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Reports, exports and change history

Kilometres, idle time and driving score by vehicle and driver; services due, job cards, fuel and the bookings calendar; a dashboard of today's runs. Every list exports to a spreadsheet. Every change to stops, routes, riders, runs, devices, bookings and job cards is kept with who made it and when.
PLANSScale only
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The problem it solves

  • The management asks how many kilometres each bus ran last month, and someone adds up logbooks.
  • Nobody knows which vehicle's service is overdue until it breaks down.
  • A parent says the stop was moved without notice, and nobody can show who changed it or when.
  • Fuel bills are paid but never compared with the kilometres run.

How it works

  1. Open Transport. The first screen is the dashboard: runs today, running now, late runs, riders, runs by day and riders by pickup route.
  2. For kilometres and driving, open Transport > Operations > Trips and switch to the pivot: vehicles down, months across, kilometres, idle minutes and score.
  3. For maintenance, open Transport > Maintenance. Service Plans opens on what is due, Job Cards on what is open, and Fuel Log groups by vehicle or month.
  4. For bookings, open Transport > Operations > Bookings and switch to the calendar: a week, coloured by vehicle.
  5. To take any of it away, tick lines and use Actions > Export, or download the pivot table.
  6. To see who changed something, open the record. Its history at the bottom lists each change: old and new value, the person and the time.

Everything it does

Dashboard

  • The first menu of Transport, for the transport office
  • Runs today, Running now, Late runs (more than 10 minutes late), Riders
  • Runs by day (bar chart) and Riders by pickup route
  • Each person sees only the records of their Entities

Trips and kilometres (needs GPS units)

  • Trips worked out every night from the GPS positions; a trip ends when the vehicle stands for 5 minutes
  • Per trip: vehicle, driver, start, end, km, duration, top speed, idle minutes, harsh acceleration, harsh braking, overspeed minutes, driving score
  • Group by vehicle, driver or day; pivot by vehicle and month with km, idle minutes and score
  • The driver of a trip is the driver of the run or booking the vehicle was on

Maintenance, fuel and bookings

  • Service Plans: opens on plans due soon or overdue; group by vehicle
  • Job Cards: filters Open Job Cards, Vehicle Off-road, Breakdowns; pivot of cost by vehicle or reason; downtime per job card
  • Fuel Log: group by vehicle, month or who filled; filter Abnormal Mileage; litres and cost totals
  • Tyres and Batteries, Vehicle Documents and Driver Documents lists, with what expires soon
  • Checklist Flags: a pivot of doubtful odometer and fuel readings by vehicle and driver
  • Bookings: list or week calendar; filters To Approve, To Assign, Upcoming, Mine

Riders

  • Transport Attendance with SmartMy Campus: by student, class, day and leg, with a pivot by class and status
  • Alerts list: open and acknowledged, with the note

Change history

  • Kept on stops, routes, riders, runs, tracking devices, bookings, job cards, service plans, fuel lines, checklists, tyres and batteries, driver documents and alerts
  • Each change: the field, old and new value, who and when
  • Messages and notes on the record stay in the same history
  • Who was told and whether it arrived: Notifications > Delivery Log

Exports

  • Every list: tick lines, Actions > Export, to a spreadsheet
  • Every pivot: the download button
  • There is no separate Reports menu: each report is a view of a list

Who uses it

Transport officeWatches the dashboard, the services due and the bookings calendar every day.
Fleet managerCompares kilometres, fuel, repairs and driving scores by vehicle and driver each month.
Principal or admin headGets the monthly export and checks a record's history when a complaint comes in.

Where you use it

  • Web: Transport (dashboard), Operations > Trips, Bookings, Alerts, Checklist Flags; Maintenance > Service Plans, Job Cards, Fuel Log
  • Web: the history at the bottom of each record
  • Not as designed PDF reports: exports are spreadsheets
  • Not in the phone apps: reports are in the back office

What you control

Settings

  • Service due soon: 7 days, 500 km or 10 engine hours before (Entity's Transport tab)
  • Abnormal mileage below: 20 % under the vehicle's expected km per litre
  • Warn before documents expire: 30 days

Notifications

  • Service due soon or overdue: a to-do for the vehicle's manager, or a transport officer
  • Document about to expire: a to-do for a transport officer, 30 days before

Works with

SmartMy CampusTransport attendance by class, from the students who are riders.

Questions

Is there a monthly report we can print?

Not as a designed PDF. Open the list or pivot, set the month and export it to a spreadsheet.

Can we get kilometres without GPS?

Trips and kilometres come from GPS positions. Without GPS, use the odometer readings of trip checklists and the fuel log.

Can we see who changed a rider's stop?

Yes. Open the rider. The history shows each change of route or stop, the old and new value, who made it and when.

Can someone delete the history?

Users do not edit the history. It stays with the record, including archived ones.

Can each school in a group see only its own numbers?

Yes. The dashboard and lists show the records of the Entities a person works in.

Related features

TRIPS, KILOMETRES, ALERTSTrips and kilometres per vehicleEvery night each tracked vehicle's trips of the day before are worked out from its GPS positions. Each has start and end, kilometres, duration, top speed, idle time and who drove. The day's kilometres are added to the vehicle's odometer, marked From GPS.TRIPS, KILOMETRES, ALERTSDriving score per tripEach GPS trip gets a driving score out of 100, linked to the driver of the run or booking. It is lowered for harsh acceleration and braking, minutes over your speed limit and idling. The formula is still being tuned on real vehicles, so treat the score as a pointer to trips worth a look.MAINTENANCEService plans and job cardsPlan each service by kilometres, days or engine hours, whichever comes first, and see what is due soon or overdue. Every repair is a job card with parts, labour, vendor, cost and downtime, and the vehicle stays off the road while it is open.MAINTENANCEFuel log with mileage warningsEvery fill-up is recorded with litres, cost, odometer and the bill photo, by the office or by the driver in the Crew app. Kilometres per litre are worked out between full tanks, and a fill-up well below the vehicle's expected mileage is flagged and sent to the office.VEHICLE BOOKINGVehicle booking with approvalAnyone with a login asks for a vehicle from the back office, a web page or the Rider app. The request goes through your approval chain, the office assigns a free vehicle and driver, and the trip records the odometer.RECORDS AND REPORTSSeveral companies or fleets in one set-upRun the transport of several schools, colleges or companies in one set-up. Each Entity sees only its own vehicles, stops, routes, riders and runs, and a group transport head can look across all of them.

See your own routes on the map.

Send us your stops and routes and we will show you a demo with them.
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