How Can I Document Field Movements and Track Check-Ins for My Organisation?

Key points

• Document before the trip starts, not after something goes wrong.
• Every trip should have destination, purpose, route notes, transport mode, and expected return.
• Check-ins should preserve device time and sync status.
• Missed check-ins need a supervisor response record.

Step 1: Record the movement request

Ask staff to submit the destination, purpose, expected departure, expected return, route notes, transport mode, support contact, risk level, and proposed check-in interval.

This creates a clear starting point for the trip and reduces undocumented movement.

Step 2: Capture approval

A supervisor should approve, reject, or request changes before the trip starts. Approval should include the decision-maker identity, timestamp, and any route or safety note.

High-risk trips may need senior review before movement begins.

Step 3: Use scheduled check-ins

Check-ins should be simple for field staff. A staff member should be able to confirm status, add a delay reason, and save the record even when internet is poor.

Travo keeps both the original device time and the time the server receives the synced record.

Step 4: Close the loop

After the trip, supervisors should be able to review the request, approval, check-ins, incidents, missed check-ins, and response notes.

This is what turns field movement from scattered communication into accountable documentation.

Frequently asked questions