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School Field Trip Management is Easy with the Cloud Based Travel Tracker Field Trip Software

HOW IT WORKS

Teachers or Coaches submit trip requests

Teachers or Coaches submit trip requests

A single online form takes just minutes to complete. Requests are automatically routed to the right people for approval

Administrators review and approve the details

Administrators review and approve the details

Requests are automatically routed to your inbox. Ask questions and propose changes to request, all through the cloud software system.

Manage trip logistics in real time

Manage trip logistics in real time

Schedule the bus and driver, control the invoicing process, and view reports within your Travel Tracker dashboard.

VALUE PROPOSITION

Why use TravelTracker-Trips to manage your field trip process?

Save Time and Money

Reduce the number of phone calls between teachers, administrators and transportation by providing instant visibility throughout the process. Drastically reduce the amount of time to manage field and athletic trips.

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Easy to Use

Our software is simple to use and understand, regardless of your users’ technical backgrounds. Everything is browser-based, so you can access TravelTracker-Trips from any device or location.

Amazing Support

If you ever have any issues or questions, we’re here to help! Customer support is our number one priority. Feel free to contact our support team with any questions at any time.

Better Decisions

Principals can make better decisions when approving trips using the automatic trip cost estimator, allowing them to evaluate the educational value of a trip versus the cost.

Keep Everyone in the Loop

TravelTracker-Trips ensures that everyone involved in planning and approving school trips receives the information they need when they need it. Bottlenecks, delays, and oversights that are common with paper processes are eliminated.

Gain More Control

TravelTracker-Trips gives K-12 administrators more control over school trips with comprehensive data collection and reporting.

Increase Compliance

Automatically generated board reports ensure that all trips requiring board approval go through the correct process. Notify school nurses when students with health concerns are traveling.

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Improve Safety

Access anytime, anywhere ensures that you always know who is traveling and where. Access trip contact information from your phone in the event of an emergency.

TravelTracker-Trips Levels

Giving you the flexibility to pick the features your district needs

Lite

Included Features
  • Customizable Travel Request Form
  • Up to 10 Customizable Levels of Trip Approval
  • Trip Mileage and Cost Estimator
  • Google Maps Interface for Directions and Mileage Estimates
  • Interactive Calendar including timeline calendars
  • Email Notifications to Cafeteria Managers
  • Email Notifications to School Nurses
  • Basic Driver Assignment from list of drivers – does not check availability or include driver rotations and no segmenting by driver zone. Does not include selection by driver designation
  • Enter and track driver time for driver assignments
  • Enter & track actual mileage & hours on assignments
  • Basic Funding Sources (single budget code and approval)
  • Driver notifications via email for assignments or changes
  • Assign vehicles based on availability
  • File Attachments to Trips
  • Dashboard reports
Request More Information

Pro

Included Features
  • All Lite Features Plus:
  • Advanced Driver Assignments including Driver logs (includes the ability to rotate drivers using preset rotations, checking of driver availability against other assigned trips, decline driver, driver designations)
  • Advanced Funding Sources (allotment allocations, budget code selections based on school locations)
  • Electronic Invoicing to bookkeepers and funding managers
  • Split Trips (assign different drivers and buses to outgoing and returning trip segments)
  • Recurring Trips (Create a recurring trip for multiple dates)
  • Custom Reports
Request More Information

Elite

Included Features
  • All Lite & Pro Features Plus:
  • Driver Bidding (Drivers electronically bid on trips for upcoming bid periods)
  • Driver Access including Mobile Interface (Drivers log in to see upcoming assignments and directions)
  • Synovia GPS Interface (Automatically pull trip miles from GPS)
  • Active Directory (Single Sign-On)
  • Driver Tracking (Education, Certification, Licensing Expiration tracking)
  • API to import driver route schedules
Request More Information

CASE STUDY

See how North Thurston School Districts benefited from using TravelTracker-Trips to manage their driver bidding process

North Thurston

Looking for a better way to manage your driver bidding/assignment process, Deanna Maddux, the Assistant Director of Transportation, utilized The TravelTracker-Trips application to streamline the bidding process, while staying in compliance with union rules.

  • Cloud-based technology allowed drivers to bid from any Internet-enabled device
  • Bidding process was made easy and convenient for drivers and staff
  • Ensured drivers were not double booked for trips

Read why North Thurston School District identified TravelTracker-Trips as the solution for their driver bidding process.

VIEW CASE STUDY

TESTIMONIALS

Hear what our customers have to say about how TravelTracker-Trips saves them time and money and makes their jobs easier!

Great software, has saved time and paperwork, teachers now know if trip requests were seen and approved, great group of people to work with at TravelTracker-Trips.

Ray Shuler, Transportation Director Lee County, KY Schools

I am so excited about having TravelTracker-Trips, it helps me plan/order for the date of the field trip. In the past, it was a guessing game because sometimes I didn’t know about a field trip until the day before.

Tonia Queen, Davidson County – Child Nutrition Manager

TravelTracker-Trips is a real time-saver. Information is right at your fingertips, and you never have to worry about forgetting to contact another school to find out if their bus is available.

Debbie Oliver – Stanly County Schools

SEE VIDEO TESTIMONIALS

FAQs

Have any questions?

Reach out to one of our advisors today!

1.828.322.5060
What's in it for Superintendents?

Save Time / Money

  • Visibility – saves administrator time by reducing the number of phone calls to arrange and track a trip.
  • Automatic invoicing. Invoices are consistent, accurate and easy to track.
  • Paperless. Trips can be approved quickly and efficiently.

Improved Safety

  • Visibility of all trips via the internet means that you can locate who is travelling at a moment’s notice.
  • Access over the internet allows for easy rescheduling and notifications for weather related events

Improved Compliance

  • Automatic Board Report ensures that all trips needing board approval go through the correct process and have all relevant information.
  • Enforces approval levels. All trips go through the correct approval process, including school level, funding level, board level and other designated levels.

Better Decisions

  • Provides information on Educational values of a trip and the total estimated cost – allowing for better decisions on trips.
  • Extensive reporting including dashboard and charts provides excellent information on costs
  • District wide calendar provides all trip and vehicle scheduling information to all users
  • Charts easily show comparison of school and athletic travel.
  • Trip estimator provides approvers with the ability to know the cost of a trip as they are approving. This allows them to weigh the educational value of the trip against the cost.  This also eliminates surprises when the invoice is generated
What's in it for Finance?

Save Time / Money

  • Visibility – Finance can see all invoice and cost information district-wide. This makes it easy to reconcile invoices.
  • Automatic invoicing. Transportation maintains control.  Bookkeepers can see invoices when they are released.
  • Paperless. Trips can be approved quickly and efficiently.
  • Cafeteria Notifications ensure that food is not wasted and meals can be planned effectively.

Improved Compliance

  • Automatic Board Report ensures that all trips needing board approval go through the correct process and have all relevant information.
  • Enforces approval levels. All trips go through the correct approval process, including school level, funding level, board level and other designated levels.

Better Decisions

  • Extensive reporting including dashboard and charts provides excellent information on costs.
  • District wide calendar provides all trip and vehicle scheduling information to all users.
  • Charts easily show comparison of school and athletic travel.
  • Trip estimator provides approvers with the ability to know the cost of a trip as they are approving. This allows them to weigh the educational value of the trip against the cost.  This also eliminates surprises when the invoice is generated.
  • Know who is paying for the trip. The approval process ensures that funding managers are included in the process and are aware of charges before the invoicing process.
What's in it for the Transportation Dept?

Save Time / Money

  • Visibility -Reduces the number of phone calls between teachers, administrators, approvers
  • Automatic invoicing. Transportation maintains control.  Bookkeepers can see invoices when they are released.
  • Easier bus scheduling -the system tells you which buses are available at any given time

Improved Safety

  • Visibility of all trips via the internet means that you can locate who is travelling at a moment’s notice.
  • Access over the internet allows for easy rescheduling and notifications for weather related events

Better Information

  • Transportation can see what buses will be required even before the trips are approved (versus paper where they don’t know until they got the paper)
  • Extensive reporting including dashboard and charts provides excellent information on costs
  • District wide calendar provides all trip and vehicle scheduling information to all users

Less Frustration

  • Know who is paying for a trip when it is time to invoice

Improved Communication

  • Automatic emails notify users of approvals, cancelations, and invoices throughout the process
  • Trip estimator provides approvers with the ability to know the cost of a trip as they are approving. This allows them to weigh the educational value of the trip against the cost.  This also eliminates surprises when the invoice is generated

Request a no-obligation demo to see how TravelTracker-Trips can benefit your school

Please visit our support site if you are looking to submit a support ticket

MORE RESOURCES

Learn more about how TravelTracker-Trips can help you today!

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Alleviating the Burden of Field Trip Management: Client Testimony

by | Jul 24, 2018 |

The Travel Tracker was developed to alleviate the burden of Field Trip Management for school districts. From simplified trip request submissions to the real-time accessibility for managing trip logistics, the Travel Tracker software...

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