Transport runs

How to schedule and manage community bus runs and transport with multiple pick-up and drop-off destinations

Transport runs let you schedule and manage community bus runs or similar trips where there are multiple pick-up and drop-off destinations for multiple clients. Each run can include a driver, vehicle, and a series of stops (“drops”) with clients assigned to each.

Creating a new transport run

1. Open transport runs

   Go to Operations → Transport Runs.

   
2. Create the run

   Click Create New Roster. Enter a relevant name in the Reference field, select a date for the run, and click Add Run.

   
3. Add run details

   Once the run is created, add additional information at the top of the page:

   Field	Description
   Date of run	Update the date if needed
   Reference	Update the name of the run
   Transport Category	Select a category (set up under Maintenance → Categories → Transport Categories)
   Start Time	Start time of the run
   Finish Time	Finish time of the run
   Driver	Select a worker as the driver
   Vehicle	Select a vehicle (set up under Maintenance → Vehicles)

   Click Save to save the changes.

   

To duplicate an existing transport run, click the Clone button at the top of the page. This creates a copy with the same settings and stops.

Adding drops

Drops are the individual stops within a transport run. Each drop can have multiple clients.

1. Add a drop

   Click Add Drop and add relevant notes for the driver.

   
2. Add clients to the drop

   Click Add Client to Drop, fill in the relevant fields, and click Add Client.

   

   There are three types of addresses you can use for pick-up or drop-off:

   Address type	Description
   Home	The client’s main address from their profile
   Client	An address specific to that client, set up under the client profile’s Addresses tab
   System	An address not linked to a specific client, set up under Maintenance → Addresses

Managing clients on a drop

Once clients are added to a drop, you can manage them using the options available:

• Edit - update client details for this drop, make changes and click Save
• Add On Hold - if a client is unavailable, mark them as on hold by selecting a Leave Type and adding notes
• Delete - remove the client from the drop entirely

Adding workers to the run

Multiple workers can be added to a transport run alongside the driver.

Click Add Worker, tick the workers to be added, and click Add Selected Workers.

Transport run report

Once all drops have been created and clients are added in the correct order, click Run Report in the top right corner to generate the transport run report.

If a customised Word tag template has been added to your database, use the Export to Word feature to export the report in your customised format.

Running into issues?

See Scheduling troubleshooting for common errors and fixes.

Related articles

Vehicle rostering

Set up vehicles and assign them to shifts

Group activity rostering

Roster group activities using location rosters

Client and worker map

View client and worker locations on a map