Tourism Transport Operator Modernizes Daily Tour & Shuttle Operations
From manual scheduling to an integrated, automated tour management ecosystem. Yaantrac enabled real-time monitoring, optimized routes, and smoother communication across teams.
Overview
A tourism transport operator managing daily hotel pickups, group tours, and private transport struggled with manual scheduling, delayed communication, and poor route visibility. With fluctuating tourist volumes and multiple field agents, their operations needed automation, consistency, and better real-time monitoring. Datayaan implemented Yaantrac’s Auto Trip Planner, creating a fully integrated, customer-friendly tour management ecosystem.
The Challenge
Coordinators used spreadsheets and calls to create schedules, which resulted in errors, duplication, and slow planning, consuming 8–10 hours per day. Pickup instructions often reached guests late, affecting punctuality and guest satisfaction.
Drivers, agents, and supervisors had no central dashboard to track tour progress or guest boarding status. Without accurate capacity data, vehicles were either underused or overloaded. Workflows differed between teams, leading to inconsistency across tours.
The Solution
Datayaan deployed Yaantrac to automate scheduling, standardize operations, and improve experience for guests, drivers, and agents. The system auto-assigned vehicles and drivers using rules like tour type, capacity, location logic, and vehicle availability. Admins and agents monitored trip progress live, including guest boarding status, delays, and vehicle movement.
Automated WhatsApp messages were sent with pickup details, driver information, vehicle number, live tracking links, and delay notifications. Tailored dashboards improved coordination between admin, operators, agents, and drivers. AI-enabled visual tracking helped detect guest delays, overcrowding, and on-ground issues before they escalated.
Impact
95% Reduction in Scheduling Time
30% Increase in Vehicle & Driver Utilization
Fewer Missed Pickups & Delays
Seamless Communication for Guests
Standardized Operations Across Teams
Scalable for Peak Season Without Additional Staff
Outcome
The operator achieved a highly coordinated, automated, and guest-friendly tour management system, improving efficiency, transparency, and customer experience.