Staff transport

• 7:40 am. A manager texts the transport office for a car. The coordinator rings three drivers to find one who's free, then rings back. Repeat across 30 trips a day.
• A visitor waits at reception. Nobody knows where the car is without ringing the driver, who is driving.
• A driver says the 6 am airport run happened. There's no pickup time, no route and no signature to show it.
• The long trip out of town went ahead with no approval, or the person who booked it approved it themselves.
• Month end. Finance asks which cost centre 40 trips belong to, and someone rebuilds the answer from texts.

For

• Organisations running their own sedans, 4WDs, vans, minibuses or buses for staff, including office runs, site visits, airport transfers and daily shuttles.
• Shift crews on standing runs that are set up once.
• Vehicles with a Teletrack-connected tracker, or ready to have one fitted.

Not for

• Freight, deliveries or courier work, or public and paying passengers.
• Multi-stop routes or pooling several bookings into one run. Each trip has one pickup and one drop-off.

• Pick passengers from the staff directory, or add other travellers as a head count.
• One-way or return, with a department, a cost centre and an optional project code on every booking.
• The form names the cost-centre owner for long trips, and once it's submitted you see exactly who it's waiting on.
• Save a draft, cancel while it waits, or edit and resubmit if it's rejected. The history keeps every round.
• Follow each request from awaiting approval to completed, and see who it's waiting on.

• Your queue shows what's waiting on you, why it's yours and when it's due, with overdue requests first.
• Approve or reject from a desk or a phone. A rejection needs a reason, and the requester sees it.
• In the approval chain, nobody approves their own trip: not the person who booked it, the person it's for, or anyone travelling on it.
• Going away? Delegate your new approvals to a colleague for a set period.
• Overdue approvals escalate to a named contact or a supervisor.
• Emergency bypass: a supervisor or transport administrator can skip the chain with a written justification, including on a trip they booked. It's audited, and the other supervisors and administrators are told so they can review it.

• Suggested driver-and-vehicle pairs for each trip, ranked by how close the vehicle is to the pickup, with an estimated arrival time.
• Every allocation is checked for clashes, seats, licence expiry and duty status. A clash needs a written reason to override.
• Allocate by hand from the ranked suggestions, or switch on automatic allocation, which offers each approved trip to the best clash-free pair. Declined or unanswered offers go to the next pair, or back to dispatch if there isn't one.
• The fleet page shows each vehicle's service status, current driver, tracker status and licences coming due.
• Late pickups, stationary vehicles and silent trackers raise exceptions by themselves. Declines, delays and breakdowns reported by drivers land in the same list, to be acknowledged or resolved on the record.

• Accept or decline each offer. A decline needs a reason, and it goes straight to dispatch.
• One next action at a time: start, arrive, board, depart, complete. When the GPS records the arrival, the driver doesn't have to tap it.
• Directions to the next stop open in Google Maps.
• Mark each passenger boarded or a no-show, and report a delay or a breakdown from the trip.
• Close the trip with a passenger's signature on the phone screen, or without one if nobody can sign.

• Messages when the driver is confirmed, when the vehicle is approaching and when it has arrived.
• The link shows the pickup, the vehicle and the driver's first name.
• It shows the vehicle's live position only while it is coming for that passenger or carrying them, with an estimated arrival.
• It never shows another passenger's name or the rest of the fleet, and it stops working two hours after the trip ends.

• Arrivals and departures are recorded when the tracker enters and leaves each place's radius. The driver's taps are kept alongside, and neither overwrites the other.
• Estimated arrival times update with every fresh position. They are estimates, not routed ETAs.
• A live map shows every vehicle's state and the trips under way.
• Staff and passengers see the vehicle only while their own trip is under way.

• The trip sheet holds the cost coding, scheduled and actual times, the driver and vehicle, each stop's GPS and driver times, the passengers, and, when captured, the GPS route and the passenger's signature.
• Distance is measured from the GPS track. A sheet is marked GPS verified only when the tracker recorded the trip.
• Each sheet carries a SHA-256 fingerprint that is also written to the audit log, and it's checked every time the sheet is opened.
• The audit log is a chain: each entry is fingerprinted against the one before. Administrators can check the whole chain at any time.
• Anyone with access to the trip can download its sheet as an A4 PDF.

• Today: requests, approvals waiting and overdue, trips in progress and completed, late pickups and open exceptions.
• On-time pickups today and over the last 7 days, with charts for the last 14 days.
• Reports for any period up to a year by department, cost centre, vehicle, driver or route: trips, passengers, no-shows, distance, driving hours, on-time % and cost.
• Cost is the GPS-measured distance × your per-km rate for each vehicle type, so a trip with no GPS track carries no cost. It's a cost allocation for charge-back, not an invoice.
• Approval turnaround for every approver. Every report exports to Excel with its definitions printed.

• Runs are generated ahead, and each day gets its own trip and Job ID.
• Each run is offered to the regular driver when they're free. Otherwise dispatch is told.
• Days on your holiday list are skipped. Public holidays aren't pre-loaded, so add yours before their runs are generated. Move or cancel a single day without changing the series.
• Only a supervisor or transport administrator can set up a series, because its runs carry a standing approval.

• Approval rules by department, cost centre, project code, priority, distance or group size. Preview a rule before you rely on it.
• Load the staff directory from an HR or payroll CSV. A preview shows exactly what will change, and nothing is saved until every row passes.
• Named pickup and drop-off places on a map, each with its arrival radius.
• Vehicles are tracked assets already on your Teletrack account. Drivers carry licence class and expiry.
• Settings you choose: timezone, currency and per-km rates, approval time limit, second-approval distance, late-pickup grace, arrival radius and more.
• A setup checklist shows what's still missing.

• Administrators choose which events go by email and which by SMS.
• SMS is sent through your organisation's own Twilio account.
• A delivery log records every email and SMS attempted, including those held back.

• Ask where a car is and get the trip's status and estimated arrival.
• Dispatch can ask for a summary of the day and the pickups at risk of running late.
• Describe a trip in plain language and get a pre-filled booking form. A person checks it and submits it.
• It follows each user's role, so staff see only their own trips.