Everyone signs in with their own email and password
Drivers, passenger assistants and client contacts: enter the email your invite was sent to, the invite code from your manager, and choose your own password. This creates your own secure account.
Managers, drivers, passenger assistants and client contacts all log in here with their own email and password. First time with an invite code? Choose Activate above.
Password reset email sent — check your inbox (and spam/junk folder).
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Check your email
We've sent a verification link to your email address. Click the link, then come back here and press the button below.
Can't see it? Check your spam or junk folder — verification emails sometimes land there.
Loading your account…
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TransportHQ
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TransportHQ
TransportHQ
{{ companyName }}
Passengers
{{ p.name }}{{ p.tags }}
{{ p.addr }}
→ {{ p.school }}
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No passengers yet. Use + Passenger or import a spreadsheet in Settings.
Staff
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Login
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Works
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Vehicle
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No staff yet. Add drivers and passenger assistants, then send each one a login invite from their Edit screen.
One-off jobs
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{{ j.time }}
{{ j.customer }}
{{ j.route }}
{{ j.who }}
No one-off jobs yet. These are single journeys outside the recurring school runs — airport trips, client jobs, hospital appointments.
Vehicles
{{ v.reg }}{{ v.tags }}
{{ v.desc }}
{{ e.l }}{{ e.v }}
⚠ {{ f.text }} — {{ f.by }}
No vehicles yet.
Manager review
Nothing waiting for review.
Cancellation request from client
{{ q.passenger }} — {{ q.when }}
Client: {{ q.client }} · Requested by: {{ q.by }}
Reason: {{ q.reason }}
Client: {{ q.client }} · Requested by: {{ q.by }}
Reason: {{ q.reason }}
“{{ q.note }}”
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“{{ r.note }}”
⚠ Vehicle fault — {{ f.reg }}
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History (audit trail)
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No history yet.
Reports
FROM
TO
Custom report — pick exactly what to include
Uses the date range above. Tap fields to include them, choose which runs, then download.
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{{ s.v }}
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Cancellations in range
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No cancellations in this range.
Tutorial
A quick guide to everything in TransportHQ. Load demo data from Settings to try things safely.
🔑 Logging in
Everyone signs in with their own email and password — real, separate accounts. Managers use the company account. Drivers, passenger assistants and client contacts are invited from their Edit screens — they get an invite code, choose Activate on the sign-in screen, verify their email, and set their own private password (you never see it). Each person stays signed in on their own device. Access is enforced by the database itself: drivers and PAs can only ever read their own runs, client contacts only their own shared passengers, managers everything.
🗂 The Home filing tabs
Runs shows every journey for the chosen day (or week — use the Daily/Weekly switch). Staff shows who is working and exactly which runs each person has that day. Holidays is the calendar of school holidays, inset days and staff absences. Use ‹ Today › to change the date.
🚐 Managing runs
Each run row shows the time, passenger, destination, then driver, PA and vehicle. An amber border means it needs attention (no driver, or the driver is absent). Press Manage to: edit today only (the recurring schedule is untouched), edit the whole schedule, mark picked up / dropped off, cancel with a reason, or reinstate.
🧒 Passengers & schedules
A passenger's profile holds their address, school, wheelchair and PA needs, and their weekly journey pattern. For each day, switch the Pickup and Return journeys on or off — so a one-way trip on one day is fine. Times, driver, PA and vehicle can differ per day, and Copy to all days fills the week in one tap.
🧾 One-off jobs
Single journeys outside the school runs — airport trips, client jobs, hospital appointments. Turn on Add a return journey to book the way back, on the same or a different day, with its own driver, PA and vehicle.
📱 The driver's phone view
Drivers and passenger assistants sign in on their own phone and see today's runs in order, with any notes (gate codes, ramps). They can also see upcoming days — how many is up to you, in Settings → "Driver & PA schedule visibility". Two taps do the work: Picked up, then Dropped off — each is time-stamped. Cancel asks for a reason; "No answer at door" asks for a photo of the door as evidence, and "Other" needs a note. Drivers can also report vehicle faults.
✅ Manager review & audit trail
Every cancellation lands in Review with its reason, photo and note, where you decide Billable or Not billable — your evidence for client invoicing. Vehicle faults wait there too. Below is the full history: every important action, time-stamped with who did it.
🚗 Vehicles
Keep MOT, insurance and tax dates — countdowns turn amber at 14 days. Log faults and quirks, and give a vehicle a nickname (e.g. "Silver bus") to show on the runs page instead of the reg.
🏖 Holidays, inset days & absences
Click any calendar day to add a school holiday, an inset day, or a staff absence. Holidays can apply to all schools or just one — only the affected school's runs are paused. Below the calendar: this month's absences, each staff member's holiday totals, and a by-school breakdown of all dates.
📊 Reports
Pick a date range for totals and the cancellation list. The custom report builder lets you choose exactly which fields to include and which runs (all, cancellations, jobs…), then downloads a CSV that opens in Excel — ideal for client billing evidence.
📥 Imports & backups (Settings)
Paste passengers, staff, and school holidays straight from your spreadsheets — the ? button on each import box walks you through it step by step. Download a backup regularly; data lives on this device until the app moves to a shared online database.
Settings
Company
{{ companyName }}
Set once — the company name can't be changed afterwards.
Managers log in with the company account email and password. Drivers, passenger assistants and client contacts are invited from their edit screens and log in with their own email and password.
Client portal — clients
Each client (council, school, parent, employer…) can be given portal access. Client contacts are invited by email and set their own password. They see only the passengers and jobs shared with them. Share a passenger in the passenger editor; share a one-off job in the job editor.
No clients yet — add one to start sharing passengers.
{{ c.name }}
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Driver & PA schedule visibility
Choose how far ahead drivers and passenger assistants can see their runs on their phone. Today's runs are always shown.
▼
Import passengers from spreadsheet
Paste rows copied from Excel/Sheets (or CSV). Columns: name, address, town, postcode, school, wheelchair (yes/no), assistant (yes/no)
Import drivers & assistants from spreadsheet
Paste rows copied from Excel/Sheets (or CSV). Columns: name, email, phone, role (driver / assistant). Send each person a login invite from their Edit screen afterwards.
Import school holidays & inset days
Columns: from date, to date (blank for one day), description, school (blank = all schools), type (holiday / inset). Dates as DD/MM/YYYY or YYYY-MM-DD.
Data
Data is stored in the cloud and synced across devices for your company. Deleting cannot be undone — download a backup first.
Company account
This signs the whole device out of {{ companyName }}. You'll need your company email and password to sign back in.
TransportHQ · Client portal
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Your passengers
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Today — {{ cnTodayLabel }}
No runs today for your passengers.
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{{ r.name }} · {{ r.legLabel }}
{{ r.school }}
{{ r.note }}
Upcoming — next 7 days
No upcoming runs in the next 7 days.
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{{ r.time }}
{{ r.name }} · {{ r.legLabel }}
{{ r.school }}
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Cancellation requests are reviewed by the transport company’s manager — a run is only cancelled once the manager accepts your request.
TransportHQ
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No runs assigned today.
Coming up
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{{ i.time }} · {{ i.name }}
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Welcome to TransportHQ
Let's get set up in 3 quick steps: your company, your drivers, then your passengers. You can also explore with sample data first.
Company name
Add your drivers
Add each driver with their email — you can send them a login invite from the Staff page afterwards.
{{ d.name }}{{ d.email }}
Import your passengers
Paste rows from your spreadsheet — columns: name, address, town, postcode, school, wheelchair (yes/no), assistant (yes/no). Or skip and add them one at a time later.
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You're ready
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Next steps: open Passengers to give each passenger a school-run schedule, add your Vehicles with MOT/insurance dates, and give drivers their PINs.
Next steps: open Passengers to give each passenger a school-run schedule, add your Vehicles with MOT/insurance dates, and give drivers their PINs.
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