Trip checklist with stamped photos
At the start and end of a run or booked trip, the driver records the odometer, fuel level and remarks. They add camera photos stamped with the time and place. You decide when it is needed; without it the run does not start.
PLANSScale only
Built and tested on our systems; the Crew app has not yet run on a real phone and is not in the app stores yet.
The problem it solves
- The logbook says the bus left with a full tank and no scratches, and nobody can prove otherwise.
- Odometer readings are written from memory at the end of the week.
- A dent is found on Monday and nobody knows on which trip it happened.
- Photos sent on WhatsApp are old, from another day or from the gallery.
How it works
- Set the checklist once for your Entity: not required, at the start, or at the start and the end, and which photos you want.
- Before a run or booked trip, the driver opens the checklist in the SmartMy Transit Crew app. It asks for the odometer, the fuel level, remarks and each photo you chose.
- Photos come from the camera only. The app stamps the date, time and position on each, shrinks it and uploads it to your storage.
- The readings are checked. An odometer below the last reading is refused; a doubtful one is kept, flagged and sent to the office.
- Only then can the driver start the run or trip. The end checklist works out the trip's kilometres.
- The office sees each checklist under Transport > Operations > Trip Checklists and on the run or booking. It can open a job card from the remarks.
Everything it does
What the checklist holds
- Start or end, the run or booking, the vehicle, who filled it, when, and the position
- Odometer (km), fuel level (litres or part of the tank, set per vehicle), remarks
- Photos: Vehicle Front, Back, Left, Right, Inside, Odometer, Fuel Gauge
- km Since Start and GPS km on the end checklist
- One start and one end checklist per run or booking
Photos
- Camera only, never the gallery
- Stamped with the local date, time and GPS position, or "no GPS"
- Shrunk to about 200 KB in the app and kept in your storage bucket, outside the application server
- Count toward your subscription's storage
When it is required
- Not Required, At the Start, or At the Start and the End, per Entity
- A missing required checklist stops the run or trip from starting or ending
- The transport office can let one run or booking go by writing a reason in Without Checklist Because; drivers cannot
Checks
- Refused: an odometer below the vehicle's last meter reading, or an end reading below the start
- Flagged and alerted: odometer against GPS kilometres, kilometres since the last trip, fuel fallen while standing, odometer not moved
- Readings are added to the vehicle's odometer
Photo retention
- Delete Trip Photos After (days): 0 to start with, which keeps them
- A nightly job removes older photos and keeps the record that they existed
- Photos stay while the checklist's alert is open or a job card opened from it is not done
Who uses it
DriverFills the start and end checklist in the Crew app before starting and ending the run or booked trip.
Transport officeLooks at checklists and flags, lets a run go without a checklist with a reason, opens job cards from remarks.
Transport administratorSets when the checklist is required, which photos, the tolerances and how long photos are kept.
Where you use it
- The SmartMy Transit Crew app: the start and end checklist for runs and booked trips (built and in testing, not in the app stores yet)
- Web: Transport > Operations > Trip Checklists, and the Checklist tab of each run and booking
- Not on the web: the checklist itself is filled only in the app
What you control
Settings
- Trip Checklist: Not Required (the default), At the Start, or At the Start and the End
- Vehicle Photos: front and back to start with; also left, right, inside
- Odometer Photo Required: on
- Fuel Level and Photo Required: on
- Odometer vs GPS Tolerance: 10 %
- Gap Since Last Trip Allowed: 2 km
- Delete Trip Photos After: 0 days (never)
- Per vehicle: Fuel Read As (litres or fraction of the tank) and Tank (litres)
Notifications
- Transport Alert: a flagged checklist goes to the transport office at once, in the app and by email. Also by WhatsApp, SMS or phone notification where you have them on
Questions
Can the driver use an old photo from the phone's gallery?
No. The app opens the camera only, and each photo is stamped with the time and position when it is taken.What if the driver's phone is broken on the day?
The transport office writes a reason in Without Checklist Because on the run or booking. The run can then start, and the reason stays in its history.Can we use the checklist before the Crew app is in the stores?
Leave it on Not Required until your drivers have the app. The checklist is filled only in the app.How long are the photos kept?
As long as you choose. Set Delete Trip Photos After to a number of days; 0, the default, keeps them. Photos linked to an open alert or job card are kept until it is closed.Related features
TRIP CHECKLISTOdometer and fuel flags by vehicle and driverEvery trip checklist is checked against the vehicle's GPS kilometres, its previous trip and its fuel log. Doubtful readings are kept, flagged and sent to the office, with a report by vehicle and driver.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.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.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.DAILY RUNSDaily runs planned by themselvesEvery route gets its run for today and the coming days by itself: vehicle, crew, stops, times and that day's riders. The driver starts it, each stop records the delay, and the run ends or is cancelled.
See your own routes on the map.
Send us your stops and routes and we will show you a demo with them.