Sometimes things break unexpectedly: Power goes out in your office, the internet goes down, the Wi-Fi router fails, or someone can’t log into the system from their phone.

In passenger transport, the cost of a disruption is missed rides, angry passengers, and reputational damage.

The good news: You can prepare in advance. In iTransfers, it’s a combination of settings + a simple action plan so even during a disruption your team can see critical details and knows who does what.

When Last minute changes appear, operations often come to a halt because there’s no up-to-date information: who is travelling, where the passenger is, what changed, who to call, what’s confirmed.

What iTransfers gives you
In iTransfers, key events across Orders and Rides are automatically duplicated into channels that remain accessible even during a disruption:

• Email notifications the most reliable “backup channel”
• In-browser notifications inside the system + the Notifications bell
• Notifications in the Driver and Passenger apps

What you can configure – flexibly, by roles and scenarios.

1. By status to keep your finger on the pulse:
   – Order: New → In progress → Completed/Closed/Canceled
   – Ride: Not accepted → Accepted → On the way → On-site → With passenger → Completed/Canceled
   
   
2. By Ride parameter changes (the most common cause of chaos) : time/date, route, assignee, vehicle class, price/add-ons, etc.
   
   
3. By overtime (Hourly rent) : when overtime starts, that’s immediate cost and a potential expectations conflict with the client.

Why this is actually useful – not “more spam”

• In change emails you clearly see “before → after” (understand the update fast without logging in)
• Your team can keep working via email even if they can’t access the system
• Less dependence on one dispatcher who keeps everything in their head
• It’s standard practice: during disruptions it’s critical to have a clear way to inform staff/clients/partners.

Don’t depend on one person

A disruption often overlaps with human factors: the key dispatcher isn’t on shift, the manager is on vacation, or the “backup” person doesn’t have the right access.

What iTransfers gives you
iTransfers has Roles & Permissions: you create roles that match your workflows and assign access in advance so that in an emergency:

• At least 2 people can take over dispatching / Order changes
• Access is based on job duties – not “full access for everyone”
• People can work from a phone/laptop (not tied to one office PC)

How it works – in simple terms

• Role = a set of permissions. What you can view/create/edit/delete.
• Permissions are configured by modules: Orders, Rides, Shifts, Partners, Finance, Reports, Settings, etc.
• Inside each module you configure granular actions: For example, in Rides you can separately allow assigning a supplier/driver, changing statuses, working with expenses, approving overtime, etc.

This is the classic RBAC model (role-based access control): access is granted through roles, not “manual chaos for each person”.

Business value

• Operational continuity: there’s always a “second pilot”
• Fewer mistakes and risks: permissions are limited (e.g., an intern can’t delete rides)
• Faster onboarding: assign a role and the person is ready to work

Excel export + printing a “today’s plan”

When everything goes down, you don’t need fancy dashboards, you need a simple table for today: who goes where, at what time, contacts, notes, route, vehicle class, and the assigned driver/supplier with their contacts.

What iTransfers gives you
In iTransfers you can export Orders and Rides to Excel:

• Export everything or export using filters (date/city/client/project/statuses/assignee, etc.)
• Receive the file by email or download it via a link from Notifications

What’s inside the Excel? What really helps offline
It includes the information dispatchers actually need:

• Order ID / Ride ID, statuses
• Date/time, service, vehicle class
• Route and stops, notes
• Passengers contacts
• Drivers contacts
• Partners contacts
• Flight details (if any), additional services, etc.

Group chat + a printed contacts list

When the internet or power is down in the office, internal communication becomes even more important. Create a plan that includes:

• A group chat or messaging platform (e.g., WhatsApp, Microsoft Teams, etc.) for urgent updates
• A printed/shared contact list for all drivers, key clients, and partners
• Clear roles: who contacts whom and who makes decisions in the moment

Pro tip: include this in dispatcher or customer support onboarding so everyone knows the plan before an emergency happens.

Every 6–12 months

Add to your standard procedures:

• What to do when power/internet goes down
• Where to find the ride/contact lists
• How to log changes manually and how to “catch up” the system after recovery

And every 6–12 months run short drills:
Print/export rides for the day → turn off Wi-Fi → let the on-duty dispatcher follow the plan → do a debrief.