Many sites. Many reasons to travel. One record.
Nurses on a night rotation. Students between campuses. Visiting faculty from the airport. Samples moving between laboratories. Institutional transport is not one service — it is a dozen, usually run by different vendors and reconciled by hand.
Institutions carry the obligation, but rarely own the record
Transport is usually outsourced. The duty of care is not.
Hospitals & medical colleges
Round-the-clock rotations, staff travelling at hours when public transport has stopped, and patient or sample movement between sites.
Universities & colleges
Inter-campus shuttles, staff transport, visiting faculty, and vehicles moving students where the institution answers for their safety.
Research institutions
Staff across dispersed facilities, visiting researchers, and travel that must be attributed to the project or programme that authorised it.
You answer for the journey even when a vendor drives it
If the tracking, the trip records and the driver details belong to your vendor, then so does your evidence — and it leaves when they do.
Emergency alerts that escalate
Raised from the vehicle, surfaced on your console, and kept escalating until a named person takes ownership. Not a screen nobody watches.
Live location and the route after
Where the vehicle is now, and the exact route it took — retrievable weeks later when someone asks.
Verified pickups
Journeys start against a one-time code, so the record shows the right person boarded the right vehicle.
Documents before they expire
Permit, insurance, fitness and licence expiry tracked and reported — so an out-of-date vehicle is caught before it carries anyone.
The records are yours
Held in your system, not in a vendor’s messaging history. They survive a change of supplier.
A full audit trail
Every status change, action and login, with role-based permissions controlling who can see and do what.
Transport spend that can be explained to finance
The problem is rarely the total. It is being unable to say which department, faculty or programme it belonged to.
Accounts per department or programme
Set up each department, faculty or funded programme as its own billing account, so a journey is booked against the body that asked for it.
Consolidated periodic invoicing
A month of journeys becomes one invoice per account, with GST handled correctly and purchase-order references carried through.
A signed record per journey
Distance, timings, vehicle, driver and amount, with a signature captured at drop-off — so a queried charge has an answer.
Vendor rates and settlement
Each vendor’s agreed rates held in the system, with settlement and on-time performance tracked separately.
Institutions do not change how they work for software
You already have vendors, site structures, departments and budget lines. We configure around them.
Implementation
Sites, departments, vendors, rates, vehicle types and user roles configured before go-live.
Migration
Existing vendor, vehicle and staff records brought across.
Training & support
Role-based sessions for the transport office, administration and finance — then ongoing support.
Common questions
Can transport be billed to individual departments?
Yes. Each department, faculty or funded programme can be set up as its own billing account, so a journey is booked against the body that requested it and appears on that account’s consolidated monthly invoice. Purchase-order references carry from the booking through to the invoice.
We run several transport contractors across sites. Does that work?
It is the normal case for an institution. Every vendor can hold its own rates, and settlement and on-time performance are tracked per vendor — while the trip record itself stays with you rather than with whichever contractor drove it.
How does this help with duty of care for staff travelling at night?
The journey is tracked live, the route is retained afterwards, the trip starts against a one-time code confirming the right person boarded, and an emergency alert raised from the vehicle escalates on your console until a named person takes ownership. That combination is what turns a policy into evidence.
Can it handle movement between sites that is not a person?
Yes. Movement between sites — samples between laboratories, documents between campuses — can be booked, tracked and recorded the same way, against the department that requested it.
How long are trip records kept?
They stay in your system rather than in a vendor’s messaging history, which is the point. Questions about a journey usually arrive weeks or months later, long after a WhatsApp thread has scrolled away.
Start with one site, then extend
Most institutions begin with the shift that worries them most, prove the record, then bring the remaining sites and vendors on.