pick up at multiple points along one corridor are typically the most cost effective.
EVs for employee use, for businesses with sustainability goals or CSR reporting requirements that explicitly include reductions in the use of emissions in their fleet.
In the industrial belt around Manesar and other industrial companies in the area, where the number of workers per shift in manufacturing and warehouse work is in the hundreds, larger coaches are used for bulk shift movements.
We ensure the correct fleet mix for companies upon joining, not sending everyone to the same vehicle because that's where transport budgets go.
Industries We Serve
We have an array of clients from sectors with a fixed roster of employees, and who have shifts which change from day-to-night and vice-versa depending on the project, including IT and ITES companies with 24/7 operations from Cyber City, BPOs with rotating shifts, e-commerce warehouses and fulfilment centres throughout Manesar-Dharuhera, manufacturing units, hospitals with 24/7 operations, and corporate offices simply wanting their staff de-parke from the parking hassle.
There are slight variations in the requirements of each of these. A hospital requires guaranteed punctuality of night nurses. Bulk transport is required to flex up during a peak season in a warehouse. A reliable late-night IT cover and good women safety measures are required in an IT company for staff going out at 2 am. Our employee transport arrangement is designed to be configured on a client-by-client basis as opposed to being "one size fits all.
Cities We Cover
Gurgaon is our main base for employee transportation services but we also have regular routes to Delhi, Noida, Agra, Jaipur, Dehradun, Karnal and Chandigarh for companies which have their offices located in the NCR and neighbouring states. We are currently extending our reach to other cities as more clients, specifically corporate clients, request that we be able to move clients to satellite offices outside of our current service area in the next few months.
If your business has employees working between cities, or if it has just expanded into a second office and you need to ship employees between the two locations, you should talk this through before you enter into two separate vendor contracts.
The costs of employee transport contracts are calculated.The cost associated to employee transport contracts is calculated.
There are typically two types of pricing for employees transport services in Gurgaon, one being per-kilometer pricing, and the other being per-seat, monthly pricing. Per-km (for smaller teams and shifting counts). Per-seat monthly billing is far more effective with a larger, more stable user base because it provides a predictable line item for finance to plan for.
We quote both options, according to the client's employee transport setup—we don't force them toward one that we think is a good fit. Fuel surcharges and toll charges and night allowance for drivers are itemised separately in the MIS report and not hidden in one number as they would be in a report from a transport admin.
New clients are typically given a three month trial basis under any model that makes sense for them, and then switched to an annual contract when shift patterns and actual costs have been known.
The following are some of the different ways to set up employee transportation services for your company.
Most procurement processes make it difficult to get started, but not this one:
We begin by performing a headcount and shift-pattern review that takes into account where your employees live in relation to your office, so you don't find yourself in a guessing game when it comes to route planning. From there, a mix of the fleet and pricing structure is suggested, determined by shift volume, distance bands and any special requirements such as night safety routing, or EV-only fleets.
Terms agreed – onboarding involves setting up your admin account on the roster portal, training your transport coordinator on the app and a pilot week running parallel routes before we take over. Most companies which have employees use us for transport services get us up and running within 2 or 3 weeks since signing, if shift patterns are easy and consistent.
These are answers to questions employees may have about transportation.
Contact Effective Employee Transportation Services for Your Staff.
After another 20 years of running transport for companies in Gurgaon we have learnt that the ones that don't show up on the last day of the month, on a rainy Tuesday in August, when 3 drivers are on strike, aren't the ones that impress us with a flashy app demo. This is the standard we set up our employee transportation services to.
Whether it is a 50-person office or a 2000-person campus call our transport desk on +91 977 353 7070 or write an email to sales@ajaycarrental.com to evaluate employee transport options for your company. We will review your shift patterns and create a customized fleet plan based on your exact number of employees, rather than a generic fleet plan.