Custom report — pick exactly what to include

Uses the date range above. Tap fields to include them, choose which runs, then download.

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🚀 Getting started

Add your team on the Staff page, your Vehicles with MOT and insurance dates, and your Passengers with their weekly schedules — or paste them all in from spreadsheets in Settings. To give a driver, passenger assistant or client contact their own login, open their Edit screen and press Send invite — they activate with the invite code and choose their own private password.

🗂 The Home filing tabs

Runs shows every journey for the chosen day (or week — use the Daily/Weekly switch). Staff shows who is working and which runs each person has that day. Holidays is the calendar of school holidays, inset days and staff absences. Use ‹ Today › to change the date.

🚐 Managing runs

Each run row shows the time, passenger and destination, then driver, PA and vehicle. A red border means it needs attention — no driver assigned, or the driver is absent. Press Manage to: edit today only (the recurring schedule is untouched), edit the whole schedule, mark picked up / dropped off, cancel with a reason, or reinstate.

🧒 Passengers & schedules

A passenger's profile holds their address, school, wheelchair and PA needs, and their weekly journey pattern. For each day, switch the Pickup and Return journeys on or off — so a one-way trip on one day is fine. Times, driver, PA and vehicle can differ per day, and Copy to all days fills the week in one tap.

🧾 One-off jobs

Single journeys outside the school runs — airport trips, client jobs, hospital appointments. Turn on Add a return journey to book the way back, on the same or a different day, with its own driver, PA and vehicle.

📱 Staff phone view

Drivers and passenger assistants sign in on their own phone and see their runs for the day in order, with any notes (gate codes, ramps). How far ahead they can see is up to you — Settings → “Driver & PA schedule visibility”. Two taps do the work: Picked up, then Dropped off — each is time-stamped. Cancel asks for a reason; “No answer at door” asks for a photo of the door as evidence. Staff can also report vehicle faults from their phone.

✅ Manager review & audit trail

Every cancellation lands in Review with its reason, photo and note, where you decide Billable or Not billable — your evidence for client invoicing. Vehicle faults wait there too. Below is the full history: every important action, time-stamped with who did it.

🤝 Client portal

Add client contacts in Settings → Client portal — just a name and email. To share a passenger or one-off job, open its editor, turn on Visible in client portal and pick the contact. Each contact logs in with their own account and sees only what you've shared. They can request cancellations, which land in your Review queue to accept or reject.

🚗 Vehicles

Keep MOT, insurance and tax dates — countdowns turn red at 14 days. Log faults and quirks, and give a vehicle a nickname (e.g. “Silver bus”) to show on the runs page instead of the reg.

🏖 Holidays, inset days & absences

Click any calendar day to add a school holiday, an inset day, or a staff absence. Holidays can apply to all schools (shown purple) or just one school (blue) — only the affected school's runs are paused; staff absences show red. For longer absences, use + Add absence in the staff member's Edit screen. Below the calendar: this month's absences, holiday totals per person, and a by-school breakdown.

📊 Reports

Pick a date range for totals and the cancellation list. The custom report builder lets you choose exactly which fields to include and which runs (all, cancellations, jobs…), then downloads a CSV that opens in Excel — ideal for client billing evidence.

📥 Imports & backups (Settings)

Paste passengers, staff, and school holidays straight from your spreadsheets — the ? button on each import box walks you through it step by step. Your data is stored securely in the cloud and syncs across your devices automatically; you can download a backup any time for your own records.

Company

Company logo (optional)

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Your logo and company name become the main branding at the top of the app, with a small “Powered by TransportHQ” credit. The logo is saved with your company data.

Managers log in with the company account email and password. Drivers, passenger assistants and client contacts are invited from their edit screens and log in with their own email and password.

A client contact is simply a person — a name and an email address. Each contact is invited by email, sets their own password, and sees only the passengers and one-off jobs you share with them. Share a passenger in the passenger editor; share a one-off job in the job editor.

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Driver & PA schedule visibility

Choose how far ahead drivers and passenger assistants can see their runs on their phone. Today's runs are always shown.

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Paste rows copied from Excel/Sheets (or CSV). Columns: name, address, town, postcode, school, wheelchair (yes/no), assistant (yes/no)

Paste rows copied from Excel/Sheets (or CSV). Columns: name, email, phone, role (driver / assistant). Send each person a login invite from their Edit screen afterwards.

Columns: from date, to date (blank for one day), description, school (blank = all schools), type (holiday / inset). Dates as DD/MM/YYYY or YYYY-MM-DD.

Data

Download backup Load demo data Delete all data

Data is stored in the cloud and synced across devices for your company. Deleting cannot be undone — download a backup first.

Company account

This signs the whole device out of {{ companyName }}. You'll need your company email and password to sign back in.