Whippet, Cambridge’s oldest bus operator, sought to modernise its operations and payroll processes to reduce costs and keep pace with service demands. Operating a fleet of 46 vehicles in local and interurban routes, alongside FlixBus express services serving domestic and international destinations, Whippet needed a solution to enhance efficiency, minimise manual workloads and improve communication across teams.
Challenges in operational and payroll management
Whippet’s main challenge was its reliance on manual processes for operational management and payroll. Paper records and manual data entry created opportunities for errors and inefficiencies, while also diverting resources from core tasks and business priorities.
In payroll, managing 3 driver types, multiple pay grades and complex allowance adjustments made payroll processing time-consuming and prone to errors. This task consumed 36 hours each week (spread across 4 days) for 2 team members.
On the operational side, managing duty allocation with numerous paper records was difficult, prone to inefficiencies and had the potential to lead to costly mistakes. Additionally, each driver request to book holiday leave or swap a duty could take the control room team 10 minutes or longer to resolve.
Future-ready depot allocation and driver app solutions
Already using Velociti Solutions for scheduling software, Whippet implemented our Depot Allocation System (DAS) for real-time driver and vehicle management and the Engage Driver App for team coordination.
Despite the complexity of its operations and a tight timeline, the solutions were seamlessly integrated into Whippet’s systems. Comprehensive hands-on training ensured teams were able to use the technology confidently from day one, while ongoing support fine-tuned processes to maximise results.
Driving business value through operational efficiencies
The implementation of DAS and the Engage Driver App resulted in immediate, measurable improvements.
50% faster payroll processing: DAS automated payroll tasks, including attaching key allowances to duties, enabling automatic payment when those duties are allocated. This eliminated manual adjustments, cutting payroll processing time from 36 hours to 18 hours per week.
7 hours saved in duty allocation: DAS provides Whippet with a holistic view of its entire operation, replacing paper records with a centralised system that ensures efficient use of resources and reduces the risk of missed details or errors such as double-allocated shifts. By digitising duty allocation, Whippet has permanently saved 7 hours per week, giving the control room team more time to focus on improving service delivery.
Optimised time in driver management: The Engage Driver App streamlined team management by allowing drivers to handle duty swaps, holiday requests, and overtime registration directly through the app. Tasks that previously required phone calls and manual checks are now completed in seconds, freeing up the control room team to allocate their time more effectively to higher-value tasks. By going digital, the process is now more accurate, less administratively demanding, and more engaging for the workforce.
Testimonial
“Implementing Velociti Solutions Depot Allocation System and the Engage Driver App has been transformational for Whippet.
“Payroll processing time has been reduced by 50%, the control team can make much better use of their time each week, and communication between drivers and controllers is now seamless. Tasks are now completed quickly and accurately, freeing up time previously spent on administrative work, allowing us to focus on improving service and operational quality, while optimising performance across the business.
“We’re already reviewing our processes and exploring additional features within the depot allocation system to optimise further. Velociti Solutions has been an exceptional partner, helping us not just adopt new technology but also implement real changes that drive efficiency and value.” – Ed Cameron, Director at Whippet
