Manage drivers
Register the drivers and assistants who run your trips, and keep their license details up to date.
A driver is a member of staff who drives a vehicle. An assistant (sometimes called a bus monitor) is a second crew member who rides along to help — for example to supervise younger children or mark attendance. You register drivers and assistants once, then assign them to routes and trips.
Who this is for
Administrators and transport coordinators who manage transport staff.
Before you start
- The Transport module must be enabled.
- A driver is a type of staff member. If the person isn't in the system yet, add them as staff first. See Add staff.
Add a driver
Add the person as a driver
Add a new staff member and set their staff type to Driver, or open an existing staff member and change their type to Driver.
Fill in the driver details
Complete the fields below, then save.
| Field | Required | Notes |
|---|---|---|
| Name | Yes | The driver's full name. |
| Phone | No | A contact number for the driver. |
| No | Used if the driver needs a portal account. | |
| Driving license number | No | The driver's license identifier. |
| License expiry date | No | When the driving license expires. |
| Active | — | Leave on for active drivers. Turn off when a driver leaves. |
Tip
Record the license expiry date so the school can be reminded before a driver's license expires.
Assistants and bus monitors
An assistant is any staff member who rides along with the driver. Assistants don't need to be registered as drivers — any staff member can be assigned as the assistant on a route or trip. On a trip, the driver and the assistant have the same abilities: either one can start the trip, mark attendance, and complete it.
Assigning crew to routes and trips
You don't pick the crew on every single trip by hand. Instead:
- Default crew on the route — when you build a route you can set a default driver, default assistant, and default vehicle. Every trip created for that route starts with that crew already filled in.
- Per-trip changes — if someone is off sick or unavailable for a day, you can change the crew on that one trip without touching the route. See Create trips.
Letting a driver sign in
If a driver needs to sign in to mark attendance themselves, they need a portal account with a role that grants the transport permissions. Create the account from the staff member's profile. See Create portal accounts.
Common use cases
- New driver hired — add them as staff with the Driver type and record their license.
- Driver leaves — turn them inactive so they no longer appear in crew pickers.
- Substitute for a day — change the crew on the affected trips only.
Related articles
Manage vehicles
Add the buses, minibuses, and cars in your fleet, and keep track of their running costs.
Build routes and stops
Set up school bus routes — draw the pickup and dropoff paths, place stops on the map with planned times, and optionally group stops into pricing zones for distance-based fees.