Community Transport Software That Keeps It Simple
Community transport connects people to the services and activities that matter — the weekly shopping bus, social outings, door-to-door rides for older residents. Waybill makes it manageable: volunteer and paid drivers, recurring runs, passenger-first scheduling, and the reporting your funders expect.
Managing Volunteer and Paid Drivers
Community transport often relies on a mix of volunteer and paid drivers — each with different availability, vehicles, and capabilities. Waybill handles both in one system.
- Driver profiles — Each driver has a complete profile with licence details, availability, vehicle preferences, and any restrictions.
- Own vehicle or fleet vehicle — Some drivers use their personal car; others drive an organisation vehicle. Waybill tracks both and assigns the right vehicle for each job.
- Availability scheduling — Volunteers might only be available on certain days. Set recurring schedules so the system only considers drivers when they're actually available.
- Driver status tracking — See at a glance who's available, who's on a trip, and who's off duty. No more calling around to find out who can take a last-minute job.
- Maximum hours — Set daily and weekly hour limits for each driver. Waybill prevents over-scheduling and helps you manage fatigue obligations.
Recurring Service Patterns
Community transport services follow predictable patterns — the Wednesday shopping trip, the Friday social outing, the Monday medical run. Waybill's recurring job system was built for exactly this.
- Set it up once — Create a recurring job template with the route, passengers, time, and driver. Waybill generates individual jobs automatically on the scheduled days.
- Weekly, biweekly, or custom — Match any service pattern. A weekly shopping bus, a fortnightly social club trip, or a monthly excursion — all supported.
- Passenger lists per trip — Attach regular passengers to a recurring template. Each generated job includes the standard passenger list, which coordinators can adjust for the specific week.
- Easy cancellations — Public holiday? Bad weather? Cancel a single occurrence without disrupting the entire recurring schedule.
Know Every Rider's Needs and Preferences
Community transport serves people, not packages. Waybill puts passenger information front and centre so every rider gets the service they need.
- Detailed passenger profiles — Record each passenger's contact details, emergency contacts, mobility requirements, and any special needs or preferences.
- Accessibility tracking — Know which passengers need wheelchair-accessible vehicles, walking aids, or extra assistance boarding. This information is visible to drivers and dispatchers on every job.
- Trip history — View a complete history of every trip for any passenger. Useful for reporting, funding applications, and understanding service demand.
- Notes for drivers — Add notes that drivers see before pickup — "Uses walking frame, allow extra time" or "Ring doorbell, hard of hearing" — ensuring a smooth experience.
- Emergency information — Emergency contact details and medical notes are stored on each passenger profile and visible during active trips.
Simple Scheduling for Coordinators
Community transport coordinators are busy people — often juggling scheduling with a dozen other responsibilities. Waybill is designed to be straightforward, not overwhelming.
Drag-and-Drop Simplicity
Create jobs with a few clicks. Select the passenger, set the time and destination, and let the system suggest the best available driver. No spreadsheets, no whiteboards, no sticky notes.
Schedule Calendar View
See the week at a glance — which drivers are working when, which services are running, and where the gaps are. Plan ahead instead of reacting to each day as it comes.
Smart Driver Suggestions
When you create a job, Waybill ranks available drivers by proximity, availability, and vehicle suitability. Pick from the best options instead of guessing who might be free.
Conflict Prevention
Waybill checks for scheduling conflicts automatically. If you try to assign a driver who already has a job at the same time, you'll be warned before creating the conflict.
Bulk Operations
Have 20 jobs for tomorrow's medical run? Use Fleet Optimise to assign all of them to available drivers in one click. The system distributes jobs evenly and efficiently.
Clear Job Status
Every job moves through clear stages — Pending, Assigned, In Transit, Completed. Coordinators can see at a glance what needs attention and what's running smoothly.
Live Tracking
Share live tracking links with passengers and families. They see the vehicle location and ETA on a map — no login or app required.
In-App Messaging
Dispatchers and drivers communicate via instant job-linked messages instead of phone calls. Full message history and audit trail for every conversation.
Cost-Effective Fleet Management
Community and not-for-profit organisations need to make every dollar count. Waybill's pricing is designed to be accessible, with plans that scale as your service grows.
- Start small — Start with as few jobs as you need — Waybill's pay-per-completed-job pricing means you only pay for what you use, with no minimum monthly spend.
- Grow when ready — As your service grows, volume discounts kick in automatically. No plan changes needed.
- No fixed monthly fees — Unlike fixed-price platforms, you pay only for completed trips. Zero completed jobs means zero cost.
- Rate cards for funding — Set up rate cards that match your funding body's pricing schedules. Accurate fee calculation helps demonstrate value to funders and simplifies grant reporting.
- CHSP DEX & funder reporting — Export trip data in CHSP DEX format for the Data Exchange, plus Home Care Package and generic formats — so acquittals to your funders come from your real trip records, not a hand-built spreadsheet.
- Vehicle utilisation insights — Understand how your fleet is being used. Identify underutilised vehicles and overworked drivers so you can make informed decisions about fleet size.
Built for Community Values
Community transport is about connection, dignity, and independence. Waybill respects that by putting passengers first in every feature.
Know every rider's name, their needs, their preferences, and their history. Give drivers the information they need to provide a personal, caring service. Track outcomes that matter to your community and your funders.
From Spreadsheets to System
Many community transport services start with spreadsheets, whiteboards, and phone calls. That works when you have 5 passengers and 2 drivers — but it doesn't scale.
Waybill replaces the manual processes with a system that's just as easy to use but far more reliable. No more double-bookings, forgotten pickups, or lost passenger records. Everything is in one place.
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Strengthen Your Community Transport Service
Every feature, no limits. Pay only for completed jobs — from $0.45. Try it for 14 days, no credit card required.