A little help.
For the road.

Your tour name also creates its web address. For example, a name such as Rolling Stones becomes rollingstones.busmum.com, if that address is available. You do not need a separate organisation name.

1. On the signup page, choose your tour name and check the suggested address is available. Enter your admin details to create the account.
2. Verify your email using the message we send you, then check the tour timezone in Tour settings.
3. In Your buses, add a bus number, optional display name and passenger capacity. Enable passengers, stock, or both.
4. Open the bus’s People & QR area and add your crew’s names. Mark the people who need to check in as passengers.
5. Enable crew access in Tour settings, then share the bus link or print its QR sign.

Your initial seven-day trial includes up to three active buses per workspace. No payment card is needed to try it.

Your tour admin adds your name and decides which features are available on your bus. You can use the bus page in your phone’s browser; installing an app is optional.

1. Scan the QR sign on your bus, or open the link your admin shared.
2. Check the tour name and bus number, then search for and choose your own name.
3. Use I’m on the bus or I’m off the bus for check-ins, or fill in a stock request if those features are enabled.
4. Wait for the saved confirmation. If something looks wrong, ask your tour admin to check your name and access.

Cannot find your name? Do not choose someone else’s. Ask the admin to add or move you to the correct bus.

Bus numbers run from 1 to 50 within a tour and must be unique. An optional display name such as Band or Production helps the team recognise the bus. Passenger capacity is separate from your paid bus allowance.

1. Select the correct tour in Your tours and open Your buses.
2. Use the add-bus control, choose Tour bus or Crew coach, and select an unused vehicle number.
3. Enter the passenger capacity and any useful display name, vehicle registration or driver name.
4. Tick passenger management, stock management, or both, then save.

If your active-bus allowance is full, the tour owner must increase it in Plan & billing or archive an unused bus before adding another active bus.

The two features work independently. Enable the features you want in the bus settings. A stock-only name can request items without being marked as a passenger. Drivers can use the driver board without navigating shopping tools.

If a person needs to check in, passenger management must be enabled and their name must be added as a passenger. Switching on stock management does not automatically add anyone to the manifest.

Each tour has its own crew, buses, web address and subscription. A payment or complimentary allowance for one tour does not cover another. Your original seven-day trial end date applies to additional tours; a new tour does not restart it.

1. Sign in and find Your tours.
2. Choose Create another tour, enter its name and available address, and set its timezone.
3. Choose Create tour & choose plan. Creating the tour itself does not make a payment.
4. Select the bus allowance and subscription for that tour when you are ready. Switch between tours using Your tours.

The demo uses sample tour information and browser-local changes. Use it to explore bus management, crew links and the passenger and stock workflows. Demo edits do not update a live tour.

Billing and creating separately billed tours are disabled in the demo. Unattended scheduled stock collections need a live workspace; the browser demo cannot keep jobs running after you leave.

Adding someone to the bus list is different from granting them an admin login. Crew do not need an email address or website account just to choose their name and use the bus page.

1. Open the correct bus and choose People & QR.
2. Enter the person’s full name. Add a role or group label if it helps distinguish similar names.
3. Tick Passenger — can check in if they need passenger access. Leave it unticked for stock-only access.
4. Optionally assign a bunk, then choose Add name.
5. Open the shared bus page to check the name is available.

Existing stock requests remain after a name is removed, so your shopping team can still account for them. Removing a bus name does not automatically remove a separate admin or staff account. Review that access separately if someone is leaving the tour.

1. Open People & QR for their current bus and find their name.
2. Use the remove control beside that person and confirm the removal.
3. If they are moving, add them to the destination bus with the appropriate passenger or stock access.
4. Share the destination bus link and check any relevant departure manifests.

A bus link looks like rollingstones.busmum.com/bus1. Replace the example tour and bus number with your own. Opening the tour address without a bus path lets people choose a bus.

1. In Tour settings, ensure crew access through bus links and QR codes is enabled.
2. Open the bus’s People & QR area and use the displayed bus link or QR sign.
3. Check the link on a phone before sending or printing it. Make sure it opens the correct tour and bus.

Share bus links with your tour team. People who have the link can see the bus names and choose a name; a link is not a personal identity check. Contact details and admin notes are not shown on the crew bus page.

QR signs include the bus details and link. Enable the tour’s crew links before downloading signs. PDFs are a snapshot: download and print new copies after relevant bus or address changes. A printed list is not a live boarding confirmation.

1. Choose the correct tour and open its print controls.
2. Use Tour list PDF for a shareable tour bus list, or All bus signs to print the tour’s bus QR signs.
3. For one bus, open People & QR and choose Bus sign PDF.
4. Open the downloaded PDF and print it at a readable size. Scan the printed QR code to check it works.

Your tour name generates its address, with spaces and unsupported characters removed. If the suggested address is already taken, choose a different tour name and check again. An available address is reserved when you successfully save the tour, not just when you type it.

Once an address is reserved, its address field is read-only. Contact support@busmum.com from the tour owner’s email if you need it renamed. Include your current tour address and the requested name. After a rename, share the new links and replace printed signs.

Without an active paid subscription, 90 days of inactivity triggers an email warning. If there is no recorded use for another 30 days after that warning is sent, the address can be released for someone else to use.

Open the tour in the admin workspace and record your return, actively use the tour, or start an active paid subscription to cancel a pending release. Merely viewing a public page or leaving background refresh running does not count.

If an address has already been released, choose an available one when you return and print new signs. Releasing an address does not delete your records or cancel billing.

Without a scheduled departure, you can still report where you are if passenger access is enabled. Your check-in is self-reported: it does not replace the driver’s physical boarding check.

1. Open your bus QR code or web link and select your own name.
2. If departures are listed, select the one you are updating and check its time and destination.
3. Tap I’m on the bus or I’m off the bus.
4. Wait for the saved confirmation. Update it again if your status changes.

Being off the bus is not the same as cancelling your travel plan. If you will not travel on a departure, change the travel plan too.

Travel plans and physical presence are separate. You can be off the bus now and still expected at the next departure. A plan for one departure does not automatically describe every future journey.

1. Open your bus link, select your name and choose the relevant departure.
2. Open Change my travel plan and select the option that matches your plan.
3. Save the travel plan and wait for confirmation. Tell the tour team directly if the change is urgent.

A stock-only name can request items but has no passenger controls. If no departure has been scheduled, there may be no departure selector or departure-specific travel plan yet. Ask your tour admin about the schedule.

1. Check the tour address and bus number. Use the correct bus link if you have moved.
2. Search for your name as the admin entered it, including the displayed role or group label.
3. Ask the admin to check that your name is on this bus, passenger management is enabled, and Passenger — can check in is selected for you.
4. Reload the bus page after the admin saves their changes.

This shared board is a simple viewing screen. “On bus · self-reported” is a crew response, not a driver confirmation. “Boarding confirmed” records a confirmation made in the authorised manifest controls. The board refreshes periodically while open; a refresh error means its information may be old.

1. Take the bus link and add /driver at the end: for example, rollingstones.busmum.com/bus1/driver.
2. Check the bus and tour name at the top.
3. Review passenger statuses and the Bus stock message.
4. Use Refresh and check the Updated time before relying on the information.

Always do a physical headcount before leaving. Use the screen only when safely stopped.

Passenger check-ins alone do not mark the bus ready. Changes to the manifest or passenger responses can invalidate an earlier readiness confirmation, so check again after a change. The separate shared /driver page shows information but does not provide the full manifest controls.

If a control is missing, your role or assigned bus access may not allow that action. Ask the tour owner to review it.

1. In the authorised workspace, open the bus’s passenger view and add a Departure.
2. Enter its date, time, timezone, origin and destination, then check the expected passenger list.
3. For that departure, use Confirm boarded only after physically checking each passenger.
4. Resolve outstanding passengers and unclear travel plans before using the final readiness controls.

Departure and cutoff times are shown using their configured timezone. Your phone’s current timezone may be different when you travel. Read the date, time and timezone together, especially for journeys after midnight.

When creating a departure or stock deadline, the admin should choose the correct local date, time and timezone. If a time looks wrong, confirm it with the tour team before acting. Changing your phone clock does not correct the tour’s saved schedule.

Stock must be enabled for the bus and the request cycle must still be open. You do not need a passenger assignment to request stock.

A request goes to your tour’s shopping team. It is not a purchase from Bus Mum or a promise that the item will be supplied. Avoid sending the same request again if it already appears on the list.

1. Open your bus link and choose your name.
2. Enter the item, quantity and unit: cans, bottles, cartons, packs, cases, boxes, bags, tubs, jars, tins, sachets, loaves, bunches, rolls, items, or weight and volume.
3. Include the size in the item name: for example, Coke Zero 24 × 330 ml, quantity 1, unit cases. For individual cans, choose cans and the number you need.
4. Quantities are whole numbers. For half a kilogram choose 500 grams; for half a litre choose 500 millilitres.
5. Open Add a brand, category or note if you need to explain a preference.
6. Submit the request and wait for the confirmation that it was added.

Bus app members with notifications enabled are sent a notice when the deadline is set, plus a reminder one hour before it closes if that reminder is still in the future. The website’s QR page does not provide browser push notifications.

The server collects the request cycle at the cutoff even if your browser is closed. An earlier manual collection supersedes that cycle. Use Cancel schedule if you need to cancel a pending schedule and reopen its current cycle.

1. Open the Stock view and its scheduling control.
2. Set Stock requests close at using the correct local date, time and timezone.
3. Select the buses to include, then save the schedule.
4. Review the Scheduled collection message to confirm the time and buses.

Notifications can be delayed or disabled on a device. Share important deadlines directly with the team too.

If the cutoff has passed or the requests have already been collected, you may no longer be able to add an item to that cycle. Tell the admin or runner what you need; do not assume it is included in the current shopping run.

If you entered the wrong item or quantity, contact your tour team with the bus, item and correction. Sending another request does not cancel the first one. Check the list and the saved confirmation before trying again after a slow connection.

Collecting requests moves them into a shopping run; they may no longer appear under Open requests. Look in Shopping runs before assuming they disappeared. Bus allocations stay attached to each destination, even when items are grouped for shopping.

1. Open Stock and check the open requests and destination bus.
2. Choose Create shopping run, or let a scheduled collection run at its cutoff.
3. Open Shopping runs and review the requests and bus allocations.
4. Update purchased and delivered quantities as you shop and hand items over.

Delivered quantity cannot exceed purchased quantity, and purchased quantity cannot exceed the request. Record the real quantities rather than marking everything delivered when it is only in the shopping basket.

The driver board distinguishes shopping in progress from delivery expected and no outstanding delivery. If its status looks wrong, check the run’s purchased and delivered quantities.

1. Open the relevant shopping run and item allocation.
2. Record the purchased quantity. If needed, mark the original item unavailable and describe the substitute.
3. Optionally record the total actual cost for that allocation in GBP.
4. After handing stock to the correct bus, update its delivered quantity and save.

A verified admin gets one seven-day trial window when their first workspace is created. The trial includes up to three active buses per workspace and the core passenger, coach boarding and stock features.

After the trial, the workspace locks unless it has valid paid or complimentary access. Records are kept, and the owner can still sign in to choose a plan. Creating another tour does not restart the trial.

The cardless trial does not create an automatic charge. If you choose to subscribe, check Stripe Checkout for the final total and first payment date; those are the payment terms you authorise.

Plans cost £3 per week, £10 per month, £100 per year for each bus allowance purchased. All core features are included, with no per-person charges. For example, two monthly buses cost £20 each month.

A crew coach uses one allowance slot at the same price as a tour bus. For example, one bus and one coach need two active slots.

Subscriptions renew until cancelled. Billing belongs to the selected tour, so check Your tours before making a payment.

1. Sign in as the tour owner and open Plan & billing.
2. Set Number of buses high enough to cover your active buses.
3. Choose weekly, monthly or annual billing.
4. Review the total, recurring terms and payment date in Stripe Checkout, then complete payment.
5. Return to Bus Mum. Access updates after payment confirmation; use Check payment status if shown.

Before reducing the allowance, archive buses you no longer need so the quantity still covers every active bus. Archived records retain their history without using an active slot. Archiving a bus by itself does not reduce or cancel the paid subscription.

If the preview has expired, request a fresh one before confirming. Do not assume a change is complete until the updated allowance appears.

1. Open Plan & billing for the correct tour.
2. In Active bus allowance, enter the new quantity.
3. Review the billing preview and only confirm if you agree with the displayed change.
4. Wait for payment confirmation and the updated allowance.

Only the tour owner has billing access. If the portal cannot open, check that this tour has started a subscription. If you still need an invoice resent, email support@busmum.com from the owner’s address with the tour name and invoice number or payment date.

1. Choose the correct tour in Your tours and open Plan & billing.
2. Choose Manage subscription & invoices to open the secure Stripe billing portal.
3. View the invoice history or update your payment method and billing details.
4. If you manage several tours, repeat from the relevant tour to see its separate billing account.

Access normally continues until the end of the paid period. Cancelling does not erase your account or tour records. Removing an app, archiving buses or stopping use does not cancel recurring billing.

If the portal is unavailable, contact support@busmum.com from the tour owner’s email with the tour address.

1. Open Plan & billing for the tour you want to cancel.
2. Choose Manage subscription & invoices.
3. Use the cancellation option in the Stripe portal and check the displayed end date.
4. Confirm that the portal shows renewal is cancelled. Repeat separately for any other tour you also want to cancel.

Checkout returning to Bus Mum is not on its own proof of payment. Access follows Stripe’s confirmed subscription state. Avoid repeatedly starting new subscriptions while a payment is processing.

If a payment is declined, check any approval request from your bank or try a valid payment method. We cannot see or override your bank’s decision.

1. Check that you are viewing the tour you paid for. Another tour’s subscription does not unlock this one.
2. Open Plan & billing and review the subscription status. Use Check payment status if it is shown.
3. Open Manage subscription & invoices to check the invoice and update an expired or declined card.
4. If Stripe shows payment completed but Bus Mum still does not update after a refresh, contact support with the tour address, invoice number and payment time.

Bus Mum is operated by OK LETS GO LTD, which you may see in Stripe’s payment information. First compare the invoice with the tour’s bus allowance, billing interval and any confirmed quantity change. Each tour has separate billing.

For a duplicate or unexpected charge, email support@busmum.com from your account email. Include the tour address, invoice number, payment date, amount and a short explanation. Do not send full card numbers, passwords or bank login details.

Cancelling renewal does not automatically issue a refund. Unused time is not normally refunded when you choose to cancel; see the terms for the full policy and applicable rights.

Crew using a bus QR code do not need to sign in on this page. Ask your admin for the bus link instead.

On your own trusted device, tick Remember me for 30 days before signing in to stay signed in for up to 30 days. It is off by default and uses a login cookie. Sign out to end it early. Leave it unticked on shared devices; a normal session expires after 24 hours and your browser may end it sooner. After verifying a new account, return to sign in and choose the option there.

If a reset link is invalid or expired, request a new one and use the latest message. If you cannot access the registered mailbox, contact support; account access will need to be verified.

1. Open the Bus Mum login page and check your email for typing mistakes.
2. Choose Forgot password? if you cannot remember the password.
3. Check your inbox and junk folder for the reset email, then use its link to choose a new password.
4. Return to the login page and sign in with the updated password.

If you still cannot find a verification email, contact support from the email you tried to register, with the approximate signup time. Never forward a password-reset link or verification token publicly.

1. Check that you used the correct email address when registering or requesting a reset.
2. Look in junk, spam and filtered folders for a message from support@busmum.com.
3. Allow a little time for delivery and check whether your work mailbox filters automated messages.
4. For a password reset, request a fresh message from Forgot password? and use the newest link.

An inactive tour address can be released if it has no paid protection. Old signs then stop working. Your admin can check the tour settings and share its current address.

1. Try typing the bus link printed under the QR code, and check your internet connection.
2. Check the tour spelling and bus number. If the address changed, use a new QR sign or link.
3. Ask the admin to confirm the bus is active, crew access is enabled in Tour settings, and the tour has valid trial or paid access.
4. For a private invitation or passenger link, ask the admin for a replacement if it has expired or been revoked.

The current web interface does not provide a dependable offline editing queue. An old screen or unsaved form is not proof that the tour team received your update.

For an urgent boarding change, contact the driver or tour team directly. Do not rely on a stale screen for a departure decision.

1. Check mobile data or Wi-Fi. If a venue network needs a sign-in page, complete that first.
2. Use Refresh where available and check the latest update time.
3. If the app says someone else changed the record, refresh and review their changes before submitting again.
4. Wait for the saved confirmation. Check whether a stock request already appeared before submitting it again.

Use Your tours to confirm you are in the right workspace. Access also depends on your role and assigned tour or bus scope. A driver or runner does not automatically get all administrator tools.

Plan & billing is for the tour owner. Ask the owner to handle payment or review your access. Being listed as a passenger or stock requester does not grant admin permissions.

If an action is disabled while a request is running, wait for it to finish. If the workspace is locked, the owner needs to resolve its trial or subscription status.

Scanning the website QR code alone does not subscribe you to phone push notifications. Browser push is not currently provided. You can still use the bus web page without installing an app.

Cutoff notices are sent when an admin sets the deadline, with a one-hour reminder only if that reminder time is still ahead. Removed bus members no longer receive that bus’s updates. Delivery can be delayed, so confirm important deadlines with your admin.

1. If you use the Bus Mum phone app, check that you have joined the correct bus for updates.
2. Check Notifications for this bus is enabled in the app.
3. In your phone’s notification settings, allow notifications for Bus Mum. Check whether Focus or Do Not Disturb is silencing them.
4. Open the app while online and check the current bus notices and deadline.

To stop recurring payments, cancel each relevant tour subscription in Plan & billing. Deleting an app or leaving a tour does not cancel payments.

For account closure or a data request, contact support@busmum.com from the registered email and identify the tour. We may need to verify the request before changing access or records.

For a correction to a passenger name, bus assignment or travel record, ask your tour admin first. They manage the operational information they add to the tour.

Choose Crew coach when adding a vehicle. Coaches and tour buses share the same allowance: one coach uses one paid vehicle slot, with the same weekly, monthly or annual price and no per-person charge.

The printed name can be Coach 2 while the memorable link stays yourtour.busmum.com/bus2. Bus numbers from 1 to 50 must be unique across buses and coaches.

Coach mode is designed around a fresh boarding list for each transfer. Stock is optional and stays separate from boarding. The browser demo currently demonstrates the tour-bus and shopping workflows; use your live trial workspace to try a coach.

1. Choose the correct tour in Your tours, then open Your buses and add a vehicle.
2. Choose Crew coach, an unused number and the appropriate capacity, then save.
3. Open Coach boarding on its vehicle card. In Coach setup, add crew names one per line and choose their department.
4. Create a journey with its origin, destination, date, time and timezone.
5. Enable crew links in Tour settings and share the existing bus-number link or QR sign.

The presets are Carps, SFX, Fireworks, Production, Security, Audio, Lighting, Backline, Wardrobe, Catering, Promotor and Video. Choose Add a department… to enter a custom department; saved departments can be reused from your roster.

Add crew one name per line for the selected department. Use full names and department labels to distinguish people with similar names.

Each new journey copies the current roster into its own list. People added after a journey was created appear on the next new journey, not automatically on that existing journey. Check the roster before creating a transfer.

A journey represents one transfer, such as Arena to Hotel at 23:30. Check its date and timezone, especially after midnight. A new journey starts with fresh expectations and no copied boarding confirmations.

Complete the journey only when everyone who is travelling has been physically confirmed aboard. Self-reported boarding alone is not enough. If a transfer will not happen, cancel that journey instead.

Completed and cancelled journeys are read-only. Select an earlier journey to review its record. Create a new journey for the next transfer rather than trying to reuse the previous headcount.

1. Open Coach boarding and check the selected coach.
2. Create a journey with its origin, destination, time and timezone.
3. Select the correct journey before recording any boarding changes.
4. Resolve everyone still waiting, physically confirm those travelling, then complete the journey.

The board separates Still waiting, Aboard, Making own way and Not travelling. It also distinguishes physical confirmations from crew self-reports. Someone making their own way stays visible on the list; they are not silently removed.

Search by name, filter by department or show only waiting crew. Only physically confirm a person when an authorised coordinator or driver has actually checked them aboard.

Several authorised staff can work on different phones. The board refreshes while visible. If someone changes the same person at the same time, a conflict prompts you to refresh and review the latest status rather than silently overwriting it.

Corrections record who changed the status and when, together with the previous and new state. Add a note when useful. A later crew self-report clears any previous physical confirmation, so check that person again before departure.

There are no dependable offline boarding writes. Wait for the saved result and check the update time. Always physically account for the travelling crew before leaving.

Open the coach QR code or yourtour.busmum.com/bus2 link, select the correct journey, then search for and choose your own name. Report that you are aboard or making your own way, and wait for confirmation.

Your response is labelled self-reported. It helps coordinators find you, but does not replace their physical boarding check. If your plans change, correct your response and tell the team directly when departure is imminent.

If your name is missing, check the coach and journey and ask the tour admin. Do not choose another person’s name. Selecting a name through a shared link is not identity verification.

Coach setup lets authorised managers grant existing coordinators boarding authority for that specific coach. General tour visibility alone does not let a coordinator confirm boarding. Drivers need matching vehicle access; runner and crew roles do not receive coach management tools.

The shared /bus2/driver page is read-only. It shows the selected journey, crew counts and statuses, and stock delivery information. Use the signed-in Coach boarding page for authorised changes.

Removing someone from the coach roster keeps their journey history. On open journeys they remain accounted for as not travelling; closed journeys are unchanged. Removed crew cannot send more self-reports. Review separate staff access if the person is also leaving an operational role.

In Shopping runs, choose Create runner link on an active list and copy it to your runner. Anyone holding that link can read and update that list, so share it only with the people doing the shopping.

The runner can mark Got it, Not available and Mark delivered. Changes save automatically and the list refreshes while open. Purchased and delivered are separate: buying an item does not confirm it has reached the bus.

Links expire after seven days. Creating another link replaces the old one. Revoke links stops access immediately; finishing or deleting the run also stops its links. Ask an admin for a new link if it is no longer available.

If another runner changed an item first, refresh and check their changes before trying again. Do not assume an update was saved while offline.

Choose Printable list / PDF on a shopping run, or Print / save PDF on its runner page. Use your browser’s print window to choose a printer or Save as PDF.

The print layout includes bus destinations, requested and purchased quantities, notes and tick boxes. Print controls and editing buttons are hidden from the paper version.

A printed list is a snapshot. Ticks made on paper do not update Bus Mum: record what was purchased or unavailable, and then delivered, on the online list when you reconnect. Previous lists can also be printed.

Creating a shopping run already moves its requests out of Open requests and starts a fresh stock cycle. New requests belong to the next collection; they are not cleared when the old run is finished.

After every item is purchased or marked unavailable, choose Finish & reset and confirm. The list moves to Previous lists with its original items, quantities and costs. Runner links stop working.

Outstanding deliveries still show on the driver board. Admins can confirm delivery from Previous lists. Finished purchase quantities remain fixed so the history stays reliable.

Delete list permanently removes that list and its old requests, quantities and costs. You must confirm before deletion. Its delivery tracking and runner links also stop; new requests on the buses are unaffected. Use Finish & reset when you want to keep the record.

Use Stripe’s return link to come back to Bus Mum if you decide not to pay. Bus Mum closes the unpaid checkout so you can select another plan. Leaving Checkout does not itself create a paid subscription.

Wait for the checkout-closing message to finish before choosing again. If you see a payment-processing message, use Check payment status rather than starting repeated purchases. A completed payment cannot be undone simply by pressing Back.

When opening Checkout, wait for the secure payment page instead of repeatedly clicking the plan button. Review the tour, allowance and recurring total before paying.

Use the email preferences link in a Bus Mum email, or open Email preferences on the website. You can unsubscribe from optional marketing emails using the signed link. To subscribe again, sign in with your verified account and save your choice.

Marketing is optional. Essential account, security and service messages continue even when marketing is off.

Eligible customers who opt in may receive one review invitation after a paid purchase. You can also use the quiet review link in the admin workspace. We welcome honest feedback, including what could be better; leaving a review is never required to use Bus Mum.

Tour administrators use the normal login to manage their own tours. Website management uses a separate owner login and is only available to explicitly authorised Bus Mum staff; buying a subscription does not grant that access.

The owner console provides website analytics, account and tour management, complimentary access, orders, invoice resending and refund controls where the staff role permits them. Confirm the correct customer and payment before using financial controls.

Owner sign-in requires its configured two-factor authentication. Use your authenticator or a saved recovery code. Keep recovery codes private and contact the website owner if you are an authorised staff member who cannot regain access.