For community transport operators, in the UK and beyond
Community Transport Software
Keeping your community moving.
Dial a Ride, day centre runs, volunteer car schemes and group outings, all run from one place. Less time spent on admin, more time getting people where they need to be.
UK community transport software
One system for every service you run
Most operators run several services at once on a handful of staff and a great deal of goodwill. Road XS is the community transport management system that holds the whole lot together: bookings, allocation, tracking, volunteer records, invoicing, and the reporting your funders and trustees ask for.
Live operations
The whole day's work in one place
Bookings, allocation and tracking sit in the same system, from the first phone call to the completed journey. Coordinators and volunteers look at the same live picture. The diary, the wall planner and the three spreadsheets can go, and your GDPR position gets better the day they do.
Today
Wednesday, as it stands
The same picture for everyone on shift.
Booking
Taken once, held properly
No sticky notes, no double entry.
Compliance
Off paper, on the record
Personal data held properly.
The journeys you run
Appointments, day centres, outings and school runs
Medical appointments with return legs that flex. Dial a Ride and DRT. Day centre runs that repeat every week, group outings, home to school work. Every one of them has its own quirks, and they all sit on the same fleet and the same volunteer list.
Journey 2218
Both legs, one booking
The return flexes when the clinic runs late.
Day centre
Tuesdays and Thursdays
Set once, then it simply runs.
Minibus 2
What will genuinely fit
Capacity checked before you promise.
Volunteers
Your volunteers, looked after properly
Volunteer drivers are the service. Road XS holds their availability, their records and their mileage. Paying them back takes a few clicks instead of an evening with a calculator, and their checks never quietly expire.
Volunteer expenses
March, Kate Bennett
Straight from the journeys driven.
Records
Current, or not offered
Alerts before anything expires.
Allocation
Spread, not stacked
Who is already busy, at a glance.
Safety and safeguarding
You know where people are, and that they arrived
Journeys are followed as they happen, and pickups and drop offs are confirmed the moment they are made. Safeguarding flags, DBS status and vehicle checks come up before a driver is allocated. Every journey leaves a record behind it.
Live map
Where the vehicle is
Down to a three metre square.
Allocation check
Checked before it goes out
Flags surfaced at the right moment.
Journey 2218
Confirmed as it happened
Timestamped, not written up later.
Reporting and finance
The numbers your funders and trustees ask for
Journeys, mileage and outcomes are captured as you go. When a funding bid or a trustee meeting comes round, the figures are already there. Passenger and driver fees turn into invoices without anyone re-keying a thing.
Reporting
The year, already counted
Recorded live, not reassembled.
Period close
March, community transport
One set of numbers, agreed.
Cost
Cost per journey
Calculated from real journeys.
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.
Community transport software is one system for every journey an operator runs. It takes the bookings, allocates vehicles and volunteers, tracks journeys while they happen, keeps driver records current and produces the invoices and reports your funders expect. In practice it replaces the diary, the wall planner and the spreadsheets.
Yes, and it is the normal case rather than the exception. Dial a Ride, a car scheme, day centre runs and a school contract can all sit in one place, sharing the same fleet, volunteers and passenger records while keeping their own rules and their own reporting.
Small operators tend to feel the benefit fastest, because there is nobody spare to do the admin. You can start with the parts you need now and grow into the rest when you are ready. It is software for transport operators across the UK, from a single car scheme to a mixed fleet of minibuses.
It is built with UK GDPR in mind from the ground up. Passenger and volunteer information sits behind role based access with two factor authentication, not in a folder on a desk, and every change is recorded. You remain the data controller, so compliance is always shared, but retiring paper run sheets removes one of the most common risks operators still carry.
They get their own portal and app for setting availability, seeing their journeys and confirming pickups. Most volunteers are up and running the same day. Anyone who would rather not use a phone can still be allocated by the office, exactly as they are now.
Mileage comes from the journeys actually driven, at whatever rate you pay, so claims are generated instead of reconstructed. Driver fees and passenger fares are captured per journey too.
Journeys delivered, miles driven, volunteer hours, passengers carried and cost per journey, all recorded as the service runs and ready to export when a bid or a board meeting comes round.