Transportation Request App Guide

Transportation Request App Guide


Audience: Dispatchers, Transportation Coordinator, Management, and Zoho Desk administrators.


1. Purpose

The purpose of this guide is to explain how the Transportation Request App should be used in Zoho Desk. The app provides one structured process for receiving transportation requests, submitting them for approval, assigning drivers and vehicles, notifying drivers and requesters, tracking trip progress, recording mileage, and producing operational visibility for management.


2. Roles and Responsibilities


3. Process Overview

The simplified transportation workflow is:

Ticket Opened -> Submit  for Approval -> Awaiting Approval -> Approved -> Driver Assigned -> On the Way -> Completed -> Closed.



Note : A rejected request should not be dispatched.



4. Key Fields in ticket.


5. Dispatcher Procedure

Step 1: Open the Request - Open the transportation ticket and review the request details. Confirm that pickup address, destination, pickup date/time, customer/contact details, and request type are available.

Step 2: Submit for Approval - At the bottom of the ticket, click Submit for Approval. The ticket moves from Open to Awaiting Approval.

Step 3: Wait for Approval - Do not assign a driver or vehicle until the Transportation Coordinator approves the request.

Step 4: Assign Driver and Vehicle - After approval, click Assign Driver. Select the Driver, Vehicle, and Expected Completion Time. Complete the transition so the ticket moves to Driver Assigned.

Step 5: Confirm Driver Notification - The selected driver should receive an email with the transportation request details. The requester should receive a Transportation Request Confirmed email.

Step 6: Start the Trip - When the driver is actually heading to the pickup location, click Start Trip or move the ticket to On the Way. Enter Trip Start Time and Start Mileage if required by the Blueprint.

Step 7: Complete the Trip - When the trip ends, click Complete Trip. Enter Trip End Time and End Mileage. Add Mileage Notes if needed.

Step 8: Close the Ticket - Once all required trip details are completed and reviewed, move the ticket to Closed if the process requires a final closure step.



6. Transportation Coordinator Procedure

When a ticket reaches Awaiting Approval, the Transportation Coordinator should review the request details and choose one of the available Blueprint transitions:




7. Email Notifications


8. Views and Reporting


example :


The below ticket shows a view for an approved trip. It includes driver and Vehicle assigned, pickup date and time.




                                                                                                                                           End of Article

    • Related Articles

    • Card Terminal (GBTI) Troubleshooting Guide

      Purpose: Guide for restaurant staff on how to restore connection on the Verifone GBTI card terminal, check Wi‑Fi settings, and know when to contact the bank. Use case: For restaurant cashiers or supervisors when the card terminal is not connected, ...

    • Getting Started: IT Help Desk & How to Use It

      Welcome to the IT Help Desk The IT Help Desk is your central support hub for all technical issues related to hardware, software, and accounts within the company. ? How to Access the IT Help Desk: Log in to Zoho People Navigate to Dashboard > Quick ...

    • Smart TV & IPTV Troubleshooting

      Purpose: This guide provides a clear step-by-step process to troubleshoot Samsung Smart TV issues, IPTV issues, and Wi-Fi connectivity problems before escalating the case. Use case: For guest rooms, offices, or shared spaces where a Samsung Smart TV ...

    • Printer Troubleshooting – Ink, Paper Jams, and Setup

      Having trouble with a printer? Here’s a step-by-step guide to resolve the most common issues before submitting a ticket. ?️ Common Printer Issues: Not printing or slow to respond Ink or toner replacement needed Paper jammed Printer offline or not ...

    • Software Support – Zoho Apps & Google Workspace

      This article provides guidance on resolving common issues in Zoho applications and Google Workspace tools before submitting a support ticket. ? Zoho Applications Zoho offers a wide range of business apps (Desk, People, Mail, Books, WorkDrive, etc.). ...