Coach Manager

Booking Management Software for Coach Operators

Overview

Coach Manager is a complete start-to-finish solution for managing charter and contract work, specifically designed for coach, bus, limousine and community transport operators. Trusted by operators across the industry, it is used every day to manage bookings, vehicles, drivers and the operational and financial processes that keep businesses running efficiently. The system has successfully managed millions of journeys.

More than just a booking system, Coach Manager combines booking and vehicle allocation with client confirmations, driver work tickets, invoicing and a built-in sales ledger, supported by extensive financial reporting and links to MYOB and Xero.

Its award-winning suite of cloud-based portals, known collectively as the Coach Manager Online Portal, provides secure remote access for clients, drivers and operations staff, helping operators stay connected and manage their business wherever they are.

Charter and contract booking management
Efficient vehicle and driver scheduling
Client confirmations and driver work tickets
Online clients, drivers and operations portals
Integrated invoicing and sales ledger
Comprehensive & detailed financial reporting

1,850Companies Worldwide
7,300Users Worldwide
275,000,000Journeys Handled

Key Features

Online Client Portal

Our cloud based Client Portal lets an operator’s clients request and accept quotations, list and check their bookings, view a statement of account and make secure online card payments.

Quotations & Pricing

Coach Manager combines a sophisticated but easy to use price calculator with a quotation management system designed for the rapid input, storage and retrieval of quotations.

Charter Bookings

Charters can be anything from a simple single vehicle local booking, through to a complex multi movement, multi vehicle booking spread over several days.

Contract Bookings

Contract bookings offer a similar degree of flexibility to the charters, but with the addition of a year view calendar on which multiple operational dates can be added.

Confirmations

Coach Manager can automatically generate a confirmation email or letter for every new charter booking tailored to the needs of each individual client.

Invoices

Invoices for both charter and contract bookings are generated automatically from the details of each booking and are produced in accordance with the setting for each client.

Sales Ledger

Invoices for both charter and contract bookings are posted automatically into Coach Manager's built-in sales ledger as each is produced.

Allocations

Coach Manager's highly visual allocation system makes allocating vehicles and drivers easy using its intelligent assistance system to suggest vehicles and drivers.

Scheduling

Coach Manager's powerful graphical scheduling system makes it especially easy to allocate drivers and vehicles to both charter and contract bookings.

Online Operations Portal

Our cloud based Operations Portal lets traffic office staff log in remotely to view all the bookings for a given day in a diary and then add, or change, vehicle and driver allocations.

Work Tickets

Driver work tickets are generated automatically from the booking details and can be selected for production by date or individual driver.

Online Driver Portal

Our cloud based Driver Portal lets drivers log in remotely to view a diary showing the bookings they have been allocated to. Clicking on a booking will bring up the full details of its work ticket.

Driver App - Diary

The diary functionality in our Driver App creates an indispensable tool for drivers, allowing drivers to view a list of the bookings they have been allocated to.

Driver App - Walk-around Checks

Our award-winning Driver App is fully integrated with VMS and complies with all statutory walk-around check and defect reporting requirements.

Gross Payroll

Our optional payroll module is fully integrated into Coach Manager and can automatically calculate weekly or monthly gross payroll amounts for all drivers.

Coach Manager Online Website

The Coach Manager Online Website allows operators to create their own corporate website from details entered into Coach Manager in nothing more complicated than plain English text.

Coach Manager Connect

Coach Manager Connect is a cloud based service that can connect to the Coach Manager system of all participating clients to create a powerful community-wide communication network.

Where Is My Coach?

Our "Where Is My Coach?" service allows your clients to see the location of their allocated vehicle on a Google Map on the day of their booking.

GPS Vendor Integrations

Our integrations with many of the major GPS tracking vendors allows operators to view the position of a vehicle on a map from directly within Coach Manager.

Google Maps Integration

Our Google Maps Platform integration allows operators to lookup business and other addresses, calculate routes and return travel times, distances and latitudes/longitudes in Coach Manager.

Book your demo

See how Coach Manager can work for your business. Every business has its own goals, challenges and ways of managing its operations. Get a closer look at how our solution can fit around how you work, with a personalised demo tailored to what matters most to you. Book a demo and discover what’s possible.

What our customers think

Coopers Tours transferred their coach booking system to Distinctive Systems in early 2022. I can honestly say from the initial training we did to any ongoing support we need they have been great throughout. Like any new system it felt daunting at first, but TBS is easy to navigate and has made our working lives so much easier and more efficient for ourselves and for our passengers. The staff are all very friendly and helpful and I would recommend them to anyone in the Coaching Industry.

Gaynor ConcannonTravel Consultant, Coopers Tours

The most unbelievable software. Since I started using Coach Manager, it has changed my business from being paperwork-heavy to a very easy and organised business to run. You simply book something in and the system will automatically invoice the client and track whether they’ve paid. It is a really well thought-out system which covers every angle and saves you all the work. But the best thing about Distinctive Systems is the support. When you call, you get through very quickly and speak to someone who knows exactly what they’re doing. They are extremely helpful and patient. I can honestly say it’s the best customer service experience I’ve ever had.

David GrossnassPanda Coaches

We are proud to have used Distinctive Systems' Coach Manager software for over 20 years and, more recently, its Tour Booking System. Both have become fundamental to the smooth and efficient running of our business. Throughout our long-standing relationship, the Distinctive Systems team have always been exceptionally helpful, providing excellent training and software support. Their commitment to customer service is outstanding - they have even travelled to our office in Devon to offer support in person. We would highly recommend Distinctive Systems to any coach or tour operator looking for reliable software backed by a knowledgeable, responsive and genuinely supportive team.

Beckie & LucyA.B. Coaches

Distinctive Systems, TBS, VMS & Coach Manager are a vital part of our daily business. We truly do not know how we ran our operations before we started using this system. Why We Love TBS, VMS & Coach Manager: Easy bookings (The booking process is fast and simple), Clear schedules (We see all our coach trips and jobs in one place), Saves time (Automated tools cut down on paperwork and mistakes), Great support (The team helps us fix any problems right away). Stress-Free Business Growth: More work (We handle a much higher volume of jobs easily), No added stress (The automation keeps our team calm and organised), Better daily flow (Workloads are balanced without burning out our staff), Happy clients (We deliver faster answers to our customers).

Symon DawsonDirector, R.B. Travel

We have been super impressed with the service from Distinctive systems. From our initial enquiry right through to the implementation, training and support we could not fault the high level of customer experience that we have received. Nothing has been too much trouble and the team have kept us up to date at each stage of set up, they have also supported some of our less computer savvy staff, they have supported training for our accounts team and generally been on hand at the click of a button or a call to answer any questions we have had. Anyone thinking of using Distinctive systems I can highly recommend.

Candice MasonDirector, Masons Minibus & Coach Hire Ltd

As a busy coach and bus operator, having dependable scheduling software is essential, and Distinctive Systems has consistently delivered for us. Their software plays a vital role in helping us plan our services efficiently and gives us confidence that our operations are running as smoothly as possible. Beyond the software itself, the team are always on hand to help us. We are proud to work with Distinctive Systems and look forward to continuing the relationship for many years to come.

Lorilee KirkpatrickHouston's Coaches

Pay Monthly Subscription

Coach Manager is available on a flexible monthly subscription with an initial minimum term of 12 months, including software updates and ongoing support.

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A Perfect Fit for Every Operator

Built on decades of industry experience, Coach Manager delivers the flexibility, reliability and performance operators need. Available in Full and Express versions with flexible capacity options, Coach Manager scales with your business giving you the right tools today, with the ability to grow tomorrow.

Express vs. Full

Coach Manager Express provides a streamlined version of the system, ideal for operators with straightforward charter and contract work. It offers the core functionality needed to manage local and national charters, along with school contracts, with a simpler setup and faster learning curve.

As your business grows, upgrading to the full version is quick and easy.

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Flexible Capacity Options

Choose the capacity level that matches your current requirements, then increase as your operation expands. Both Express and Full versions are available with limited or unlimited capacity.

Coming Soon

Coach Manager Cloud

Launching soon, Coach Manager will be available in the cloud, with advanced features and a new interface.

More Information