School trips and tournaments quoted from the itinerary
The teacher who can only call between 11:50 and 12:30 gets an answer, not a voicemail. Every pickup, stop, return time and bag count is on the request before charter sales opens it.
A teacher, coach, tour planner or church group calls about a trip.
Takes the full itinerary, matches it to the right vehicle, prices common runs from your rates.
A complete quote request, or a priced booking, on the charter coordinator's screen.
How it works
- Answers in your name
First ring, school hours or 9 at night. Several organizers can call at once in the September and January planning rush.
- Writes down every leg
Pickup address, each stop, the destination, the time they must arrive and the time they leave. A trip to the Science Centre with a lunch stop is three legs, and it says so back to the caller.
- Sizes the vehicle
Headcount with chaperones, luggage, hockey bags or instruments, and any wheelchair positions. It suggests a 56-seat coach, a 24-seat minibus or a school bus from what your fleet carries.
- Prices what you've priced
Airport runs, hourly minimums and set prices for common day trips come from your rate sheet. Overnights, multi-day tours and long deadheads go to charter sales with every detail filled in.
- Checks the date
It sees whether a vehicle of that size is free that day before it says the date looks good, and flags a busy tournament weekend early.
- Sends it on
The organizer gets a text with the trip as written. Charter sales gets the request with the school or team name, the contact and the deadline for a decision.
Example call
- CustomerHi, I'm a grade 7 teacher at Westmount Public in Peterborough. We want to take two classes to Ottawa for the day in May.
- AI agentLovely trip. How many students and adults all together, and which day in May?
- CustomerFifty-one kids and six adults. Thursday the 22nd.
- AI agentFifty-seven people fits one of our 61-seat coaches, and it's open that Thursday. Where in Ottawa are you going, and when do you need to be back at the school?
- CustomerParliament in the morning, the War Museum after lunch. Back by 6:30 for parent pickup.
- AI agentSo leaving the school about 5:45 a.m., two stops in Ottawa, and home by 6:30. That's a long day for the driver, so Karen in charter sales will price it and email you by Friday. What's the best email?
- Customerj.okafor at kpr school board dot ca.
- AI agentThanks, Ms. Okafor. I'll text you the trip as I've written it so you can check the times against your permission forms.
After the call: Karen has the request with both Ottawa stops, the 5:45 departure, the 6:30 return and the 61-seat coach held for the 22nd. Ms. Okafor has the itinerary by text, and the call summary is in the portal.
What your team gets
- Full itineraries with every leg, stop and time, read back to the organizer
- Vehicle size matched to headcount, gear and accessibility needs
- Common runs priced from your rate sheet on the call
- Long and overnight trips sent to charter sales, ready to price
- A vehicle held for the date while the quote is out
Questions
Will it give a price on a trip you've never run?
No. It prices only the runs your rate sheet covers. Anything else goes to charter sales as a complete request, and the caller is told when to expect the quote.
Can it tell a coach from a school bus for the caller?
Yes, from your fleet details: seat belts, washrooms, luggage bays and comfort on a long highway run. The organizer picks with the facts in front of them.
What about a team with a possible extra day?
It writes both versions, the planned return and the one if they make the final, so charter sales can quote the driver's extra night up front.
Does it take French-language school calls?
Yes. It asks which language the caller prefers and carries on in French or English.
Hear it on your phone
Request a demo call and the agent phones you, set up for bus and coach charters like yours.