Free Resident Transportation Schedule Template (Excel & Google Sheets)
June 1, 2026 · 3 min read
If you coordinate transportation at a skilled nursing or assisted living facility, your day probably starts with a spreadsheet — or a printed sheet, a whiteboard, and a stack of sticky notes. You're juggling which residents have appointments, what time the van leaves, which driver is on, and whether two appointments just collided at 1:00 PM.
It works, until it doesn't. So we built a clean starting point you can use today, free.
What's in the template
The template is a single sheet with the columns most facilities actually need to run a day of transportation:
| Column | Why it matters | |---|---| | Date | Filter to "today" each morning | | Resident Name & Room/Unit | Who, and where to find them | | Appointment Time | The hard constraint everything else works backward from | | Provider / Clinic | Where the van is going | | Appointment Type | Dialysis, follow-up, lab — sets duration expectations | | Pickup Time | When the resident needs to be ready | | Driver & Vehicle | Assignment + conflict-checking | | Status | Scheduled → departed → returning → complete | | Notes | Wheelchair, oxygen, insurance card, standing appointments |
Open it in Excel, or in Google Sheets via File → Import → Upload, and start typing over the example rows.
How to use it well
- Sort by appointment time, not by resident. Your day is driven by the clock, not the resident list.
- Color-code the Status column. A glance should tell you who's still waiting, who's out, and who's back.
- Block standing appointments first. Dialysis (often Mon/Wed/Fri) and recurring therapy eat fixed slots — lock them in before scheduling anything else.
- Check the Driver column for overlaps. If the same driver shows two pickups inside the same travel window, you have a conflict to resolve before the morning.
- Keep a Notes discipline. "Needs wheelchair" or "bring insurance card" written down once saves a second trip.
Where the spreadsheet starts to break
A spreadsheet is the right tool right up until a few things become true at once:
- The driver can't see it. Once the van leaves, your live schedule is back at the desk. Status updates happen by text, or not at all.
- Conflicts are invisible until they bite. Nothing warns you that two residents need the same van at overlapping times.
- Yesterday is gone. When a family or surveyor asks "was Mr. Smith taken to his cardiology follow-up on the 2nd?", the answer is buried in an overwritten cell.
- It lives with one person. When the coordinator is out, the knowledge walks out the door.
None of these mean you're doing it wrong — they mean you've outgrown the tool. That's a good problem; it means the volume is real.
RunSheet Pro is built for exactly this next step: the same daily run sheet, but drivers see it live on their phones and update status in real time, scheduling conflicts are flagged before they happen, and every trip is logged for when someone asks. It's purpose-built for care facilities that run their own transportation — no Medicaid-broker billing complexity, just the schedule.
Keep the template, or graduate
There's no shame in the spreadsheet — most facilities start there, and for a handful of appointments a day it's genuinely fine. Use the template above as long as it serves you. When the driver-can't-see-it and where's-the-history problems start costing you real time and missed appointments, that's the signal to look at purpose-built patient transportation software — and if you run a skilled nursing facility specifically, here's how the workflow maps to your day.
Either way, you'll start the morning knowing exactly who's going where, and when.