Overview

Coach Manager is a start to finish solution for the management of private charter and contract work specially designed for coach, bus, limousine and community transport operators. The system is in daily use with over 1,000 operators and handles 1.85 million charters per annum.

The software offers secure handling of bookings, easy and efficient allocation of vehicles and drivers, client confirmations, driver work tickets, invoicing and a built-in accounts receivable with extensive financial reporting facilities.

Our award winning set of cloud based portals, known collectively as the Coach Manager Online Portal, opens up remote access to Coach Manager for an operator's clients, drivers and operations staff.

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.

The portal runs in a web browser on a smartphone, tablet, laptop or desktop computer, making it easy for clients to access it from almost anywhere.

The portal includes both “Quick Quote” and more detailed quotation request forms which operators can easily add to their existing website. Incoming quotation requests go straight into Coach Manager ready for pricing, or if preferred, can be priced automatically. An attractive professional email, complete with vehicle images, is then automatically sent back to the client.  On receipt the client can click a link to be taken back into the portal where the full details of the quotation can be viewed and both the price and operator’s terms can be accepted.

First time visitors can request and accept a quotation without having to first go through the process of setting up an account and logging in. Established clients can manage their own account details, view an online statement and make payments for both individual and multiple invoices for both private hires and regular contracts.

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 charter quotations.

In conjunction with our Google Maps Platform integration the price calculator makes it easy for sales staff to consistently and accurately calculate prices for the charter of vehicles under a wide range of varying circumstances, at different times of the year and for destinations both near and far.

Quotations can be emailed or posted to a client and on acceptance can be converted into a firm booking in a matter of seconds.

The emailing of quotations and the receipt of acceptances is also fully integrated with our Client Online Portal.

Charter Bookings

The private charter side of Coach Manager can handle anything from a straightforward requirement for a single vehicle through to a complex multi movement booking with multiple vehicles and drivers.

Charter bookings bookings can have unlimited movements, vehicles, drivers, facilities, included/excluded items, extra invoice details, pick-ups, set-downs, tasks and costs. There are also extensive areas for route details, further requirements and notes.

There are also comprehensive user definable facilities for booking types and other codes.

When entering bookings, our Google Maps Platform integration lets users lookup business and other addresses virtually instantaneously using Google Places. Route calculations and the return of travel times, distances and latitudes/longitudes are just as fast.

Contract Bookings

The contract side of Coach Manager offers a similar degree of flexibility to the charter side, but adds a facility that allows the dates on which a contract operates to be entered on a year view calendar.

The system can cope with any pattern or frequency and dates can be added or removed simply by clicking on the calendar. A wizard can be used to quickly schedule a contract for any number of future months or years. The times on which a contract operates can be easily edited for any given individual day.

Contract bookings can have unlimited movements, vehicles, drivers, facilities, pick-ups, set-downs and costs. There are also extensive areas for route details and notes. There are comprehensive user definable facilities for booking types and codes.

When entering bookings, our Google Maps Platform integration can lookup business and other addresses virtually instantaneously using Google Places. Route calculations and the return of travel times, distances and latitudes/longitudes are just as fast.

Confirmations

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

A built-in word processor allows an unlimited number of letter templates, each designed to cover a different circumstance, to be created and stored away for future use.

Confirmations are automatically selected for dispatch by email, fax or post according to the preference of each individual client.

Invoices

Invoices for both charter and contract bookings are generated automatically from the details of each booking and are produced immediately, daily, weekly, monthly or on demand according to the setting for each client.

Invoice details can be previewed on screen and, if necessary, the booking details can be amended prior to printing. The system offers a choice of single or multiple bookings per invoice according to the preference of each individual client.

Invoices can be sent to the client either by email or post depending on client preference. All invoices are automatically stored in a document database for future referral.

Accounts Receivable

Invoices for both charters and contract bookings are posted automatically into Coach Manager's built-in accounts receivable facility as each is produced. The system handles all forms of payments and makes it very easy to allocate payments to invoices.

There are extensive reporting facilities including a sales daybook, client statements and an aged debt analysis.

An optional link to QuickBooks is available if required.

Allocations

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

A drag and drop system allows quick and simple allocation of vehicles and drivers to ensure optimum use of resources. Using the allocation wizard allows you to allocate vehicles and drivers to regular contract bookings at the click of a button. The highly intuitive warning system will flag up potential issues with the chosen vehicle or driver including driver's hours and license checks, availability, size and configuration of allocated vehicle.

Scheduling

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

As each booking is selected for allocation, the required time slot is highlighted on the graphical display facilitating the choice of an available vehicle or driver. Bookings are then allocated simply by clicking on the chosen vehicle or driver. Bookings can be moved from one vehicle or driver to another using drag and drop.

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. To simplify selection it can filter down to showing just available vehicles and drivers.

The portal runs in a web browser on a smartphone, tablet, laptop or desktop computer, making it easy for staff to work from home or anywhere else outside the office.

Vehicle allocations are checked to ensure they match the requested vehicle type and are not in the workshop. Driver allocations are checked for driving hours and license compliance. Work tickets can be pushed to the Driver Portal. Beyond this core functionality, the portal replicates virtually all the features and tools that are in Coach Manager’s back office allocations grid.

Work Tickets

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

Drivers can view the bookings they have been allocated to in our Driver Online Portal. Once the work ticket for a booking has been released to a driver, its full details can be viewed via the portal.

Work tickets can also be emailed to a driver, sent to a driver's smart phone, or printed onto plain or pre-printed stationery for subsequent collection from the office.

Online Driver Portal

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

The portal runs in a web browser on a smartphone, tablet, laptop or desktop computer, making it easy for drivers for check their allocated bookings from home, out on the road or even just in the yard. 

Drivers can print their work tickets directly from the website, or download them to a desktop, laptop or mobile device. If preferred, operators can still send work tickets directly to a driver’s smartphone, or print them for subsequent collection from the office.

In the Coach Manager allocations diary, the traffic office is able to see when a driver has looked at a booking and has printed or downloaded the work ticket. Optionally, drivers can be allowed to say whether or not they are able to take on a booking they have been allocated to.

Walk-around Check Mobile App

Our award winning Driver Walk-around Check Mobile App is fully integrated with Coach Manager and complies with all statutory walk-around check and defect reporting requirements.

The app makes it easy to ensure drivers comply with their statutory duty to carry out a daily walk-around check and report any defects found. It guides the driver through the complete process for performing the walk-around check. Against each item to be checked the driver can touch a green button to say it is OK, or a red one to report a defect.

When a defect is found the driver can choose from a list of predefined common defects, or enter a free type description. Up to four supporting photographs can also be included.

The completed walk-around check results include the date and time it was carried out, the time taken to complete it, the vehicle distance reading and the GPS location at which it was done.

The app is available for both iOS and Android devices.

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.

The module replaces the need for time consuming manual pay calculation, automating the production of all the data necessary for output to an external payroll system.

Coach Manager Online Website

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

Operators can create and maintain their own website without the need for any special skills and without having to know anything about how websites work. As content is entered, the system automatically builds a professional website that is highly optimised for all the leading search engines.

The resulting website makes an ideal platform for hosting both the "Quick Quote" and more detailed quotation request forms provided with our Client Online Portal.

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.

It allows operators to easily subcontract bookings to other operators, browse and take on bookings offered by other operators and instantly transfer booking details in both directions.

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.

Both the original client confirmation and the pre-departure email include a link to a mobile friendly website which shows the current position of the vehicle in relation to the pick-up point and destination.

The website is both mobile device and desktop friendly, so clients can check the location of their vehicle while they are waiting for it to arrive.

In order to use the service operators need to have implemented the appropriate integration for one of our many supported GPS tracking vendors.

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.

The vehicle location can be displayed from within Allocations by right clicking the vehicle in the drag & drop grid and from within Scheduling by right clicking on the vehicle allocation bar.

In order to enable this functionality all that is required is to add valid login credentials for the GPS vendor into the Coach Manager setup area and to add a GPS unit ID against each vehicle.

Google Maps Integration

Our Google Maps Platform integration allows operators to lookup business and other addresses virtually instantaneously using Google Places. Route calculations and the return of travel times, distances and latitudes/longitudes are just as fast.

All the facilities of the familiar free version of Google Maps are integrated into Coach Manager including map, terrain, satellite and street views, dragable routes and real-time traffic information.

Clicking a location pushpin displays an information window with a street view thumbnail.  Clicking the thumbnail switches into full street view mode. This gives sales staff a detailed understanding of local features and surroundings at pick-up points and destinations.

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.

Learn More


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.

Learn More



Charter Bookings

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

Learn More



Contract Bookings

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

Learn More



Confirmations

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

Learn More


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.

Learn More




Accounts Receivable

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

Learn More


Allocations

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

Learn More



Scheduling

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

Learn More



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.

Learn More



Work Tickets

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

Learn More


Online Driver Portal

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

Learn More




Walk-around Check Mobile App

Our award winning Driver Walk-around Check Mobile App is fully integrated with Coach Manager and complies with all statutory walk-around check and defect reporting requirements.

Learn More


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.

Learn More



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.

Learn More



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.

Learn More



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.

Learn More


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.

Learn More




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.

Learn More


1,080

companies worldwide

5,135

users worldwide

10,200,000

journeys per annum

A Perfect Fit for Every Operator

Coach Manager has been designed to meet the requirements of the biggest and most demanding operators in the country. It is the result of many tens of thousands of hours of development. As a consequence it includes more features and offers greater flexibility, reliability and performance than anything else on the market.

As we recognise many operators don't require such a comprehensive solution, we offer a simplified Express version of Coach Manager. In addition, to keep within the budgets of many smaller operators, we also offer it in a choice of booking capacities.

We believe this approach offers the best possible solution for every operator. This is especially the case for smaller operators who can take advantage of our keen entry level pricing, yet still be assured they will never outgrow the capabilities of the system.

Express vs. Full

Our Express versions are intended for operators handling relatively straightforward types of work.

Coach Manager Express is often suitable for an operator carrying out a typical mix of local and national charters, plus some school contracts.

It covers the same ground as the full version, but some features have been simplified or taken out to make it easier to use and much easier to learn.

Coach Manager Express can be upgraded to the full version at any time.

 

Limited Capacity vs. Unlimited

Our limited capacity versions are there to reduce the cost of ownership for operators with smaller fleet sizes.

By choosing a capacity level that is just sufficient for their current requirements, operators can avoid having to pay for more capacity than they actually need.

Operators can upgrade to the next capacity level as and when their business grows, until ultimately reaching the unlimited capacity level.

Both Express and full versions are available with limited or unlimited capacities.

Microsoft SQL Server Platform

Coach Manager has been developed using Microsoft Visual Studio and the Microsoft SQL Server database engine. SQL Server is part of the Microsoft .NET Platform and is a client/server database. It is the perfect platform for powering both back office and Internet based applications.

Being Microsoft SQL Server based ensures Coach Manager simply doesn't ever go wrong. Day after day, year after year, it just works. It also ensures it doesn't ever run slowly, even for the biggest of operators. Such reliability and performance is only achievable with a Microsoft SQL Server based system.

Best of all, Microsoft SQL Server is entirely free of charge for all but the very largest of operators.

Outright Purchase or Pay Monthly Subscription

Coach Manager is available via outright purchase, or via a pay monthly subscription service.

Outright purchase consists of a initial upfront payment, plus a recurring annual software maintenance charge. The maintenance charge is 20% of the software purchase price per annum.

As an alternative to outright purchase, Coach Manager is available via annual subscription with an initial minimum term of two years. Monthly payments are calculated at 2% of software purchase price, plus an additional 1.6667% for software maintenance, making a total of 3.6667%.

Software maintenance covers upgrades to the software and unlimited telephone or email support. It also includes the use of a number of web based services provided by Distinctive Systems, such as our Google Maps integration and our Walk-around Check Mobile app.

The outright purchase price of Coach Manager starts at $3,750, and subscription pricing starts at $137.50 per month.

 

Industry Leading Training and Support

Every member of our training and support team has had several years of real world experience using our software gained while working for one or more of our clients. These include some of the best known and most respected names in the coach industry. As a result every member of the team can explain how to get the best use out of Coach Manager in any given scenario and will make sure it fits seamlessly into your company.

We provide: -

• Comprehensive initial training* at your own offices tailored to the type of work you do and to the needs of your staff

• Unlimited telephone and email support covering every aspect of your ongoing use of our systems

* Charged separately

A Fully Integrated Solution Covering Everything You Do

Coach Manager can not only be used as a standalone system, but can also be combined with our Vehicle Maintenance System or our Tour Booking System, to create the most comprehensive fully integrated enterprise solution on the market.

As vehicles are allocated to bookings, Coach Manager automatically checks with VMS to ensure there are no conflicting workshop commitments or outstanding defects.

As tours or sightseeing trips are created in TBS, they are automatically added to Coach Manager and appear in your diary alongside your charters and contracts.

What Our Clients Say

The Coach Manager software by Distinctive Systems is essential to run Dorgan’s Group Vehicles. We also use VMS to manage our own current fleet of 30 vehicles as well as 164 other vehicles which we look after for our Maintenance Management customers. Distinctive Systems software is probably the best available to the coach industry worldwide.

Stephen Millar
Managing Director, Dorgan’s Group (Dublin & Newry)

Coach Manager has totally changed the way our operation runs and has made it much easier for us to manage our resources more efficiently and effectively by combining rostering, quoting, fleet & staff management and invoicing all into the one system.

Matt Baird
Organ’s Coaches

When DATTCO set out to replace our legacy system we knew we needed two things; a software solution that offered us the versatility to do things the way our business dictates and a partner that understood our needs. We found both in Distinctive Systems.

Dennis Lyons
Vice President, DATTCO, Inc.