Bus / Coach Management coordinates charter and scheduled bookings with the resources and staffed departures needed to operate them. The Booking Coordinator records the customer, service window, quoted amount in USD and accountable owner.
Bookings in one list
The Departure Reviewer checks the submitted crew and seat capacity, then records the independent release decision.
Every feature works on the same records. Pick one to see the screen your team works in.
Give each charter or scheduled booking a clear owner, service window and next action.
Bookings
| Record number | Subject | Customer name | Starts at | Ends at | Status | |
|---|---|---|---|---|---|---|
| BKN-13599 | Cedar Glen school museum charter | Cedar Glen School | 13 Oct | 21 Oct | Requested | |
| BKN-86722 | North Harbor wedding guest shuttle | North Harbor Events | 13 Oct | 16 Oct | Held | |
| BKN-86503 | Pine Ridge conference transfer | Pine Ridge Association | 16 Oct | 24 Oct | Confirmed | |
| BKN-62721 | Willow Vale senior club outing | Willow Vale Senior Club | 26 Oct | 02 Nov | In progress | |
| BKN-94980 | Eastbrook sports team charter | Eastbrook Athletics | 27 Oct | 01 Nov | Completed |
Connect the intended coaches, drivers and partner resources to the booking they will serve.
Booking resources
| Parent | Line number | Resource | Resource name | Capacity | Reserved units | |
|---|---|---|---|---|---|---|
| Eastbrook sports team charter | 50 | Northline dispatch team | Coach 12 for museum charter | 210 | 350 | |
| Pine Ridge conference transfer | 790 | Driver Imani Clarke | Coach 18 for wedding shuttle | 340 | 260 | |
| Cedar Glen school museum charter | 740 | Coach 18, 48 seats | Minibus 4 for airport transfer | 890 | 310 | |
| Stonebridge staff commute trial | 50 | Coach 18, 48 seats | Coach 23 for senior outing | 470 | 200 | |
| Cedar Glen school museum charter | 50 | Blue Vale relief coach | Driver Imani for conference route | 720 | 320 |
Prepare the route, departure time, crew description and seat capacity for an independent decision.
Approval conditions
| Parent | Route | Departs at | Seat capacity | Crew | Organization | |
|---|---|---|---|---|---|---|
| Willow Vale senior club outing | Cedar Glen to City Museum | 14 Oct | 630 | Imani Clarke and Rafael Mendes | Stone Quay Transport | |
| Pine Ridge conference transfer | North Harbor to Willow Hall | 14 Oct | 850 | Saira Ahmed and Lucas Meyer | Stone Quay Transport | |
| North Harbor wedding guest shuttle | Pine Ridge to Convention Center | 29 Oct | 190 | Mei Lin and Kwame Asante | Pinecrest Passenger Lines | |
| Stonebridge staff commute trial | Willow Vale to Lakeside Park | 21 Oct | 650 | Isabel Novak and Omar Reyes | Blue Vale Transit | |
| North Harbor wedding guest shuttle | Eastbrook to North Stadium | 19 Oct | 430 | Hana Patel and Jonah Brooks | Harborfield Coach Services |
Record an independent release decision and inspect the outcome of the attempted action.
Approval conditions
| Parent | Route | Departs at | Seat capacity | Crew | Organization | |
|---|---|---|---|---|---|---|
| Eastbrook sports team charter | Cedar Glen to City Museum | 02 Nov | 340 | Imani Clarke and Rafael Mendes | Willow Arch Travel | |
| Mossfield airport group transfer | North Harbor to Willow Hall | 13 Oct | 270 | Saira Ahmed and Lucas Meyer | Stone Quay Transport | |
| Eastbrook sports team charter | Pine Ridge to Convention Center | 15 Oct | 650 | Mei Lin and Kwame Asante | Harborfield Coach Services | |
| North Harbor wedding guest shuttle | Willow Vale to Lakeside Park | 04 Nov | 450 | Isabel Novak and Omar Reyes | Willow Arch Travel | |
| North Harbor wedding guest shuttle | Eastbrook to North Stadium | 28 Oct | 330 | Hana Patel and Jonah Brooks | Blue Vale Transit |
Retain provider payment events and reconcile them with the customer booking.
Payment evidence
| Parent | Provider event ID | Amount USD | Occurred at | Verified | Provider reference | |
|---|---|---|---|---|---|---|
| Eastbrook sports team charter | PAY-EVT-2026-5101 | 320 | 12 Oct | PAY-2026-78101 | ||
| Harbor Point vineyard tour | PAY-EVT-2026-5102 | 750 | 23 Oct | PAY-2026-78102 | ||
| Cedar Glen school museum charter | PAY-EVT-2026-5103 | 560 | 28 Oct | PAY-2026-78103 | ||
| Mossfield airport group transfer | PAY-EVT-2026-5104 | 490 | 28 Oct | PAY-2026-78104 | ||
| Harbor Point vineyard tour | PAY-EVT-2026-5105 | 730 | 22 Oct | PAY-2026-78105 |
Keep service outcomes, review decisions and supporting files attached to the booking.
Operation receipts
| Parent | Operation key | Action | Expected revision | Result state | Occurred at | |
|---|---|---|---|---|---|---|
| Pine Ridge conference transfer | book-museum-20261012-01 | Confirm charter booking | 570 | Failed | 04 Nov | |
| Stonebridge staff commute trial | reserve-wedding-20261012-02 | Reserve coach and driver | 390 | Needs review | 18 Oct | |
| North Harbor wedding guest shuttle | release-conference-20261013-01 | Release staffed departure | 440 | Failed | 26 Oct | |
| Cedar Glen school museum charter | pay-senior-20261013-02 | Capture deposit payment | 740 | Needs review | 29 Oct | |
| Eastbrook sports team charter | close-sports-20261014-01 | Close completed trip | 840 | Failed | 24 Oct |
Booking to reviewed departure ships ready to use. One step needs a named approval before the work moves on: Approve the departure (Departure Reviewer).
Record the customer request, service window, owner and quoted USD amount.
Connect the intended coaches, drivers or partners to the booking and confirm the arrangements.
Bring the route, departure time, crew and seat capacity together for review.
Have an independent reviewer decide on the submitted plan and retain the release outcome.
Check the approved handoff and record when the actual service begins.
Review operating results, supporting files and provider evidence with the responsible team.
Open any booking to see its booking resources, the roles that work on it, its process stages and its approvals on one page.
Customer name, Starts at, Ends at and Owner.
Each line is linked to this booking.
Admin, Booking Coordinator and Dispatcher, each with their own permissions.
Register the booking and Reserve resources, with the role that acts.
Approve the departure, with who decides.
Cedar Glen School · Held
| Parent | Line number | Resource |
|---|---|---|
| Eastbrook sports team charter | 50 | Northline dispatch team |
| Pine Ridge conference transfer | 790 | Driver Imani Clarke |
| Cedar Glen school museum charter | 740 | Coach 18, 48 seats |
The Booking Coordinator owns customer information and the Dispatcher prepares the staffed departure. The Departure Reviewer makes the independent release decision.
Signed in as Departure Reviewer
| Decision | Approver | |
|---|---|---|
| Approve the departureHave an independent reviewer decide on the submitted plan and retain the release outcome. | Departure Reviewer | |
| Approve route departures | Departure Reviewer |
Everyone opens Bus / Coach Management to the work that is theirs. Pick a role to see what it starts with.
Maintains carrier organizations, authenticated team membership and shared resource setup.
Owns customer booking details, service windows and the supporting booking information handed to dispatch.
This is the first screen this role sees.
Route departures · Booking Coordinator
| Parent | Route | Departs at | Seat capacity | Crew | Organization | |
|---|---|---|---|---|---|---|
| Willow Vale senior club outing | Cedar Glen to City Museum | 14 Oct | 630 | Imani Clarke and Rafael Mendes | Stone Quay Transport | |
| Pine Ridge conference transfer | North Harbor to Willow Hall | 14 Oct | 850 | Saira Ahmed and Lucas Meyer | Stone Quay Transport | |
| North Harbor wedding guest shuttle | Pine Ridge to Convention Center | 29 Oct | 190 | Mei Lin and Kwame Asante | Pinecrest Passenger Lines | |
| Stonebridge staff commute trial | Willow Vale to Lakeside Park | 21 Oct | 650 | Isabel Novak and Omar Reyes | Blue Vale Transit | |
| North Harbor wedding guest shuttle | Eastbrook to North Stadium | 19 Oct | 430 | Hana Patel and Jonah Brooks | Harborfield Coach Services |
Prepares resource reservations and staffed departures for independent release review.
This is the first screen this role sees.
Route departures · Dispatcher
| Parent | Route | Departs at | Seat capacity | Crew | Organization | |
|---|---|---|---|---|---|---|
| Willow Vale senior club outing | Cedar Glen to City Museum | 14 Oct | 630 | Imani Clarke and Rafael Mendes | Stone Quay Transport | |
| Pine Ridge conference transfer | North Harbor to Willow Hall | 14 Oct | 850 | Saira Ahmed and Lucas Meyer | Stone Quay Transport | |
| North Harbor wedding guest shuttle | Pine Ridge to Convention Center | 29 Oct | 190 | Mei Lin and Kwame Asante | Pinecrest Passenger Lines | |
| Stonebridge staff commute trial | Willow Vale to Lakeside Park | 21 Oct | 650 | Isabel Novak and Omar Reyes | Blue Vale Transit | |
| North Harbor wedding guest shuttle | Eastbrook to North Stadium | 19 Oct | 430 | Hana Patel and Jonah Brooks | Harborfield Coach Services |
Independently decides on submitted departure readiness against the current booking and departure revisions.
This is the first screen this role sees.
Route departures · Departure Reviewer
| Parent | Route | Departs at | Seat capacity | Crew | Organization | |
|---|---|---|---|---|---|---|
| Eastbrook sports team charter | Cedar Glen to City Museum | 02 Nov | 340 | Imani Clarke and Rafael Mendes | Willow Arch Travel | |
| Mossfield airport group transfer | North Harbor to Willow Hall | 13 Oct | 270 | Saira Ahmed and Lucas Meyer | Stone Quay Transport | |
| Eastbrook sports team charter | Pine Ridge to Convention Center | 15 Oct | 650 | Mei Lin and Kwame Asante | Harborfield Coach Services | |
| North Harbor wedding guest shuttle | Willow Vale to Lakeside Park | 04 Nov | 450 | Isabel Novak and Omar Reyes | Willow Arch Travel | |
| North Harbor wedding guest shuttle | Eastbrook to North Stadium | 28 Oct | 330 | Hana Patel and Jonah Brooks | Blue Vale Transit |
Reconciles provider payment evidence with the booking and investigates unverified or conflicting events.
This is the first screen this role sees.
Bookings · Finance Reviewer
| Record number | Subject | Customer name | Starts at | Ends at | Completed at | |
|---|---|---|---|---|---|---|
| BKN-71705 | Cedar Glen school museum charter | Cedar Glen School | 16 Oct | 25 Oct | 23 Oct | |
| BKN-84583 | North Harbor wedding guest shuttle | North Harbor Events | 22 Oct | 26 Oct | 23 Oct | |
| BKN-43960 | Pine Ridge conference transfer | Pine Ridge Association | 26 Oct | 30 Oct | 23 Oct | |
| BKN-67208 | Willow Vale senior club outing | Willow Vale Senior Club | 16 Oct | 23 Oct | 23 Oct | |
| BKN-49181 | Eastbrook sports team charter | Eastbrook Athletics | 27 Oct | 02 Nov | 23 Oct |
Oversees booking outcomes and follows unresolved operating evidence with the responsible team.
This is the first screen this role sees.
Route departures · Operations Manager
| Parent | Route | Departs at | Seat capacity | Crew | Organization | |
|---|---|---|---|---|---|---|
| Eastbrook sports team charter | Cedar Glen to City Museum | 02 Nov | 340 | Imani Clarke and Rafael Mendes | Willow Arch Travel | |
| Mossfield airport group transfer | North Harbor to Willow Hall | 13 Oct | 270 | Saira Ahmed and Lucas Meyer | Stone Quay Transport | |
| Eastbrook sports team charter | Pine Ridge to Convention Center | 15 Oct | 650 | Mei Lin and Kwame Asante | Harborfield Coach Services | |
| North Harbor wedding guest shuttle | Willow Vale to Lakeside Park | 04 Nov | 450 | Isabel Novak and Omar Reyes | Willow Arch Travel | |
| North Harbor wedding guest shuttle | Eastbrook to North Stadium | 28 Oct | 330 | Hana Patel and Jonah Brooks | Blue Vale Transit |
Review booking workload, departure readiness and unresolved evidence with the responsible team.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Requested | 32 | ||
| Held | 15 | 47% | |
| Confirmed | 7 | 47% | |
| In progress | 5 | 71% |
Sample counts per stage
Group bookings by organization, owner and status, retaining their service windows for follow-up.
Sum quoted amounts in USD by booking status and service start period without treating quotes as collected revenue.
List each booking's resource lines with capacity, reserved units and setup and cleanup minutes for dispatch review.
Show submitted departures with route, departure time, crew description, seat capacity and revision for the release decision.
List independent review decisions with source revision, reviewer, decision time, reason and operation key under each booking.
Group provider events by booking and type, with USD amount, provider reference and verification state.
List failed and needs review operation receipts with action, expected revision, occurrence time and failure reason.
Compare completed, cancelled and no-show bookings by organization and owner using their retained service dates and completion details.
See how Bus / Coach Management fits your kind of team.
Coordinate customer service windows, reserved resources and reviewed charter departures.
Prepare recognizable departure plans and keep their release and operating outcomes connected.
Keep carrier ownership and partner resource arrangements clear across booking handoffs.
Each stage of booking to reviewed departure names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Use Proto to prepare operating records and bring booking evidence together for the responsible person.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 11 tablesStart with one team and one process, then add the rest once the basics are running.
Select a familiar charter or scheduled booking with a known coordinator, resource contact and departure reviewer. Agree the service window and what evidence the team expects at completion.
Set up the carrier organization, authenticated team members and resources. Confirm time zones, naming conventions and the meaning of capacity and reserved units.
Define when a request becomes Held or Confirmed. Decide who owns customer changes and how dispatch revisits resource arrangements when a booking window changes.
Prepare the departure with route, crew and seat capacity. Have an independent reviewer decide on the submitted revision, then inspect the related action result with dispatch.
Record an actual service outcome and attach its supporting files. Configure the provider event handoff, check event identities and verify the booking’s payment evidence with finance.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Bus / Coach Management for your business. Begin with a carrier organization and a familiar charter or scheduled booking. Identify the coordinator, Dispatcher and independent reviewer who will rehearse the service.
Bookings retain the customer, service subject, operating window and owner for charter or scheduled work. Prepare the related departure and resource arrangements under the same booking so the team can follow its intended service.
The Dispatcher selects resources and links them to the booking through reservation lines. Agree how resource names, capacity, reserved units and preparation allowances are interpreted, then record the confirmed arrangement.
The Departure Reviewer considers the submitted route, crew description and seat capacity with the current booking context. The reviewer records a decision and reason, while operations checks the outcome of the release action.
Update the affected booking, resource or departure information through the agreed revision practice. Present the current plan for review and retain the earlier decision context so the team can identify which arrangement was considered.
Booking confirmation records the accepted customer arrangement. The staffed departure follows its own submission and independent review, with a separate recorded release outcome for dispatch to inspect.
Record the actual booking outcome and attach the supporting explanation. The Booking Coordinator and Operations Manager agree the customer follow-up, while finance checks any related provider refund or void evidence.
Booking quotes and provider payment evidence use USD amounts. Finance checks the provider event type, reference and verification state before explaining its meaning. Agree the amount mapping during provider connection setup.
Attach the supporting files to the booking with their title, evidence type and visibility. Internal and Shared designations follow the booking's configured access rules. Rehearse the permitted audience before sharing operating material.
Rehearse a changed booking window, a resource substitution, a rejected departure and a release action needing investigation. Then record a service outcome and reconcile its provider evidence with finance. Confirm that each person can identify the current plan and their next action.
Start free, then use Proto to change fields, steps and approvals before your team goes live.