Separate access for each role
The transport administrator, the transport office, drivers and helpers, riders and parents each get their own access. Each person sees only the Entities they work in and the records that are theirs.
PLANSEvery plan
The problem it solves
- Every driver signs in with the office password and can change any route.
- A parent can see other children's stops and pickup times.
- Two schools of one group share a system, and each can open the other's riders.
- A route changes and nobody can say who changed it.
How it works
- Give each office person a Fleet role on their user: Administrator for the transport administrator, Officer for the transport office.
- Give drivers and helpers the role Transport Driver / Helper. Their Transport menu shows Operations only, with the runs they drive or help on.
- Add each rider with their login. A rider needs no role: they see their own rides on the web page or in the Rider app.
- Add parents and guardians under Told About This Rider on the rider. They see and act for those riders only.
- Tick the Entities each office user may work in. Every list then shows only the records of the Entities ticked at the top of the screen.
Everything it does
Transport administrator (Fleet: Administrator)
- Everything the transport office can do
- The Entity's Transport tab: runs, not riding, roads and maps, and the settings of each feature in your plan
- The approval chain for vehicle bookings (Scale)
- Deletes route runs; the transport office cannot
- Holds Transport Face Office and gives it to office staff (Scale, boarding by face)
Transport office (Fleet: Officer)
- Stops, routes, riders, the people told about each rider, vehicles and no-transport days
- Every run of its Entities: start, end, change the vehicle or crew, cancel
- Lets a run go despite a lapsed paper, with a reason in Allowed Despite; drivers cannot
- Records not riding for any rider, and sees who set each day
Drivers and helpers (Transport Driver / Helper)
- The Transport menu shows Operations only: Route Runs, and Bookings on Scale
- Only the runs where they are the driver or the helper
- Start and end their runs; they cannot cancel a run or write a reason to let it go
- No riders' records, maps, alerts, maintenance or settings
Riders and the people told about them
- No role needed: a login is enough, back office or portal
- A rider sees their own rider record and runs
- A parent, guardian or other person sees the riders they are listed on, and those riders' runs
- Both can say not riding and take it back
- Opening another rider's page is refused
Other roles
- Records belong to one Entity; a user sees the Entities ticked in the Entity switcher
- Requester and booking approver, for vehicle bookings (Scale)
- Transport Face Office: enrols riders' faces and records paper consent forms (Scale)
- Spreadsheet import sits under Settings, which our team holds; we run it with you
Who uses it
Transport administratorGives roles, keeps the Entity's Transport settings and the booking approval chain.
Transport officeKeeps stops, routes, riders and runs, and handles the day's problems.
Driver or helperSees and runs only their own runs.
RiderSees their own rides and says when they will not ride.
Parent or guardianSees the rides of the riders they are told about and acts for them.
Where you use it
- Web: Administration > Users & Entities > Users, on the user's Access Rights tab
- Web: the Transport menu, cut to each role (drivers see Operations only)
- Rider and parent web page: My transport, from Growth
- The SmartMy Transit Crew and Rider apps follow the same rules (built and in testing, not in the app stores yet)
- Not per Entity yet: a role applies in every Entity the user may work in
What you control
Settings
- Fleet: Administrator or Officer, per user
- Transport Driver / Helper, per user
- Allowed Entities, per user
- Told About This Rider, per rider, with Trip, Boarding and Changes ticked to start with
Works with
SmartMy HRMSDrivers, helpers and employee riders are picked from employees and use their HR login.
SmartMy CampusParents and guardians with a login are added to a student rider by themselves.
Questions
Can a driver see other routes?
No. A driver or helper sees only the runs where they are named as driver or helper. They do not see riders' records, the map, alerts or settings.Do parents need a role or a licence?
No. A parent needs a login and a line under Told About This Rider. They then see that rider's rides and can say the rider will not ride. Parents are not counted as office users.Can our principal see everything without being able to change it?
Not yet. There is no view-only office role; the Officer role can change records. A principal can instead be named in Also Tell About Not Riding.Can someone be office staff in one school of our group and not in the other?
Not yet. A role applies in every Entity the user may work in. Limit what they see by ticking only that school under their Allowed Entities.Can we see who changed a route or a rider?
Yes. Routes, riders and runs keep a history on their form: each change, the old and new value, who made it and when.Related features
STOPS, ROUTES, RIDERSStops and routes with planned timesPut every stop on the map with a radius. Build pickup, drop and shuttle routes with the stops in order and a planned time at each. Each route has its usual vehicle, driver, helper, working days and seats.STOPS, ROUTES, RIDERSRiders with their route, stop and daysEach rider has their service (pickup, drop or both), the route and stop for each leg, and the days they ride. You choose who is told about each rider, the rider, a parent or a guardian, topic by topic.PHONE APPSThe Crew app for drivers and helpersSmartMy Transit Crew puts the driver's and helper's day on their phone: today's runs, start and end. It shows each stop with its riders, boarded, dropped and absent, and the boarding card scan. With higher plans the phone also tracks the vehicle, carries an SOS button, the trip checklist, fuel, breakdowns and boarding by face.PHONE APPSThe Rider app for riders and parentsSmartMy Transit Rider shows riders and parents today's rides, the stop time, the rider's state and past rides. They can also say "not riding". From Growth the bus moves on a map with the expected time at your stop.WEB PAGES FOR RIDERS AND PARENTSThe My transport web pageA web page for riders and parents, with no app to install. It shows today's rides with the planned and expected time at the stop and the rider's state. "Tell the school" says the rider is not riding. To watch the bus move, parents use the Rider app.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.