How to Add a Subordinate Passenger Request

The Add Subordinate Passenger Request feature in Transpomate allows supervisors to request transport on behalf of their team members. This feature will only be available if the Company Admin has enabled Passenger Transport during company setup.

The Admin can navigate to this page by clicking on the Add option from the View Subordinate Passenger Request table.

1.1: Add Subordinate Passenger Request Form:

1.2: After Submitting a Subordinate Passenger Request:

Once a subordinate passenger request is submitted in Transpomate, the system takes several automated actions to ensure smooth coordination between the requester, approver, and transport coordinator.

1. Request Status Update

The submitted request is immediately marked as Pending.
It becomes visible to the employee’s assigned Manager (or approver), who must review and either Approve or Reject the request.

2. Notification Dispatch

If a manager is assigned to approve the request, they receive:

An email notification containing the request details (if email is added under the user's employee record).
An SMS alert (if email is not added under the user's employee record) prompting action.

📌 Important Note:

A manager must be assigned to the employee's department in order for the user to create a passenger request.
➤ If no manager is linked to the department, the request cannot be submitted.
Selecting at least one of the following is mandatory:

Requested Start Date and Time
Requested End Date and Time
➤ Both are optional together, but at least one must be filled to submit a request.

The Pickup Location and Drop Location cannot be the same.
➤ The system will prevent submission if the same location is selected for both fields.
After submitting the request:

It enters a Pending state and awaits manager approval.
Notifications (email and SMS) are sent to the Manager for action.
The employee receives updates on approval, rejection, and voyage allocation via email and SMS.

A request is not valid indefinitely:

If the request end date passes before it is allocated to a voyage, the request will automatically expire.
Notifications about expiry are sent to both the employee and the approving manager.

Employees can only edit or withdraw their request before it is approved or allocated to a voyage.
Once the request is approved, it becomes available for voyage allocation by the Transport Coordinator.

1.3: Best Practices:

Always verify you're creating or editing the request for the right employee. Mistakes may lead to incorrect routing or missed voyages.
If possible, confirm pickup/drop locations and preferred times with the employee beforehand.
Stay updated on the request's progress in case further edits or cancellations are required before approval.

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