Use case · Community transport
Community Car Scheme Software
Volunteers, passengers and journeys, all in one place.
Find the nearest available driver, keep every volunteer record current, and run a door-to-door service your passengers can count on.
How schemes actually run
Run your scheme the way it already works
A community car scheme runs on goodwill, local knowledge and a coordinator who knows everyone by name. Road XS takes the paperwork, the matching and the chasing off your desk. The part that needs a person stays with you.
Nearest available driver
Closest driver, found instantly
Every journey is matched to the nearest suitable volunteer, using vehicle type, mobility support and up-to-date records. Passengers travel sooner and journeys cost less.
Journey request
Four drivers within range
Sorted by distance to the pickup, filtered by what the passenger needs.
Passenger needs
Margaret, Kineton
Recorded once, applied to every journey she books.
This month
Where the miles went
Nearest-driver matching, measured across the scheme.
Volunteers
Looking after the people who give their time
Your volunteers give their time and their own vehicles. Road XS keeps records, availability and reminders in one place, so nothing lapses and nobody spends their evening chasing paperwork.
Driver app
Kate’s week
Set by the volunteer, visible to the coordinator.
Compliance
Everything current
Automatic reminders to the volunteer and the coordinator.
Mileage
Claimed without asking
Measured from the journey, at the rate you set.
Door to door
Picked up at the door, brought back to it
Medical appointments, the lunch club, a visit to a spouse in care. These are the everyday journeys that keep people connected. Capture each passenger’s needs once and every driver arrives prepared.
Journey notes
What the driver sees
The same detail, every time, for every driver.
what3words
Three words, three metres
For the addresses a postcode cannot find.
Return journey
Held open
The driver waits or comes back, and the passenger knows which.
Mileage and fees
Fares and mileage without the paperwork
Capture passenger fares and volunteer mileage per journey, then turn completed trips into clear records and invoices. No spreadsheets, no re-keying, and full transparency for everyone involved.
Fares
Calculated on completion
Your rules, applied consistently to every journey.
Finance
From journey to invoice
From the journey record straight to the invoice.
Reporting
Counted as you go
The figures a funder asks for, already there.
Control
You stay in complete control
Real-time smart routing, with the matching algorithm configured to suit your service. Add and remove passengers as the day changes, and everyone affected is kept informed automatically.
Settings
Set to your rules
The routing follows how your scheme already decides.
Today
Changed at 11:40
A late change handled without a round of phone calls.
Data
Held properly
What a scheme trusted with medical detail should expect.
Still deciding
The things people ask us first
If yours is not here, just ask. You will get a straight answer from someone who knows the software.
A community car scheme is a flexible, door-to-door transport service for people who cannot drive or find public transport difficult to use. Volunteer drivers usually use their own vehicles to help passengers get to medical appointments, social activities and other essential journeys. Managing the bookings, drivers, vehicles, fares, compliance and reporting behind that is where it gets complicated, and that is the part Road XS takes on.
In most cases, yes. Community car schemes are built around volunteers using their own cars. Some drivers may also be licensed or suitably qualified to drive a minibus, which can be used depending on the service being provided. Road XS handles both in the same place.
Typically a valid driving licence, appropriate insurance, MOT and vehicle checks, references and a DBS check where required. The exact list depends on your organisation, the service and the passengers being supported, so Road XS lets you define which records you track and reminds volunteers before any of them expire.
When a journey is requested, Road XS looks at which volunteers are available, where they are, what vehicle they drive and what the passenger needs, then puts the closest appropriate drivers in front of you. You stay in control of the final choice. It removes the guesswork, not the judgement.
The driver app is deliberately plain: today’s journeys, the passenger’s details, and a button to say you have arrived. Volunteers who prefer paper can still be given printed run sheets, and coordinators can do everything on a volunteer’s behalf.
No. The matching rules, fares, records you keep and the way journeys are allocated are all configured around your scheme. Talk to us about how yours works and we will tell you honestly what fits and what does not.
Pricing scales with the size of the service, so a village scheme with a dozen volunteers is not paying for a county-wide operation. Have a look at pricing, or talk to us and we will be straight with you about whether Road XS is right for you yet.