Staff Transport Company System
Providers of employee and student transport for companies and schools, on monthly contracts and fixed routes.
From the client contract to routes, daily schedules, service requests, monthly invoicing, and the seasonal review.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Each contracted client is managed as a card starting in “Contract” with the agreement terms, number of riders, locations, and service period. It moves to “Route”, where the client coordinator draws the route lines, stops, and timings, then to “Scheduling” with drivers and vehicles assigned to daily trips — and the card stays there as long as the contract is active.
Any client request — adding an employee, changing shift times, cancelling a trip — moves the card to “Request/Change” until the coordinator handles it and updates the route or schedule, then it returns to “Scheduling”. At the end of each month the card moves to “Invoicing” to issue the client's invoice, then to “Review” to record the client's satisfaction and remarks in preparation for renewal or amending terms.
Chat is the daily operations channel with drivers: a traffic delay, a breakdown requiring a replacement vehicle, an urgent rider request. Announcements connects management with everyone: schedule updates during exam and holiday seasons, safety and punctuality circulars, and notices of scheduled vehicle maintenance. Dues manages each client's monthly invoicing and payments, driver wages and allowances, and fuel costs per route — so the profitability of every contract is clear.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Operations Supervisor
Oversees the regularity of daily trips, handles escalated requests, reviews client “Review” records, and decides improvements.
Client Coordinator
Receives client requests and reports in “Request/Change”, updates routes, schedules, and contracts, and prepares invoicing data.
Drivers
Run trips on time, report any delay or breakdown immediately over Chat, and comply with Announcements circulars.
Accountant
Issues monthly invoices per client in “Invoicing”, and tracks collections, wages, and expenses in Dues.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Staff Transport System»
From today, every contracted client is managed as a card that moves from “Contract” to “Route” and “Scheduling”. No client request or change is approved except through its card in “Request/Change”, and monthly invoicing is issued from the system — not from side ledgers. Start by registering your active contracts and their current routes, and drivers should check Announcements daily for any schedule updates.
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