Jobs, contracts and vehicles in one operational workspace

What else we keep in DATIFY

• more than 300 recorded tenders,
• more than 300 complaints,
• more than 100 damage cases,
• the Automation add-on, in use since March 2026.

Replacement transport is mostly about moving information fast

We are a subsidiary of České dráhy and our main task is to provide replacement bus transport whenever rail traffic is interrupted. Depending on the scale of the closure we use our own vehicles as well as external carriers. Every job means working with dates, routes, the number and type of vehicles, the carriers involved, the people responsible and the contractual terms. At the same time we handle inspections, damage cases, complaints and other feedback that day-to-day operations produce.

We needed a workspace that could adapt to the different parts of our work while keeping related information together.

We started in autumn 2024

When we began with DATIFY in autumn 2024, it mattered to us that we could tailor each agenda to our own processes and extend them over time.

Every area has its own data sources, columns, values and access permissions. That lets us run very different processes in one workspace without squeezing them into a single universal table.

AI helps a document find its place

At our volume of documents it is not only about storing them, but about filing them correctly. Once a document is uploaded, DATIFY reads its content and suggests the matching agenda and data source. If the document concerns a damage case, for example, the system can propose the Vehicles agenda and the relevant data source. The user checks the suggestion and confirms it.

We do not have to walk the whole structure by hand for every file. The document quickly lands in the context our colleagues will work with it in.

We extract what matters most from contracts

The contracts agenda holds commercial contracts, further contractual documentation and the archive. For every record we track the contract number and subject, the supplier, the document type, the financial value, the signature date, the period of validity and the current status.

DATIFY helps us turn contract content into structured data. In the overview itself we can work with a summary of the parties’ obligations and rights, or with information about the options for terminating the contract. When we need the basic terms quickly, we do not have to open and reread the whole document every time.

Custom views show us what needs attention now

We use several views over the contract records. We can separate valid contracts from archived ones, or show documents that are about to expire or are waiting for a signature. We apply the same principle in our other agendas, filtering and grouping data by the person responsible, the carrier, deadlines, statuses or specific jobs.

Everyone can focus on the records that concern their own work instead of going through the whole database.

A damage case is recorded with its full context

The Vehicles agenda also covers damage cases. For each one we can record the date, the employee, the registration number of the damaged vehicle, the amount of damage, the type of case and how far its resolution has got. The record includes a detailed description, documentation of the incident and, where relevant, the number of the related replacement transport job.

We distinguish between accidents, fines and other damage. Damage caused by another party and the related insurance payouts are recorded separately, with the insurer, the registration number, the date, the payout documents, the payment status and the amount. Documentation, financial details and the current state of the case all stay in one place.

We run more than a thousand replacement transport jobs

The largest part of our setup is the commercial agenda. DATIFY holds more than 1,000 replacement bus transport jobs. For each one we follow the whole course: from the date the intent was received, through the award date and the publication date, to the bid deadline.

Colour-coded user and select values help us see at a glance who owns which part of a job. Custom views show jobs by the person responsible, by job type or by the report required.

Complaints, faults and praise in context

The list of agendas we want to keep in DATIFY keeps growing. We created a separate one for complaints and other operational feedback, covering complaints, faults, comments and questions, praise, internal issues and inspections. We always design the structure first and think through what to link with what. That is why we can record almost any agenda there.

Carriers are linked to the documentation that follows

Our base records hold more than 60 carriers and subcontractors. Each carrier record can be linked to contracts, jobs and other data held in DATIFY, so we do not have to maintain the same information in several places.

From a carrier profile we can reach the related documentation and see the carrier in the context of both commercial and operational relationships. And if a request came to link it to another data source, we know extending it would not be a problem.

In March 2026 we added Automation

As the volume of data grew, we also wanted to cut down on repetitive manual steps. That is why we use the Automation add-on. It mainly helps us hand follow-up tasks to the right people, work with status changes and keep the sequence of steps on track. It can send emails too.

We value the pace of development and how feedback is handled

Because we have used DATIFY almost from the start, we can see clearly how far the product has come. We value the pace of development and the fact that the DATIFY team works actively with user feedback. Our suggestions do not end up as notes for some future release. The product keeps gaining features and improvements that come out of how customers really work.

Record keeping turned into a shared operational workspace

In autumn 2024 we started with digital records for a few selected areas. Today DATIFY brings our commercial, contractual and operational information together, and we use it for more than a thousand replacement bus transport jobs and hundreds of tenders and pieces of operational feedback.