Q&As

Q1: What is MoveSmarter and how can it help local authorities manage school transport?

MoveSmarter is a comprehensive, cloud-based transport management system designed specifically for local authorities. It efficiently handles home-to-school and Special Educational Needs and Disabilities (SEND) transport operations. From entitlement application processing and route planning to allocation and operator management, MoveSmarter helps councils reduce costs, improve service quality, and enhance communication with parents and providers through seamless API integration.

Q2: How does MoveSmarter improve route planning and operational efficiency?

MoveSmarter offers map-based visualisation of learner locations, vehicle capacities, and service loading to assist transport teams in designing efficient routes. This optimises journey lengths and driver hours, helping to lower fuel consumption and costs. Soon, built-in CO₂ emissions tracking will enable authorities to meet environmental targets and reduce their carbon footprint.

Q3: Can MoveSmarter handle Special Educational Needs and Disabilities (SEND) transport requirements?

Yes. MoveSmarter is built to manage complex SEND transport needs by recording learner-specific requirements and matching these with appropriate vehicle specifications and equipment. This ensures compliance with statutory guidelines while supporting safe and comfortable travel for all learners.

Q4: Does MoveSmarter provide real-time tracking?

Yes. Transport teams can monitor route progress and learner boarding status in real time. The system records card taps when learners board and alight, including approximate locations. This information feeds through the local authority’s portal, giving parents timely updates and enhancing safeguarding. Note that tracking performance depends on mobile network coverage.

Q5: How does MoveSmarter support procurement and contract management?

Currently, MoveSmarter maintains summaries of contract details to ensure only active services are used in planning. Looking ahead, procurement workflows will be introduced, enabling operators to bid for contracts and allowing councils to monitor contract compliance within a fully integrated system.

Q6: Is MoveSmarter cloud-based and scalable for different authority sizes?

Yes. MoveSmarter is a secure, cloud-hosted platform built to scale from small to large local authorities. It supports multi-user access with role-based permissions, enabling efficient collaboration across teams.

Q7: How does MoveSmarter improve parent and school engagement?

Via an API integrated into local authority parent portals, MoveSmarter allows parents to apply for school transport and view details of the allocated journey. This transparency builds trust and reduces enquiries to transport teams. Future enhancements will also support paid transport options where applicable.

Q8: What data and reporting capabilities does MoveSmarter offer?

MoveSmarter provides detailed dashboards and reports on route capacity versus actual loading, journey patterns, and safeguarding. Reports are downloadable as CSV or PDF to support data-driven decisions and continuous service improvement, including emissions reporting aligned with carbon-neutral targets.

Q9: How does MoveSmarter ensure data security and compliance?

Security is a core priority. MoveSmarter uses encrypted data storage, secure authentication, and role-based access controls. The platform is fully GDPR compliant and aligns with local authority data protection standards, safeguarding sensitive learner and operational data.

Q10: What is ‘home-to-school transport’ and how does MoveSmarter support it?

‘Home-to-school transport’ refers to the services provided, usually by local authorities, to ensure eligible children and young people can get safely to and from their school or educational setting. This includes both mainstream and SEND learners and may involve taxis, minibuses, buses, or other transport modes. MoveSmarter is purpose-built to manage the full process: accepting and processing applications, checking eligibility, allocating learners to services, managing operator details, and tracking daily usage. It also integrates with parent portals and supports real-time service monitoring, giving full oversight of the transport lifecycle.

Glossary of Key Terms

SEND Transport

Transport services tailored for learners with Special Educational Needs and Disabilities, requiring specialised vehicles, equipment, and handling.

Route Optimisation

The process of designing the most efficient transport routes to reduce journey times, fuel consumption, and operational costs.

Procurement Management

Managing contracts and relationships with transport operators to ensure services are delivered on time, to specification, and within budget.

Real-Time Tracking

Technology that allows monitoring of vehicle location and learner boarding status as it happens, improving safety and communication.

Learner Entitlements

Criteria and processes that define which learners are eligible for free or paid school transport services.

Vehicle Specification

Details about vehicle features and equipment needed to safely transport learners, especially those with SEND requirements.

Dashboards and Reporting

Visual tools and downloadable reports that help transport teams track service status, performance, and compliance.

Cloud-Based Platform

Software delivered via the internet, offering scalable, secure access without local infrastructure overhead.

GDPR Compliance

Adherence to data protection laws ensuring personal information is handled securely and with respect for privacy.

API Integration

Connecting MoveSmarter with other digital systems, like parent portals, to enable seamless data sharing and user experience.

CO₂ Emissions Reporting

Tracking the carbon footprint of school transport services to help councils meet environmental and sustainability targets.