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The Operations Portal

The control tower
for your depot. One view.

Build rosters. Approve leave. Triage defects. Track compliance. Manage vehicles and charters. The Operations Portal is where every decision about tomorrow's depot happens — and where today's exceptions stop being surprises.

Portal Brochure (PDF)
01 · Depot Calendar

Everything happening
at the depot today.

The Depot Calendar is the single view of the day. Drivers, vehicles, leave, training, charters and defects — stacked, filterable, scrollable by hour.

  • Filter by category. Show only what you're looking for.
  • Approve smarter. See who's already off before approving a request.
  • Spot trouble early. Uncovered runs and grounded buses surface at the top.
busm8.com.au/portal/calendar

Friday, 22 May 2026 · Holbrook Depot

‹ Prev Today Next ›
All (6) ● Drivers ● Buses ● Leave ● Training ● Charters ● Defects
06070809101112 13141516171819
DRIVERS · ON
Walker B.
Walker B.
Walker B.
BUSES · 12
Bus 603
Bus 602
LEAVE
Foster K. · Annual
TRAINING
Refresher · 3
CHARTERS
CH-104 · Echuca · Bus 624
DEFECTS
Bus 605
Bus 612
UNCOVERED
S318AM · 1 run
MANAGE ROSTER · WEEK 22
ShiftMonTueWedThuFri
M1Schln Walker B. Cooper J. Walker B. Bennett M. Walker B.
S302AM Carter L. Carter L. Carter L. Carter L. Carter L.
S318AM Hayes T. No driver No driver No driver No driver
CH-104 Char · Echuca — — Training Char · Echuca
Click any cell to change the driver or the bus.
02 · Roster

Colour-coded.
Boxed when broken.

Operations doesn't read names. They read colours. Green is good. Pink is pending. Red is unavailable. A black box wraps any cell where the run isn't covered.

  • Seven states. Accepted, pending, unavailable, training, charter, off, available.
  • Black box on uncovered. If it's boxed, it doesn't have a driver yet.
  • Click to change. Reassign driver or bus from any cell.
  • Week or day view. Same data, two grains.
03 · Employees

The right driver,
on the right run.

Every driver has the runs they're qualified on, the licences they hold, and the leave they've taken. Only drivers who know the run can be rostered to it.

  • Run qualifications. Tag each driver with the runs they're cleared on.
  • Leave & training. Approve, decline, and see the calendar impact.
  • Auto-drop on expiry. Lose a Driver Authority, drop off the roster.
busm8.com.au/portal/employees
Drivers · 28 active
+ Add driver
DriverRun qualsWWCLicenceDAStatus
Singh, Anika
D-0247		M1, M2, S302, S318CurrentHRCurrentRostered
Foster, Kit
D-0188		S302, S303, S318CurrentHR8 daysOn Leave
Adams, Sam
D-0301		M1, M2, CH14 daysMRCurrentAvailable
Carter, Leo
D-0322		S302CurrentHRCurrentPending
Hayes, Tom
D-0211		S318, S303, CHCurrentHRCurrentRostered
Walsh, Owen
D-0264		M1, M2Current28 daysCurrentAvailable
busm8.com.au/portal/vehicles
Defects · Workshop triage
BusDefectSeverityStatus
605RH mirror looseMajorTriage
612Wiper streakMinorScheduled
624Coolant lowMediumNew
603Air-con weakMinorDone
Availability
  • 601
    In service14-seat · School
  • 605
    GroundedWorkshop · ETA Wed
  • 612
    In serviceDefect scheduled
  • 624
    In serviceCharter · 22 May
04 · Vehicles & Defects

Workshop triages.
The roster listens.

Driver-reported defects land in the workshop queue. Workshop sets severity, schedules rectification, and decides whether the bus stays in service — and that flows straight to vehicle availability and the depot calendar.

  • End-to-end traceable. Defect, photos, decision, fix, sign-off — one record.
  • Bus availability. Grounded buses can't be rostered. The roster knows immediately.
  • Driver app stays current. Drivers see live bus availability for their shift.
05 · Compliance

WWC, Licences,
Driver Authorities. Tracked.

BusM8 tracks every driver's compliance documents and expiry dates. As something gets close to expiry, operations sees it. When it expires, the driver is automatically removed from future rosters until renewed.

  • Working with Children Checks. Every driver, every depot.
  • Licences. HR / MR / LR with class and endorsement.
  • Driver Authorities. State-issued DA tracked with expiry.
  • Auto-drop on expiry. No way to roster a non-compliant driver.
× 2 Driver Authorities expired as at 22 May 2026
EXPIRING IN THE NEXT 30 DAYS
  • Foster, Kit
    Driver Authority · DA-58231
    8 days
  • Adams, Sam
    Working with Children · WWC-14782
    14 days
  • Walsh, Owen
    HR Licence · 8842-LIC
    28 days
  • Reid, Tim
    Driver Authority · DA-44119
    29 days
AUTO-DROP On expiry, the driver is removed from future rosters until renewed.
06 · Student Travel

From the official roll
to the driver's manifest.

BusM8 takes the School Student Transport Scheme (SSTS) roll straight from TfNSW and keeps it current as students are added, moved and removed through the year. Every student is matched to the right run and boarding stop, in both directions, and the daily manifest is built automatically — with care and safeguarding needs carried through.

  • One eligible-student roll. Sourced from TfNSW — never re-keyed by hand.
  • AM + PM. Every leg tracked per direction, so the return trip is as accurate as the morning.
  • By stop. Manifests grouped and ordered by the real stop sequence, not a headsign.
  • On a map. Stop assignments checked visually before a manifest is published.
busm8.com.au/portal/student-travel
EN
Evie Nguyen Needs review
Trinity Anglican College · Secondary · 22 Griffith Rd, Albury
Map & suggest
Runs serving Trinity College · nearest stop first
S812
Albury & North Albury to Thurgoona
board 11 m · Sackville St
99
S815
Albury & Glenroy to Thurgoona
board 100 m · Sackville St
93
S814
Glenroy & N Albury to Thurgoona
board 1.8 km · out of zone
0
+ −
11 m
Orange square = school · rings = 400 / 800 m from home · click a stop pin to set the AM boarding stop.
How it works

From an official file
to a published manifest.

STEP 1

Ingest the SSTS feed

The start-of-year Snapshot loads the full eligible roll; every import traces back to its official source file.

STEP 2

Apply the Delta

TfNSW issues periodic Added, Moved and Left files. Each change is reviewed and applied — no re-import.

STEP 3

Match to a run & stop

A run serves a student when the school's stop sits in that run's real stop sequence — boarded before it in the AM, after it in the PM.

STEP 4

Build the manifest

The by-stop manifest is derived from the matched legs and each student's care profile, in the correct stop order for the direction.

STEP 5

Check on the map, publish

Students and stops are shown on a map so the operator can confirm each assignment before publishing. A published manifest is versioned.

Capabilities

Everything the student
travel module does.

Official-source roll

Built from the TfNSW SSTS feed and kept current by delta — no manual roll-keeping, and every entry is traceable to its file.

Real stop-sequence matching

Students are matched on stop membership in a run's actual order, so a manifest reflects the route as driven, direction by direction.

Care & safeguarding

Students with additional needs carry a care profile — aide, assisted boarding, afternoon hand-over to a guardian — visible on the manifest.

Always-current manifests

Manifests are derived, not stored by hand, so they stay correct as the roll changes. Publishing versions the result for everyone downstream.

Map verification

Stops and students on a map make a wrong assignment obvious before it reaches a driver — a visual check on every run.

One shared store

The same student data feeds BusM8, the driver app and connected systems, so a manifest built once is read everywhere.

07 · Charters & Customer CRM

From the first enquiry
to the invoice paid.

BusM8 keeps every piece of coach work on one pipeline. Enquiries arrive from your website and by phone; a built-in calculator prices the job in seconds; and when the customer says yes, the charter drops straight into your roster as a coach run — no re-keying between the quote and the driver. Invoices raise with GST split and export to Xero or MYOB.

busm8.com.au/portal/charters
Enquiry
3
INBOUND Public form & phone
CH-2052 Phone
Semi-final away game
Baywater United FC
22 Jul · 44 pax · Rivergate
CH-2050 Phone
Year 10 geography excursion
Baywater High School
24 Jun · 55 pax · Baywater
Quoted
2
OUTBOUND Price sent
CH-2049 Public form
Members’ day trip — Southern Highlands
Kingsford Probus Club
02 Jul · 38 pax · Kingsford
$2,150DEPOSIT INVOICED
Approved
2
ACCEPTED Quote agreed
CH-2053 Public form
Open gardens day trip
Rivergate Garden Club
16 Jul · 40 pax · Rivergate
$1,720Deposit paid
Rostered
1
LIVE Coach & driver
CH-2045 Phone
Baywater wineries day tour
Baywater Tourism
20 Jun · 34 pax · Rivergate
$1,480Reddy D. · Bus 421
How it works

Enquiry to a coach
on the road.

ENQUIRY

The enquiry arrives

Enquiries come in from a public online form and by phone, landing at the top of the pipeline with the trip, passenger count and customer already captured.

QUOTED

A price goes out

The calculator prices the job from distance, waiting time and base hire — off a per-vehicle-class rate card the operator can override for any line.

APPROVED

The customer accepts

The job is confirmed at the agreed price, with a deposit up front on high-value work. A quote that isn't accepted moves to Lost — kept for the record.

ROSTERED

Coach & driver assigned

The approved charter becomes a coach run in the roster, assigned to a vehicle and driver alongside the day's work — no re-keying.

THEN

Invoiced & reconciled

A won charter raises a tax invoice — full, or deposit then balance — with GST split automatically, and exports to Xero or MYOB.

Capabilities

One pipeline, from
enquiry to the books.

Public enquiry intake

An online enquiry form feeds straight into the pipeline, so web enquiries and phone calls land in the same place.

Rate-card quoting

Consistent pricing from base hire, distance and waiting time — with every rate adjustable for the job in front of you.

Deposits & balances

Take a deposit on high-value or far-off work up front and raise the balance on completion — handled automatically.

Straight to the roster

Approved charters drop into the roster as coach runs, so quoting and operations share one source of truth.

GST-correct invoicing

Tax invoices split GST automatically and export to Xero or MYOB, matching the way the depot already keeps its books.

Customer record

Every job rolls up under the organisation behind it, building a spend and win-rate history over time.

The CRM

Who's worth
keeping.

Behind the pipeline is a light CRM that answers the question the operator actually cares about: what is this customer worth? Every job rolls up under its organisation, so the depot can see total spend, how often quotes turn into won work, and how promptly a customer pays — the difference between a repeat customer to look after and a serial quote-shopper to price accordingly.

Spend
Total won revenue per customer, over any window.
Win rate
Quoted vs won vs lost — how well their enquiries convert.
Payment
Average days to pay and an on-time rating per customer.
Profit
Revenue less trip costs, to show the margin behind the spend.
Customers · charter & contract
By spend
CustomerTypeWonRevenueWin ratePayment
Transport for NSW
School Contracts		Contract1$214,800—On time
Baywater Tourism
Glen Murray		Charter2$2,96066.7%On time
Kingsford Probus Club
Lorraine Hibbard		Charter1$1,980100%On time
Rivergate Garden Club
Helen Cross		Charter1$1,720100%No history
St Michael's Parish
Rachel Tan		Charter1$1,650100%Often late
Charters and standing route contracts both roll up under one organisation, so a customer's full value with the depot is visible in one place.
See the Portal on your depot

20 minutes. Your roster.
Your buses. Your decisions.

Book a demo → See pricing