Client rosters, shift routes, trip sheets, vendor cabs and contract billing in one system.
Manage client contracts, employee rosters by shift, routes and cab allocation, trip sheets, night escorts, driver and vehicle papers, hired-cab settlements and client invoices from one set of trip records. A roster file loaded at night becomes tomorrow’s routes. Drivers close each trip on a phone. The billing clerk invoices from closed trips, and the control room answers a coordinator’s complaint from the trip record.
- Client roster layouts read as each company sends them
- Contracts, vehicles, drivers and open invoices migrated
- Rate bases and night rules adjusted when a contract is renewed
Operators carrying client staff on shift routes manage rosters, route plans, cab allocation, trip sheets, escorts and contract billing in Employee Transport Provider Management Software, built by GullySystem. Contract terms and logins differ by client. Each trip closes into an invoice line. Hired cab owners are settled from the same trips.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Contract set-up
Each client is entered with its sites, shift timings, rate basis, night and escort rules, and the coordinators who may log in.
- 2
Roster intake
The client’s roster file is read each evening. New joiners, cancellations and address changes are marked, and unmatched pickup areas are listed for the planner.
- 3
Route and cab plan
Employees are grouped by area and shift into routes. A vehicle of the right seat count and a qualified driver are allotted, with an escort where the route needs one.
- 4
Trip run
The driver opens the route on a phone, marks each employee boarded or absent, and records start and end odometer. The control room watches exceptions as they are entered.
- 5
Trip closure
Closed trips carry distance, employees carried, delays and any complaint. A trip with a query is held until the control room has answered it.
- 6
Invoice and settlement
Client invoices are raised from closed trips on the contract basis, and hired cab owners receive a statement of the trips behind their payment.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Contract Management
Each client contract holds its sites, shift windows, rate basis and escort rules, with the renewal date visible before the old terms expire.
- Data Migration and Import
A client’s nightly employee file is read into the roster, and rows that cannot be matched to a pickup area are held back for the planner.
- Vehicle and Trip Management
A route is tied to its vehicle and pickup order, and headcount is set against seats before the cab is released.
- Fuel and Driver Records
Fuel filled and odometer readings per cab sit with the licence and verification dates of the driver, so margin per contract can be read.
- Ticket Management
A delay or an employee complaint becomes a numbered ticket tied to its trip, with an owner and a written reply to the coordinator.
- Invoice Management
Invoices are raised from closed trips on each contract’s basis, and a disputed trip is held apart without delaying the rest.
- Vendor Management
Each hired cab owner has an agreement, a rate basis and a statement of trips run, less fuel advances and penalty deductions.
- WhatsApp, SMS and Email Notifications
Pickup time and cab details are messaged to the employee when a route is fixed, and a delay message follows from the driver’s entry.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the operations head
See tonight’s routes against cabs available, contracts running at a loss and papers falling due across owned and hired vehicles.
For planners
Load rosters, build routes, allot cabs and escorts, and handle late changes before the first pickup.
For the control room
Watch trips as they run, log delays and complaints, and reassign a cab when one breaks down.
For drivers
Open the route and pickup order on a phone, mark who boarded, and close the trip with the odometer reading.
For client coordinators
View only your company’s trips, delays and complaints, and approve the monthly invoice against them.
The numbers the owner asks for.
- Trips by client, shift and route, with seat fill against vehicle capacity
- Roster changes after cut-off by client and week
- On-time pickup and delay log with reasons
- Escort cover by night route and date
- Kilometres and trips billed against each contract basis
- Hired cab settlements with fuel advances and penalties
- Margin per contract after vehicle, driver and fuel cost
Who this is built for.
- Transport companies that carry staff for corporate clients on shift routes
- Providers who run mixed fleets of owned cabs and hired vendor vehicles
- Operators serving factories, call centres and campuses with night shifts
- Firms that supply escorts or guards on late routes
- Vendors who lease vehicles and drivers to a larger provider
When it is not the right choice.
- A single operator with one cab and one client can use a roster sheet and a trip book.
- Operators whose main work is children’s school routes will find School Bus Operator Management Software closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- Spreadsheet import
- Maps and distance services
- Accounting export
Questions owners ask before a demo.
How does it read a client’s roster file?
Column layouts are mapped per client during set-up. Each night’s file loads into the roster, and rows with an unknown pickup area are listed for the planner to settle.
Does it suggest routes by itself?
It groups people by area and shift and checks seats against the cab. A planner confirms the order. Road-distance optimising is a separate project.
Can the driver see the employee list without a signal?
The route is opened while connected. A gap in signal is marked, and ticks entered afterwards keep their own time. Your control room decides how a late entry is read.
Can billing follow different bases for different clients?
Yes. One client may pay per trip and another per kilometre with a night allowance. Each contract holds its own basis, and an invoice lists the trips behind every line.
What does a client coordinator see?
Only that company’s employees, trips, delays and complaints. Other clients’ routes, rates and cabs stay out of view, and the coordinator cannot edit a closed trip.
How are hired cab owners settled?
From closed trips. A statement lists trips run, the rate basis, fuel advances and penalties, and the owner reads it before payment is released.
Are night escorts recorded?
Yes. A route is marked as needing an escort, one is assigned, and the trip record shows who was on board. How long this record is kept follows your client’s terms.
Is there a working version to look at first?
Yes. A demo takes one client roster through routes, a trip closure and an invoice using sample employees, so planners can compare it with tonight’s sheet.
What leaves the system if we change provider later?
Trips, rosters, contract rates and settlement statements export as spreadsheets. Column order and file names for each export are agreed with you in the scope document, before the build of your account begins.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Employee Transport Provider Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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- A reply within one business day
- Your details stay private
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