Twelve things the platform does, all of them booked against the same vehicle record. A fill-up, a workshop bill, a tyre rotation and a trip are worth something together and not much apart, and they only end up together if somebody logged them against the same vehicle on the day.
The grid below jumps to any of them, and each one is set out in full further down this page. Under the twelve are the three ways people actually use the system day to day: the driver app, the parent and passenger app, and the admin console.
The platform, feature by feature
Live GPS Vehicle Tracking
Every active trip reports its position, so the office gets the whole fleet on one map and can drop into any single vehicle to follow that journey on its own. The map is what people notice on day one. The history is what they end up using.
Position is recorded against the trip, not just displayed, so you keep the route a vehicle actually took, where it stopped and how long it sat there. Three weeks later, when a customer disputes a delivery time and nobody remembers the day, that record is the entire argument.
Used by: Logistics, School Transport, Courier & Delivery, Travels & Charters, Private Vehicles, GPS Devices
The office stops phoning drivers
Position questions get answered off the screen, and that was most of what the calls were about.
History, not just a dot
Every journey keeps its route and its halts, so a question asked next month still has an answer.
No hardware to start
The driver app reports position. Tracking begins the week you onboard, not after an installation schedule.
What it does
- The whole fleet on one map, updating as vehicles move.
- Follow a single vehicle through its trip without losing the fleet view.
- Route history per journey: the path taken, the stops made, the time spent at each.
- Position from the driver app, so you can start tracking without fitting hardware.
- Fitted GPS devices supported where they already exist.
- Trip start and end recorded with their odometer readings.
Trip & Route Management
A route is stops, timings and whoever or whatever is attached to them. Build it once and the daily run becomes a scheduled copy with a driver and a vehicle on it. The office edits the exceptions and leaves the routine alone.
Trips are deliberately org-neutral. A school route, a delivery run and a two-day charter are the same object with different stops on it, which is why one system covers a bus fleet and a haulage fleet without either of them working around the other.
Used by: School Transport, Logistics, Courier & Delivery, Travels & Charters, GPS Devices
Mornings stop being data entry
The schedule produces the day. Somebody changes the two things that moved and that is it.
One shape for every fleet
School routes, delivery runs and charters share the trip record, so reporting works across all of them.
Plan against actual
The trip keeps both the route it was given and the route it ran. That gap is where the questions start.
What it does
- Routes with ordered stops, timings and the passengers or drops assigned to each.
- Recurring schedules, so a daily route is generated and not re-entered.
- Driver and vehicle assignment per trip, changed without touching the route.
- Stop-by-stop progress as the driver works down the list in the app.
- Multi-day trips that stay open until the driver closes them.
- Full trip history: the route planned and the route actually run.
Driver Management & Scheduling
Driver records usually live in three places at once: a register for licences, a wall chart for duty, and somebody's phone for leave. Put the three together and assigning a trip can take account of who is actually free and whose licence is still valid.
The driver's half of it is a phone app. Trips start and close there, stops get worked through there, schedule changes land there, and an incident or an emergency is raised from there. It replaces the paper trip sheet and the call to the office at the same time.
Used by: Logistics, Travels & Charters, School Transport, Courier & Delivery
No expired licence on the road
Expiry sits on the same record as the assignment, so you see it at the moment it matters.
The trip sheet disappears
What used to get written up at the end of the day is recorded while the day is happening.
Schedules that reach the driver
A route change is a notification on a phone, not a call that has to be made and then confirmed.
What it does
- One record per driver: licence, documents, contact details and history.
- Licence and document expiry surfaced before it lapses.
- Duty scheduling with leave and holidays accounted for.
- Trip assignment per driver, visible on their phone.
- Emergency alerts and incident reports raised from the roadside.
- Trip and attendance history kept per driver.
Fuel Management & Mileage Tracking
Fuel is the biggest line in nearly every fleet budget and the easiest one to lose track of, because it gets spent in small amounts at a hundred different pumps. Log each fill-up against the vehicle and those receipts turn into mileage. Mileage turns into a cost you can compare across the fleet.
The comparison is where it pays off. A truck at 3.1 km per litre against a fleet average of 3.8 is invisible in a pile of invoices and obvious in a report, and it is nearly always either a mechanical problem or a fuel one. EV charging sessions get logged the same way.
Used by: Logistics, Courier & Delivery, Transporters, Travels & Charters, Private Vehicles
Fuel loss becomes visible
A route that consistently drinks more than its neighbours shows up as a number, and a number is arguable.
Mileage you can defend
Calculated from logged fill-ups and odometer readings, not from a figure somebody remembers.
The basis of cost per km
Without fuel logged per vehicle there is no per-vehicle running cost, and no honest way to price a route.
What it does
- Fill-ups and EV charging sessions logged against the vehicle.
- Mileage calculated from real readings, not estimated.
- Fuel trends, outliers and suspected leakage per vehicle and per route.
- Fuel cost folded into the cost-per-kilometre figure.
- Mileage comparison across vehicles doing similar work.
- Exportable fuel reports for the month-end review.
Vehicle Maintenance & Service Management
Everyone knows preventive maintenance is cheaper than the alternative. The problem is that the trigger is an odometer reading nobody is watching, so it slips. EduBB tracks service due by date or by kilometres and raises it before the vehicle is overdue.
Each visit goes on the vehicle record with the work done and the cost, which builds a service history that belongs to the vehicle and not to the garage. At year end it also happens to answer the question about where the workshop budget went.
Used by: Transporters, Logistics, School Transport, Travels & Charters, Private Vehicles
Planned, not discovered
The workshop visit gets booked in advance and does not arrive as a breakdown halfway through a run.
Cost per vehicle, honestly
Workshop bills go on the vehicle that earned them, so an expensive truck is identifiable as one.
History that outlasts staff
What was done and when stays on the record when the person who arranged it moves on.
What it does
- Service scheduling by date or by odometer reading.
- Full workshop history per vehicle, with cost and work done.
- Breakdown and repair records kept alongside planned service.
- Maintenance spend folded into per-vehicle running cost.
- Maintenance summary reporting across the fleet.
- Service history that travels with the vehicle record.
Fleet Tyre Management
On long-haul work tyres come second only to diesel, and they are almost never recorded with the same care. You end up replacing them early because nobody logged the rotation, and carrying a running cost that is understated by an amount no one can put a figure on.
EduBB tracks the tyre lifecycle per vehicle and per position. Fitted, rotated, removed. The spend lands on the vehicle that wore it out and the cost per kilometre includes it.
Used by: Logistics, Transporters, Travels & Charters
Tyres last their distance
Rotation happens on schedule, because the schedule exists somewhere other than in a manager's head.
Cost per km that is real
Leave tyres out and you understate running cost on exactly the vehicles doing the most work.
What it does
- Fitment, rotation and removal recorded per vehicle and per position.
- Tyre history retained on the vehicle record.
- Tyre spend included in per-vehicle running cost.
- Rotation due shown on screen and not remembered.
- Cost visibility across the fleet, not one invoice at a time.
Vehicle Compliance, FASTag & Challan Management
Nobody decides to let a permit lapse. It lapses because the renewal date was in a folder, or a challan sits unpaid because nobody thought to look up that registration number this quarter. Both are visibility problems, and both cost you the same way in the end: the vehicle stops earning.
EduBB holds every document against its vehicle with an expiry date, and puts FASTag activity and traffic challans on the same record. What runs out this month becomes a screen somebody looks at on a Monday.
Used by: Transporters, Logistics, Travels & Charters, School Transport, Private Vehicles
Nothing lapses quietly
Renewals get scheduled off a list. They do not get triggered by a checkpoint or a fine.
Fines found early
A pending challan turns up on the vehicle record, not in the middle of a renewal four months later.
One place at audit time
Papers, dates and a history of who changed what, with no folder to assemble first.
What it does
- Document vault per vehicle: insurance, fitness, permit, pollution certificate.
- Expiry dates shown ahead of the date, per vehicle and across the fleet.
- Traffic challans tracked per vehicle, with documents attached.
- FASTag balance, toll transactions and vehicle-wise activity.
- Driver licence and document expiry alongside vehicle papers.
- Audit trail: every change recorded against a user.
Passenger and Student Attendance Tracking
On a school route the register is the whole job. A child marked on at the stop and marked off at the school is the record that answers the one question anybody will ever ask in a hurry, and it has to already exist when they ask it.
Boarding and drop-off get marked in the driver app as they happen, against that day's trip and that stop. The parent's notification goes out at the same moment. For staff transport and charters the same mechanism records who travelled.
Used by: School Transport, Travels & Charters
The answer already exists
Where a child got off is on the trip record before anyone has thought to ask about it.
Parents told, not phoned
The notification goes at the moment of boarding. That is the call that never has to happen.
No paper register
Marking happens at the stop, so there is nothing to transcribe back at the depot.
What it does
- Boarding and drop-off marked at the stop, from the driver app.
- Attendance saved against the day's trip, not a separate register.
- Automatic board and drop-off notifications to parents.
- Absentees visible to the office without a call to the driver.
- Passenger history per trip for staff transport and charters.
Fleet Notifications and Alerts
Most of what a transport office does on the phone is relay three facts. It is coming. It is late. It is going a different way. Send those automatically to the people waiting and the phone queue empties, which is a bigger change to the working day than it sounds.
Notifications are set per recipient, so a parent who only wants board and drop alerts is not sent everything. Drivers get schedule and route changes on the phone and nobody has to call back to confirm they got them.
Used by: School Transport, Courier & Delivery, Travels & Charters, GPS Devices, Private Vehicles
The phone stops ringing
People who have been told do not call to ask.
Changes actually land
A route change reaches the driver on the run it applies to, and it is on the record that it did.
Bad news travels fast
An emergency raised from the roadside reaches the office immediately, attached to the trip it happened on.
What it does
- Board, drop-off and arrival notifications to parents and passengers.
- Delay and route-change alerts, sent as the change is made.
- Schedule and route updates pushed to the driver app.
- Emergency alerts and incident reports raised by drivers from the road.
- Notification preferences per recipient.
- Document and service expiry alerts to the office.
Fleet Reports, Cost & Profitability Analytics
Half the reason the rest of the platform exists is to make these reports possible. Fuel booked per vehicle, workshop bills against the vehicle that incurred them, tyres against the position they wore out, trips with their distance. Put together they produce a running cost per vehicle that holds up when somebody argues with it.
Set that against revenue and you get the number most fleets are missing: which vehicles and which routes make money. In practice it is the report that retires a vehicle or re-prices a contract.
Used by: Logistics, Transporters, Travels & Charters, Courier & Delivery
Decisions with a number attached
Retiring a vehicle or re-pricing a route stops being a judgement call and becomes an arithmetic one.
Month-end is reading, not rebuilding
The report assembles from records already captured, so nobody loses a week to a spreadsheet.
Exportable
Everything goes to Excel or PDF, for the people who will want it in an email by Friday.
What it does
- Vehicle-wise expense: fuel, maintenance and tyres per vehicle.
- Profitability: revenue against running cost, per vehicle and per route.
- Cost per kilometre across the fleet.
- Mileage comparison, to catch vehicles drifting off their norm.
- Fuel consumption analytics, trends and outliers.
- Utilisation reporting, and export to Excel or PDF.
Secure Web & Mobile Fleet Management
The same fleet data has three audiences with very different rights to it. The office needs the whole picture. A driver needs today's run. A parent or a customer needs one vehicle, for as long as it is moving. Access is role-based across web and mobile, so each of them gets that and no more.
Three ways in: the admin console on the web, the driver app, and the parent and passenger app. They read and write the same records, which is why marking a boarding on a phone shows up in an office report without anyone carrying it across.
Used by: School Transport, Logistics, Travels & Charters, Courier & Delivery
No double entry
What the driver records on the road is what the office reports on at month end.
Right data, right person
A parent sees one vehicle on one trip. The office sees the fleet. Neither gets the other's view.
What it does
- Admin console on the web for the full fleet picture.
- Driver app for trips, stops, schedules and incident reports.
- Parent and passenger app for live tracking and alerts.
- Role-based access, so each user sees only what is relevant to them.
- One set of records behind all three, with no re-entry between them.
AI Fleet Assistant
Most fleet questions are one-offs. Which vehicles are due for service this month. What did route 4 cost last quarter. Who has not renewed a permit. Building a report for each one is more work than the answer is worth, so they mostly go unasked and people guess instead.
The assistant answers them from live fleet data in plain language, which makes the small questions cheap enough to actually ask.
Used by: Logistics, Transporters, Travels & Charters
The small questions get asked
When an answer costs a sentence and not a report, people check things they would otherwise have assumed.
What it does
- Plain-language questions answered from your own live fleet data.
- Cost, utilisation, trip, fuel and compliance queries without building a report.
- Available to every organisation type, not just one industry.
- Answers scoped to what the signed-in user is allowed to see.
Three ways in, one set of records
What a driver records on the road is what the office reports on at month end. Nobody re-types anything in between.
The driver app
Drivers run the whole day from their phone, whether that is a school route or a two-day haul. Start the trip, work through the stops, log what happened. No trip sheet to fill in at the end of it.
- Start and close trips in a couple of taps, with the mileage recorded for you.
- Work through stops, pickups and drop-offs from one list.
- Schedule and route changes arrive on the phone, not by phone call.
- Raise an emergency alert or report an incident from the roadside.
The passenger and parent app
People waiting for a vehicle can see where it is, so they stop ringing the office to ask. Parents get told the moment their child boards and gets off.
- Live location of the assigned vehicle for as long as the trip is running.
- A notification the moment a passenger boards or gets off.
- Alerts for delays and route changes, set to what each person wants to hear about.
- Past trips, with timings and the route actually taken.
The admin console
The office side. Build trips, assign drivers and vehicles, and keep fuel, workshop and paperwork on one record per vehicle, so the month-end review is a report to read rather than a spreadsheet to rebuild.
- Every vehicle on one live map, with the history of each journey
- Trips, routes and driver assignment in one place
- Fuel, maintenance, tyre and document records per vehicle
- Cost, profitability and utilisation reports, exportable to Excel or PDF
- Scheduling, leave and holiday management
Know what every vehicle actually costs you
Every figure below comes out of work your team already does: logging a fill-up, filing a service bill, closing a trip. EduBB books it against the right vehicle.
Reports and analytics
- Vehicle-wise expense — fuel, maintenance and tyres per vehicle
- Profitability report — revenue against running cost, per vehicle
- Mileage comparison — spot the vehicles drifting off their norm
- Fuel consumption analytics — trends, leakage and outliers
- Maintenance summary — where the workshop spend goes
- Export to Excel or PDF — every report, ready to share
Compliance, always current
- Document vault — insurance, fitness, permit and pollution certificates
- Expiry alerts — see what lapses this month before it does
- Traffic challans — synced per vehicle, with documents attached
- FASTag — balance, toll transactions and vehicle-wise activity
- Tyre lifecycle — fitment, rotation and removal history
- Audit trail — every change recorded against a user
Built for your kind of fleet
Same features, arranged around what your kind of fleet actually does with them.
Frequently Asked Questions
What people ask about each part of the platform before they buy it.
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Does live tracking need a GPS device in every vehicle?
No. Position is reported by the driver app while a trip is running, so you can track a fleet with no hardware at all. If GPS units are already installed, EduBB can take position from those instead.
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Are vehicles tracked when they are not on a trip?
Tracking runs with the trip. It starts when the driver starts the journey and stops when the journey is closed. That keeps the map to vehicles that are actually working, and it means drivers are not being tracked off duty.
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How long is route history kept?
Journeys are stored on the trip record and stay available for review and reporting. Data is retained only as long as needed to provide the service, as set out in the privacy policy.
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Can the same vehicle run several routes a day?
Yes. Trips are scheduled independently of the vehicle, so one bus or van can run a morning route, a mid-day run and an afternoon route, each with its own stops, timings and assignments.
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What happens if a driver is changed at the last minute?
Driver and vehicle are assigned per trip, so a substitution changes that day and leaves the underlying route alone. The new driver sees the run on their phone and the change is recorded against the trip.
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What can a driver do from the mobile app?
Start and close trips with the mileage captured, work through stops, pickups and drop-offs from one list, pick up schedule and route changes, and raise an emergency alert or report an incident from the road.
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Does EduBB warn me before a driving licence expires?
Yes. Licence and document expiry dates sit on the driver record next to their assignments, and upcoming expiries are shown ahead of the date.
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How is mileage calculated?
From the fuel logged against a vehicle and the distance it covered over the same period, taken from trip odometer readings. Both sides are recorded, so two vehicles on similar work can be compared directly.
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Does EduBB support electric vehicles?
Yes. Charging sessions are logged against the vehicle exactly as fill-ups are, so an EV gets an energy cost and a cost per kilometre alongside the rest of the fleet.
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Can service be scheduled by kilometres rather than by date?
Yes. A service can fall due at a date, at an odometer reading, or both, and EduBB raises it when either is reached. The odometer readings come from the trips the vehicle runs, so nothing has to be entered separately.
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Are repairs and breakdowns recorded too?
Yes, alongside scheduled service and with their cost. The maintenance summary then reflects everything the vehicle actually consumed and not only the planned work.
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Can tyres be tracked by position on the vehicle?
Yes. Fitment, rotation and removal are recorded per position, so a tyre's history follows it around the vehicle and is not just a single purchase entry.
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Which vehicle documents can EduBB store?
Insurance, fitness certificates, permits and pollution certificates, each with its expiry date, plus whatever else you attach to the vehicle record. Driver licences and documents are kept the same way on the driver record.
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Does EduBB show FASTag balance and toll transactions?
Yes, tracked vehicle-wise. Toll spend ends up next to the vehicle's other running costs, which is more useful than having it in a separate portal.
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How are traffic challans handled?
They are synced per vehicle against the registration number and shown on that vehicle's record with any attached documents, so a pending fine surfaces long before it becomes a problem at renewal.
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Who marks the attendance on the bus?
The driver or the attender, from the app, as children board and get off at each stop. It saves against that day's trip and that stop.
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Do parents find out immediately?
Yes. Board and drop-off notifications go out as the marking happens, and the parent app keeps the trip history alongside live tracking of the assigned vehicle.
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Can parents choose which alerts they receive?
Yes. Notification types are set per recipient, so a parent can take board and drop-off alerts only, or add delay and route-change notices on top.
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Which reports does EduBB include?
Vehicle-wise expense, profitability per vehicle and per route, mileage comparison, fuel consumption analytics, maintenance summary and utilisation. All of them export to Excel or PDF.
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Can I compare two vehicles doing the same work?
That is what mileage comparison and vehicle-wise expense are for. Two vehicles on similar routes, with their fuel, maintenance and tyre costs side by side. It is how most under-performers get spotted.
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Are there separate apps for drivers and parents?
Yes. The EduBB Driver App is for drivers running trips, the parent and passenger app is for people following an assigned vehicle, and the admin console is on the web. All three work off the same data.
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Is fleet and passenger data secure?
Access is role-based, so admins, drivers and customers each see only what is relevant to them across web and mobile. Data is retained only as long as needed to provide the service, after which it is deleted or anonymised where reasonably possible. The privacy policy has the detail.
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What can I ask the AI fleet assistant?
Anything about your own fleet data: running cost, utilisation, trips, fuel, service due, compliance. Answers come from live records and are scoped to what the signed-in user has access to.
See it running on your own fleet
A demo is a walk through the console with your vehicles, routes and drivers in mind, not a generic tour. Twenty minutes and you will know whether it fits the way you already work.