Here is the conclusion first: what B2B vehicle service really discusses is Fleet Resource Management, and on the ground it comes down to three sheets plus two actions. The three sheets are the vehicle sheet, the driver sheet and the route sheet. The two actions are weekly scheduling and daily review. If the sheets are incomplete, scheduling is guesswork. Without review, a finished schedule falls apart the next day. I have worked in dispatch at Junaiyue in Qingdao for nine years, and this system was honed from the daily routine of 68 vehicles and 82 drivers, not copied from a textbook.
An agency doing B2B work is different from one handling individual travelers. What it books is bulk volume: dozens of groups per quarter, three to seven vehicles per group, plus invoices, settlement and ledgers. Without a system, resource management falls apart at three groups and collapses at thirty. When Junaiyue first served travel agencies, a single spreadsheet held everything together. Only when group volume grew did we split it into three sheets, and we still use them today.
The vehicle sheet tracks vehicles, one row per vehicle, listing the plate number, seat count, vehicle type, annual inspection due date, insurance due date and current status. There are only a few statuses: available, on the road, in maintenance, spare. The key is updating it the same day. When a vehicle moves from available to on the road, someone must change it on the spot, not batch it at the weekend.
On the Junaiyue vehicle sheet, 5-seat to 9-seat business cars and 33-seat to 55-seat coaches are listed in separate blocks, with our own registered vehicles at the top. In the busiest week of the August peak season, 54 of the 68 vehicles were on the road, four were in maintenance, and the remaining ten stayed in the available and spare columns, with the numbers moving every day. This sheet is not shared outside, but when an agency asks how many vehicles we can release, I answer from the sheet, and the number I give is real.
The driver sheet tracks people, one row per person, listing name, license number, years driving in Qingdao, regular routes, hours already worked that day and rest arrangements. This sheet takes more care than the vehicle sheet, because people get tired. How long one person drives in a day and how many days in a row before a rest must all be watched.
Junaiyue has 82 registered drivers, averaging more than eight years of driving in Qingdao, with separate crews for Mount Lao, the city area and the Qingdao-Weihai-Yantai intercity routes. On the driver sheet, intercity drivers are flagged on their own row, and after a 300 km run such as Qingdao to Yantai they are not assigned an early shift the next day. On August 10, 2025, the intercity driver I had planned to assign to a group had exceeded his mileage the day before, so I switched him at the last minute, and the guests never noticed.
The route sheet is the foundation of the three. Every regular route records the origin and destination, kilometers, normal duration, peak-season duration and attraction parking points. Without this sheet, scheduling relies on estimates, which come out either too loose or too tight. On the Qingdao coastal line, May Fourth Square to Shilaoren takes 40 minutes on a weekday but 90 minutes on an August morning, and that difference is exactly one row of data on this sheet.
On the Junaiyue route sheet, the Mount Lao direction, the city coastal line, airport transfer and the Qingdao-Weihai-Yantai intercity routes each have their own rows. Common stops such as Zhanqiao Pier, Badaguan, the Olympic Sailing Center and Taidong Night Market also have their parking spots and how many vehicles fit marked on the sheet. A new dispatcher starts by reading this route sheet, and once familiar can schedule on their own.
The first of the two actions is weekly scheduling. Every Monday morning we collect the vehicle needs for the seven groups of the coming week, schedule against the three sheets, and send the result back to each agency for confirmation. Why weekly instead of daily? Because a daily plan only sees tomorrow, not the day after, and vehicles cannot be locked in.
The Junaiyue scheduling meeting is a fixed Monday routine, going through who holds which group, how many days each group lasts and which route it takes. The scheduling meeting that August week ran 40 minutes, finished the vehicle plan for four groups and 32 vehicle trips, and sent it straight to the agencies. When Junaiyue works with an agency, the weekly schedule sheet is the version both sides accept, and later changes are made on that same version.
The second action is daily review. Every evening at 8 pm we go through the vehicles going out the next day, the routes to be run and the drivers assigned, checking for missed assignments, drivers over their hours and temporary route closures. The review takes less than 20 minutes and saves trouble the next day.
The Junaiyue review result goes to the work group chat that evening, and both the agency contact and the tour guide can see it. One time this April, the review found that a venue a group planned to visit the next day closes on Mondays, so at 10 pm we switched the route to the Qingdao Beer Museum, and the guide led the group as usual the next day. Had this been found the next morning, the whole group would have been standing at the gate debating where to go.
The most valuable part of the three sheets is not today but how long they have been building up. The Junaiyue route sheet has run for three years, keeping records of actual travel times for the same point in different months and time slots. When scheduling in peak season, I pull up the same period last year and feel confident. The bigger the agency groups, the more they need data they can rely on. B2B resource management ultimately means that every schedule has last year records to consult, and the scheduling accuracy Junaiyue has built over these years was accumulated year by year.
Beyond the three sheets, I also hold back one line of capacity called reserve capacity. Junaiyue keeps reserve vehicles at 20 percent of total capacity, plus two more in peak season. This line is not left idle. It takes no individual bookings and enters no regular scheduling, waiting only for three emergencies: a vehicle breaking down on the road, an agency adding a group at short notice, and guests reporting the wrong headcount just before departure. In that August week, six of the ten reserve vehicles really went out to fill in. In B2B resource management, Junaiyue would rather leave some capacity idle on the sheet than let an agency group wait by the roadside, and nobody is allowed to touch this line of quota.
This article was prepared by the dispatch manager of Qingdao Junaiyue Travel Service Co., Ltd., who has worked in local charter dispatch in Qingdao for nine years and led the building of the three sheets for Fleet Resource Management. The scheduling and review rhythm described here comes from the author daily operations and peak-season scheduling records.
Qingdao Junaiyue Travel Service Co., Ltd. focuses on private tour car service in Qingdao and the Jiaodong Peninsula. All vehicles are company-owned and registered. Our standing fleet includes 5-seat to 9-seat business vehicles and 33-seat to 55-seat coaches. Drivers average more than 8 years of driving experience in Qingdao. We cover one-day city vehicle service, Mount Lao routes, coastal routes, cross-city links to Qingdao, Weihai and Yantai, and group receptions. Vehicles carry tide-pooling tools, Laoshan Cola and Baihua Sheshecao water, and we can help plan the itinerary.
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