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Quick facts
Quick facts
Company Name: WheelsEye
Company Name: WheelsEye
Location: Gurugram, India
Location: Gurugram, India
Industry: Logistics
Industry: Logistics
WheelsEye, India's leading truck booking platform, is renowned for digitizing goods transport with its reliable services and real-time GPS tracking.
About WheelsEye
About WheelsEye
WheelsEye is at the forefront of India's logistics industry, providing a comprehensive and user-friendly truck booking app that connects shippers with verified drivers. Founded in 2017, the company has grown rapidly, boasting between 1,938 and 3,182 employees. Their mission is to make goods transportation seamless, affordable, and transparent through technology, offering services like online truck booking, real-time GPS tracking, and reliable logistics solutions across India.
WheelsEye is at the forefront of India's logistics industry, providing a comprehensive and user-friendly truck booking app that connects shippers with verified drivers. Founded in 2017, the company has grown rapidly, boasting between 1,938 and 3,182 employees. Their mission is to make goods transportation seamless, affordable, and transparent through technology, offering services like online truck booking, real-time GPS tracking, and reliable logistics solutions across India.
The Challenge
The Challenge
As WheelsEye scaled its operations across India, managing a vast network of drivers, vehicles, and operational staff introduced significant administrative challenges.
Many essential internal processes relied on manual data entry, email-based communication, and physical forms. This led to:
Time-Consuming Manual Processes: Field reports, vehicle maintenance requests, incident logs, and new driver onboarding required staff to manually compile data from various sources, often leading to delays.
Data Inaccuracy and Inconsistency: Transcribing information from paper forms or disparate email threads introduced human errors, impacting data reliability and subsequent decision-making.
Lack of Real-time Visibility: Operational teams struggled to get immediate updates on critical events like vehicle breakdowns, trip delays, or urgent supply requests, hindering rapid response.
Inefficient Document Generation: Creating standardized documents such as service acknowledgments, internal memos, or HR letters was a repetitive task, consuming valuable employee time.
Communication Gaps: Delays in disseminating information across departments (e.g., from field staff to maintenance, or HR to payroll) slowed down critical business functions.
These challenges collectively impacted WheelsEye's ability to maintain their high standards of operational efficiency and support their rapidly expanding workforce.
Solution
Solution
WheelsEye sought a powerful yet easy-to-implement solution to automate these internal workflows and consolidate data within their existing Google Workspace ecosystem. They discovered Jivrus Form Director, a Google Workspace add-on specifically designed for automating Google Form submissions.
Form Director offered the perfect fit for WheelsEye's needs, enabling them to:
Automate Data Collection: By creating Google Forms for various internal processes (e.g., "Vehicle Maintenance Request," "Trip Incident Report," "New Driver Onboarding"), WheelsEye could collect structured data efficiently.
Streamline Reporting: Form Director automatically merged form responses into Google Sheets for comprehensive data logging and analysis. For critical reports or official documents, it generated Google Docs/PDFs using predefined templates, ensuring consistency and accuracy.
Instant Notifications: Key stakeholders, such as maintenance managers, HR personnel, or dispatch teams, received immediate notifications via email or Google Chat upon form submission, ensuring timely action.
Conditional Logic for Complex Workflows: WheelsEye utilized Form Director's conditional logic to route specific requests to the right department or trigger different actions based on form inputs, for example, escalating urgent maintenance issues automatically.
Integration with Google Workspace: The seamless integration with Google Sheets, Docs, and Gmail facilitated a cohesive workflow within their familiar environment, reducing the learning curve for employees.
Implementation
Implementation
WheelsEye's implementation of Form Director was straightforward and highly effective:
1. Form Creation: Teams created dedicated Google Forms for specific workflows like `Vehicle Maintenance Request`, `Field Incident Report`, and `New Driver Information`.
2. Template Preparation: For documents requiring a standardized layout (e.g., maintenance work orders, incident summaries), Google Docs templates were prepared with placeholders for form data.
3. Field Mapping: Using Form Director's intuitive GUI, form fields were meticulously mapped to corresponding columns in Google Sheets and placeholders in Google Docs templates. This ensured accurate data transfer and document generation.
4. Service Configuration: Multiple services were configured for each form:
Google Sheets Service: To append all form submissions to a central log sheet for data analysis.
Google Docs Service: To generate PDF work orders or incident reports from templates.
Gmail Service: To send immediate email notifications to relevant department heads (e.g., Maintenance Head for vehicle requests, Operations Manager for incident reports) with generated documents attached.
5. Conditional Logic: Rules were set up to trigger specific actions. For instance, if a "Maintenance Request" was marked "Urgent," an additional notification was sent to a specific team via Google Chat, and the generated work order was flagged.
6. Testing and Rollout: Each automated workflow was thoroughly tested to ensure data accuracy and correct service execution before being rolled out to relevant teams across WheelsEye's operations.
Results
Results
By deploying Jivrus Form Director, WheelsEye achieved significant improvements in its internal operations:
Reduction in Manual Data Entry: Automation of various forms drastically cut down the time spent on manual data compilation and transcription.
Improvement in Data Accuracy: Eliminating manual transfer errors led to significantly cleaner and more reliable operational data.
Faster Turnaround Times: Critical processes like maintenance requests and incident reporting saw a reduction in processing time from hours to minutes, enabling quicker responses and resolutions.
Enhanced Real-time Communication: Instant notifications ensured that relevant teams were immediately aware of new submissions, fostering proactive management and reducing communication delays.
Streamlined Document Generation: Automated creation of standardized reports and documents saved countless hours of administrative work and ensured brand consistency.
Improved Operational Visibility: Centralized data in Google Sheets provided WheelsEye management with a clearer, real-time overview of operational activities, aiding in better resource allocation and decision-making.
Increased Employee Productivity: Teams could reallocate time previously spent on repetitive administrative tasks to more strategic and value-added activities.
Testimonial
Testimonial
Opportunities & Recommendations
Opportunities & Recommendations
WheelsEye has already leveraged Form Director to great effect, and there are further opportunities to enhance their hyper-automation journey with other Jivrus products:
Sheet Director: To connect critical data in Google Sheets with external systems for two-way synchronization, perhaps with a logistics management system or an accounting platform for expense management.
Map My Sheet: For visualizing location-based data from their Google Sheets (e.g., driver routes, vehicle locations, incident hotspots) on interactive maps, optimizing dispatch and incident response.
Fillable Document: To create more sophisticated, multi-page documents (like contracts or detailed service agreements) from Google Docs templates, pre-filling them with data from Form Director submissions or Sheets.
AppiWorks: For building custom integrations and broader workflow automation across a wider range of enterprise applications, further integrating their core truck booking platform with internal support systems.
About Jivrus Technologies and Form Director
About Jivrus Technologies and Form Director
Jivrus Technologies is a software products company focused on intelligent integration and hyper-automation. "Form Director" is a Google Workspace add-on that enables intelligent routing of Google Form responses to various applications and services, helping users streamline workflows, enhance productivity, and connect seamlessly across platforms.
Form Director revolutionized how WheelsEye manages critical internal processes, saving time, improving efficiency, and empowering smarter, data-driven workflows essential for India's #1 truck booking app.
Form Director revolutionized how WheelsEye manages critical internal processes, saving time, improving efficiency, and empowering smarter, data-driven workflows essential for India's #1 truck booking app.
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