Runs

A run is one trip by one bus, with a date and a departure time. Each run is made up of jobs: the pickups and drop-offs the driver does on that trip. Drivers see their bus’s runs in the driver app, in order, as soon as they’re added.

This article covers the Runs page: finding runs, adding and changing them, and completing them.

Watch: a quick tour of runs

The video uses a demo venue. It shows the Runs page, adding a run, booking a regular, ticking off a job, the all-buses map and importing a timetable.

The Runs page

Click Runs in the top menu. The page shows one day at a time.

• Date: pick the day from the calendar.
• Scheduled and Completed: switch between runs still to do and runs that are finished.
• Bus filter: each of your buses is listed across the top. Click a bus to hide its runs, and click it again to show them. This is handy on busy nights when you only want to see one bus.

The buttons at the top right are:

• Address Lookup: check where an address is, how far it is from the venue, and whether it’s inside your service area.
• Message Driver: send a message to one driver or all of them. It appears in the driver app, and pops up on their phone too if driver notifications are on in Admin → Settings and the driver has turned them on in the app.
• Import timetable: add a whole timetable’s runs to the day at once.
• Add a run: add a single run.

How runs are shown

Runs are grouped by departure time, with one card for each time. Inside each card, every bus running at that time has its own run, showing:

• the bus’s colour and name, and the run’s description in brackets if it has one, such as Kia 1 (Rowville)
• the zone the run covers, if you use zones
• the run’s jobs, in the order the driver will do them

Each run has three buttons: Edit Run, Delete Run and Manage Jobs. Manage Jobs opens the run so you can add and change its jobs. See Jobs.

The map pin beside each departure time shows all buses at this time on one map, with every job in its bus’s colour. You can drag jobs from one bus to another there, which is useful for balancing the load when two buses leave together.

Add a run

1. Pick the date on the calendar.
2. Click Add a run.
3. Fill in the details:
   • Departure Time: when the bus leaves.
   • Assign Bus: which bus does the run.
   • Zone: if you use zones, the area the run covers. Choose Any zone if it can pick up from anywhere.
   • Description: optional. A short note drivers and staff will see beside the bus name, such as the suburbs it covers (“Rowville”) or “Staff only”.
4. Click Create Run.

The new run appears straight away in the office and in the driver app.

Import a timetable

If your buses run at the same times each week, set up a timetable once and import it instead of adding each run by hand.

1. Pick the date on the calendar.
2. Click Import timetable and choose the timetable.
3. Click Import.

Every run in the timetable is added to the day, with its time, bus, zone and description. Runs that a bus already has at the same time that day are skipped, so importing twice doesn’t create duplicates.

Change a run

1. Click Edit Run on the run.
2. Change the Departure Time, Assign Bus, Zone or Description.
3. Click Save Changes.

The run’s jobs stay with it. If you move a run to a different bus, the run and all its jobs move to that bus.

Note

Completed runs can’t be edited. To change one, re-open it first (see Completing a run).

Delete a run

Click Delete Run and confirm.

A run can only be deleted when it has no jobs. If it still has jobs, you’ll see Run Can’t Be Deleted: delete the jobs, or move them to another run, first. This stops a booking being lost by accident.

Moving jobs between runs

You can drag a job from one run to another:

• On the Runs page: drag a job from one run’s list onto another run on the same day.
• On the all-buses map: click the map pin beside a departure time, then drag jobs between the buses leaving at that time.

The same checks apply as when you add a job: the bus’s capacity, the maximum number of jobs per run, and the run’s zone. See Jobs.

Completing a run

A run is complete once every job on it has been done or cancelled.

In the driver app, the driver taps Complete Run once they’ve ticked off every job. This is how most runs are completed.

In the office, you can complete a run yourself:

1. Click Manage Jobs on the run.
2. Make sure every job is marked as done or cancelled.
3. Tick Complete under Run Details. It can only be ticked once every job is finished.

Completed runs move to the Completed tab. They’re greyed out and read-only, so finished trips can’t be changed by mistake.

To re-open a run, untick Complete in Manage Jobs, or the driver can tap Show Complete in the driver app and then Re-open Run. Marking any of its jobs as not done also re-opens it.

Buses that are no longer used

When a bus is no longer in use, retire it rather than deleting it. Go to Admin, open Buses, and click delete on the bus; if it has runs, you’ll be offered Retire instead. A retired bus:

• keeps all its past runs, so your history and reports stay complete
• isn’t offered for new runs, timetables or in the driver app
• can be reinstated at any time from Show retired buses on the Buses tab
• doesn’t count towards your subscription

Tips

• Build the night from a timetable, then add or adjust individual runs for anything unusual.
• Use descriptions to tell drivers what a run is for at a glance: the suburbs it covers, or that it’s a staff run.
• Use the bus filter when you’re only working on one bus’s runs.
• Check Admin → Analytics → Bus usage to see which days and times are busiest, and plan runs around them.

Still need help?

Contact our team, or click the ? button in the bottom corner of the app.