TUTELGO PLATFORM — FEATURE REFERENCE
Everything Tutelgo does today, for everyone who uses it
A single, current reference of every real, working capability in the platform — organised by who actually uses it: school administrators, drivers, and parents/guardians — plus what runs underneath for everyone.
70+
Admin screens
21
Parent/driver pages
9
Admin work areas
3
Audiences served
For School Administrators
The admin control centreEverything needed to set up, run, and stay accountable for a school's own transport operation — organised the same way the admin menu itself is, in nine working areas.
Setup
SchoolsManage the school(s) using the platform
CampusesMultiple physical sites per school — infants, main, sixth form — each a real pickup/drop-off location
RolesDefine staff roles and what each one can see and do
Access groupsRole-based access controls auto-configured for drivers, parents, staff on install
Portal appearanceConfigure branding shown on the driver/parent portal
People
ChildrenFull records: consent, photo consent, medical notes, wheelchair access, authorised contacts, code word
Parents/GuardiansMultiple parents per child, notification preferences, GDPR-aware records
DriversLicence, DBS, training, eligibility rules (UK Section 19/22), API keys for GPS
StaffNon-driver staff records with their own compliance tracking
Child Detail RequestsGDPR-aware workflow for a parent requesting their child's own data
Bulk housekeepingGate to archive/clean up historic child records safely
Fleet
VehiclesFull fleet register, hired-vehicle flag, DVLA/MOT lookup and caching
Service GroupsGroup vehicles for servicing schedules
Vehicle Checklist ItemsCustomise what a driver checks on a walkaround
Compliance TypesDefine the certificates/checks each vehicle or driver needs
Vehicle SubstitutionsSwap a vehicle onto a journey, with parents notified automatically
Driver SubstitutionsSwap a driver, same automatic parent notification
Vehicle servicingWorkshop tickets, PO numbers, warranty tracking
Weekly vehicle checksApproved-driver-gated, due-date indicators
Routes & Journeys
Route Planner (auto-build)Automatically builds efficient routes from postcodes/addresses
Routes (manual/review)Manually build or adjust routes and their stops, with a live map
Operating DaysRestrict a route to only genuinely run on the days it's meant to (e.g. never on a weekend)
Journey RecurrenceSet a route to recur automatically across a term
Journey PlannerWeek-view planning across all routes and vehicles
JourneysEvery scheduled/active/completed journey, with full manifest
ManifestsWho is on which journey, and their live status
Special TripsOne-off trips (fixtures, gala days) with their own passengers, driver, and vehicle — including a volunteer-driver workflow and conflict detection against normal journeys
School ClosuresCampus-aware closure handling that ripples through affected journeys
Bad Weather ModeBulk-cancel journeys with one action, parents notified automatically
GeocodingAddress-to-map-location lookup, with a live progress bar for bulk batches
Alternative transport consentRequest and record a parent's consent for a one-off alternative transport arrangement
Safety & Compliance
IncidentsFull incident reporting and tracking
Near MissesSeparate, lighter-weight reporting for near-miss events
Risk DigestAI-generated synthesis across incidents, near-misses, and compliance data, run automatically
GDPR RequestsFormal data subject request tracking, including export and erasure
Daily NotesParent-submitted one-off notes (absence, pickup/drop-off changes) with school approval workflow
Child Detail RequestsSafeguarding-aware request/response flow for sensitive child data
Safeguarding concern escalationTracked with acknowledgement timestamps and overdue flags
Driver compliance enforcementA driver with expired/missing compliance is blocked from starting journeys
Fatigue risk warningFlags a driver at risk of excessive hours
Operator licence trackingTracks the school's own operator licence status
Emergency procedureConfigurable emergency contact/procedure shown where it's needed
Store Room
Stock ItemsTrack consumables/equipment held in stock
SuppliersSupplier records for reordering
Training
Courses & LessonsFull LMS: build courses, lessons, and AI-generated quizzes
Mandatory compliance syncA course can be required, and completion tracked as part of compliance — for drivers and non-drivers alike
Help ContentIn-app help articles, editable directly
Presentation Q&AAI-powered live Q&A tool for training sessions
Reports & Oversight
ReportsOperational reporting, exportable to CSV/PDF
All ActivitiesFull audit trail / activity feed across the whole system
Notification RulesConfigure who gets notified, for what, and how
Mileage & carbon reportsEnvironmental impact reporting per route/fleet
Role AI BriefingA personalised, AI-written briefing for each role, in the style of the Risk Digest
AI Content & System
AI Content Generate/HistoryAI-written articles and content, with image generation support
Create Article from HTMLImport existing HTML content directly into the platform
Content MigrationBulk migration tooling for bringing content in
Check/Repair Database TablesSelf-healing schema check, run on demand
System Health CheckFull platform self-test, also runs on a schedule
Database MaintenanceDirect maintenance tooling for the underlying data
GPS tracking diagnosticsA dedicated page to verify GPS ingestion is genuinely working, with integrity checks
For Drivers
The daily journey, start to finishA phone-first portal built around a driver's actual working day — accepting a journey, checking a vehicle, boarding children, and completing the run — including the parts that only matter when the connection is bad.
Starting the day
Driver dashboardToday's journeys, plus any special trips, shown clearly below the normal list and marked as such
Pre-departure vehicle checkRequired walkaround check per journey before departure is allowed
Weekly vehicle checkA separate, standalone check flow, gated to approved drivers
Vehicle off-road (VOR) automationA failed mandatory check automatically takes a vehicle off the road
Route Operating DaysA driver can't accept or depart a journey on a day the route isn't scheduled to run
Post-trip check gateCan't start a new journey while a previous one's post-trip check is still outstanding
Running the journey
Stop-by-stop boardingDual-phase pickup and drop-off state machine per stop
QR code scanningFast, camera-based boarding confirmation
Code word verificationConfirms the right person is collecting a child at drop-off
Absence awarenessAbsent-button suppressed automatically once a child's already been marked, avoiding double handling
Special trip conflict warningIf a child on your manifest is also on an overlapping special trip, you're warned directly on the journey screen
Live GPS trackingLocation shared automatically via the Traccar app or hardware, visible to parents in real time
Offline action queueBoarding actions taken with no signal are queued and retried automatically once reconnected — never silently lost
Parent daily notesAbsence and one-off notes from parents shown directly on the manifest, including ones submitted outside office hours
Safety on the road
Incident & near-miss reportingReport directly from the driver portal
Medical info on journey screenRelevant medical details visible for children who need them
No-child-left-on-vehicle checkA safety gate before the journey can be marked complete
Geo-verified handoverConfirms a handover genuinely happened at the expected location
Wheelchair access matchingFlags where a child's access needs and vehicle equipment don't line up
Finishing up
Return to BaseClear end-of-route state
Post-trip checkRequired after every completed journey
Fuel & mileage loggingOptional, quick log at the end of a journey
Journey historyFull record of a driver's own past journeys
Training & account
Tutelgo LearnCourses, lessons, and quizzes assigned directly to the driver
Compliance statusClear view of what's current, due, or overdue
Add to Home ScreenInstalls like a real app on the driver's phone
Portal login/logoutStyled to match the app, not the bare Joomla default
Personal greeting & notification bellA "Welcome back" greeting and a real notification centre, not just a bare dashboard
For Parents & Guardians
Knowing where your child is, and staying in controlA dashboard built for reassurance — one card per child, live status, and the ability to tell the school directly when something's different, without needing to call anyone.
Tracking & status
Per-child dashboard cardsRoute, vehicle, driver, and live status for each linked child
Stops-to-go countdownGenuinely live, auto-refreshing every 60 seconds
Live map trackingReal-time vehicle location once a journey has departed
Journey historyA record of a child's own past journeys
Vehicle/driver change alertsNotified automatically if either changes on the day
View This JourneyDirect link into full journey detail, from either the dashboard or a notification
Notes, absence & consent
One-off daily notesReport an absence or a pickup/drop-off change directly, with school approval
Out-of-hours submissionA note submitted outside office hours is still shown to the driver immediately
Child SettingsConsent, photo consent, and notification preferences in one dedicated place per child
Alternative transport consentRespond directly to a school's request for a one-off alternative arrangement
Authorised contactsManage who else is allowed to collect a child
GDPR export/erasureRequest a child's own data, or its removal
Special trips
Special trip visibilityAny upcoming special trip a child is on, clearly marked and colour-coded apart from normal journeys
Conflict reminderWarned directly if a special trip overlaps a normal journey your child would otherwise have been on
Special trip detail pageFull trip detail — time, destination, vehicle — without seeing other children's own information
Notifications
Boarded/arrived alertsReal-time status as a child moves through their journey
Absence safety alertAn urgent, distinctly styled alert if a child is marked absent when they weren't genuinely expected to be
Per-child notification preferencesChoose what you're told, and when
Notification centreA real bell icon with an unread count, opening a full, browsable history — not just a popup you might miss
SMS fallbackText your driver directly when a data connection is poor at either end — no app needed
What runs underneath, for everyone
Not tied to one audience — infrastructure and safeguards that every part of the platform relies on.
Notifications
EmailDirect, configurable email notifications
SMSTwilio or The SMS Works, either as an outbound provider
Inbound SMSTexts from a parent are matched automatically and turned into a daily note for their linked children
Browser pushIn-app banner notifications, severity-styled (routine vs urgent)
Notification RulesAdmin-configurable rules for who's told what
Compliance integrations
DVLA/DVSA lookupsVehicle and MOT data pulled and cached automatically
Compliance types & enforcementConfigurable per fleet, enforced at the point a driver tries to work
AI capabilities
Multi-provider supportAnthropic, Google, or a self-hosted Ollama model
Risk Digest & Role BriefingsAI synthesis of real operational data, not generic text
AI-generated training quizzesBuilt directly from course content
AI content & image generationFor help articles and training material
Security, privacy & access
Leading CMS ACL throughoutReal, role-based access control, not a bolt-on
CSRF protectionAudited across every form and action
Full audit loggingEvery meaningful action recorded, viewable in Activities
GDPR-first designExport, erasure, and consent handled as first-class features, not an afterthought
WCAG 2.2 AA accessibilityApplied across every parent/child-facing screen
Platform resilience
Self-healing schema checksMissing tables/columns detected and repaired automatically where safe
Scheduled health checksRuns automatically, not just on demand
Offline-tolerant driver actionsBuilt to keep working through a bad connection, not just fail loudly
Multi-language infrastructureBuilt to support more than English throughout