Village Express Transportation

Managed student transport platform — registration, SMS broadcasts, and route management · Savannah, GA

Direct Client Engagement · July 29, 2026 · IT Pro Partner

1. Overview 2. About Village Express 3. The Problem 4. The Solution 5. What It Replaces 6. Scope of Work 7. Pricing 8. Timeline 9. Why IT Pro Partner 10. Next Steps

1. Overview

Village Express Transportation provides student transportation for Savannah-Chatham County families. Currently operating entirely on paper — parents download a PDF enrollment form and contract from their Wix site, fill it out, email it back, and pay a $50 registration fee. The owner manually manages approvals, route assignments, parent communication (one text at a time), and billing.

This is a direct client service engagement — we build, host, and maintain a managed digital platform. She pays a setup fee plus monthly retainer. Parents register online; she and her drivers use an admin dashboard for approvals, route status, SMS broadcasts, and ridership tracking.

Status: Owner has expressed interest in moving away from paper. Live mockups at mockup.iamgmb.com/transitpin/admin.html. Conversation scheduled. School year started — SCA July 31, SCCPSS August 3.

2. About Village Express Transportation

Business Profile

Website	villageexpresstpt.com
Email	contactvillageexpress@gmail.com
Phone	(912) 901-6411
Platform	Wix + PDF forms
Service areas	Savannah 31401-31407
Fleet	Minivans, daily sanitized
Tagline	"It takes a village after all"
Verse	Proverbs 22:6

Current Registration Process

Parent downloads PDF Enrollment Form + Contract from Wix site
Parent fills forms out manually
Parent emails completed forms to contactvillageexpress@gmail.com
Parent pays $50 registration fee
Owner reaches out to welcome them

E-signature option available on request.

Policy Terms (From Their Site)

Policy	Term
Returned payments	$30 returned payment fee, cash/cashier's check/money order only after first rejection
Cancellation	24-hour grace period. Must submit cancellation form via email. Verbal cancellation not accepted.
Payments	All payments final and non-refundable. Weekly payment due Friday prior to service week.
Late payment	$10/day late fee after Saturday. Service stopped if no payment by Monday 2pm.

3. The Problem

How she operates today

Area	Current Process	Pain Level
Registration	Parents download a PDF, fill it by hand, scan or photograph it, email it back. Forms get lost in inboxes. Owner has to re-enter data manually.	High
Waivers & contracts	Paper contracts emailed back and forth. E-signature only available on request — extra step for every family.	High
Parent communication	Owner manually texts parents one-by-one when a route is delayed, canceled, or changed. Takes 20-30 minutes per incident.	High
Rider tracking	No real-time visibility of who's on the van, who's waiting, who's absent. Clipboard sign-in at pickup.	Medium
Route management	Drivers work from printed paper lists. When a route changes, new lists need to be printed and distributed.	Medium
Billing	Weekly payments tracked manually. Late fees calculated by hand. No automated reminders.	Medium
Reporting	No ridership reports. No data to show for grants, school partners, or budgeting next year.	Medium

What she's actually losing

Time: 5-8 hours per week on paperwork that a digital system does in seconds
Professionalism: Parents expect a modern experience — PDFs and clipboards feel dated compared to every other service they use
Accountability: No audit trail of who signed what, when, or who approved which rider
Safety: No way to confirm every rider is accounted for at drop-off without a manual headcount
Growth: Adding more riders means more paperwork, not a scalable system

4. The Solution

A hosted web platform with two interfaces — one for parents, one for the owner and drivers — running on our infrastructure with zero technical burden on her.

Client Registration

What parents use

Register as driver or passenger in under 3 minutes
Digital signature pad for liability waivers & contracts
Full SCCPSS + Savannah Classical Academy school list
Route & pricing selection
SMS verification for parent phone number
Works on any phone — no app download

View mockup →

Admin Dashboard

What the owner and drivers use

Real-time registration approvals (approve / reject in one click)
Rider directory with search and status filters
Route status board (on-time / delayed / canceled) — one tap broadcasts to affected parents
SMS broadcast to all riders on a specific route or all routes
Driver assignments and vehicle tracking
Daily stats — active riders, pending approvals, messages sent
Mobile-accessible — approve riders and send broadcasts from her phone

View mockup →

5. What It Replaces

Paper Process	Digital Replacement
PDF forms emailed back and forth	Online registration form → auto-stored in database, approved in one tap
Manual parent text messages one-by-one	SMS broadcast to route or all riders — one tap
Paper contracts with no trail	E-signature with timestamp and IP audit trail
$50 registration fee tracking	Payment status tracked in the dashboard
Clipboard sign-in at pickup	Driver checks riders in on their phone — live view
Spreadsheet rider list	Live database with search, filter, and export
Handwritten route sheets	Route status board updated from the dashboard
Printing new lists when routes change	Update in dashboard, everyone sees it instantly
Manual late fee calculations	Automated payment reminders (optional Phase 2)

What she saves per week: 5-8 hours of paperwork time, 20-30 minutes per delay incident, zero trips to the printer, zero lost forms, zero double data entry. And she never has to email herself a PDF again.

6. Scope of Work

Phase 1 — Core Launch (Weeks 1-3)

Item	Description	Status
Production database	Riders, drivers, routes, messages, signatures, approvals	To build
Registration form → database	Form submissions written directly to the database with validation	To build
Admin dashboard → live data	Replace mock data with live database queries, real counts, real registrations	To build
SMS integration	Twilio-connected broadcasts — route-delay alerts, welcome messages, custom broadcasts	To build
Digital signature storage	Contracts and waivers stored with timestamps, IP metadata, parent info	To build
Custom domain or subdomain	e.g., village.iamgmb.com or villageexpresstpt.com subdomain	To confirm
SSL / hosting	Production hosting on ITPP infrastructure, automated backups	Ready
Mobile-responsive testing	Tested on iPhone, Android, tablet at 375px viewport	Ready

Phase 2 — Operations (Weeks 3-5)

Driver mobile view — check-in/check-out riders at each stop
Automated SMS triggers — new registration confirmation sent to parent, route delay alerts, payment reminders
Ridership reports — monthly counts per route, utilization percentages, exportable
Parent SMS preferences — opt-out, quiet hours
Audit log — who approved what, when, from which device

Phase 3 — Growth (Future, as needed)

Parent portal — view pickup times, receive push alerts, see payment history
Payment processing integration — weekly/monthly billing through the platform with auto-reminders for late fees
Multiple driver accounts per route with per-driver login
GPS tracking on route vehicles
Self-serve registration link they can share on Facebook, TripAdvisor, and their Wix site

7. Pricing

Item	One-Time	Monthly
Platform setup & configuration	$1,500	—
SMS messaging (Twilio pass-through)	—	~$0.008/text
Hosting, maintenance & support	—	$497
Total	$1,500	$497 + SMS costs

Year 1 estimate:

$1,500 setup + $5,964 hosting + ~$600 SMS = ~$8,064 total

~$672/mo average over 12 months

What that replaces in her time:

5-8 hrs/week of her time @ $35/hr = $9,100-$14,560/yr in equivalent labor

The system pays for itself in time savings alone. She doesn't hire anyone — she just runs her business.

What's included in hosting: Server management, security updates, automated nightly backups, SSL certificates, phone/text support, all API keys provisioned and managed. She never touches the technical side. If something breaks, she calls or texts and it gets handled.

8. Timeline

Milestone	Target
Kickoff conversation & demo walkthrough	Complete
Service agreement signed	This week
Database + backend integrations	Week 1-2
Dashboard connected to live data	Week 2-3
Owner training session (1 hour, phone or in person)	Week 3
Go-live — first families register digitally	Week 3-4
Phase 2 rollout (driver check-in, auto-SMS, reports)	Week 5-6

From signed agreement to accepting registrations: under 4 weeks. The mockups are already built — this is database and integration work, not design iteration.

9. Why IT Pro Partner

Reason	Why It Matters to Her
Local	Savannah-based. She can call, text, or meet in person. Not a faceless SaaS company with a 1-800 number.
Self-hosted	Not locked into another platform that raises prices or shuts down. We own the stack, she controls her data.
Custom-built	Built for how SHE runs her routes — her vans, her drivers, her schools, her policies. Not a generic school bus app.
One phone call	Something breaks? She calls or texts. No ticket system, no "we'll escalate," no chatbot.
Existing infrastructure	Runs on our production servers with automated backups, SSL, monitoring. Zero technical burden on her.
Continuity	She already has a Wix site and a login for parents — we integrate with what's working instead of replacing it.

The bottom line: She gets a professional, modern registration and communication system without hiring a developer, without learning complicated software, and without being locked into a generic platform that doesn't fit how she actually works. She makes a couple of decisions, we handle the rest, and school starts on schedule.

10. Next Steps

Conversation with the owner — Walk her through the demo, answer questions, clarify which Phase 2 features matter most
Send proposal & email — Along with a simple service agreement
Begin Phase 1 build — Database, backend API, live data integration
Weekly progress updates — Short text every Friday until go-live
Go live & training — One-hour session, then ongoing support

Timing note: SCA started July 31. SCCPSS started August 3. Even if she signs this week, the system won't be live for Day 1 — but it can be live for Week 2-3, and she can start funneling new inquiries through the digital form immediately. Every family that registers digitally after go-live is one less PDF in her inbox.

This proposal inspired the TransitPin product. Village Express is the launch customer for TransitPin, the student transportation tracking SaaS product built to serve private transport contractors. Same platform, productized for scale.