Getting Started with MoveCore: Run a One-Service Pilot

Start with one representative service, not a fleet-wide migration. The aim is to prove that your administrators and drivers can run the complete MoveCore workflow with your own data, devices, connection, and exceptions.

MoveCore currently supports service and stop setup, passenger management, term or period passes, driver invitations, QR validation, and scan records. It requires a network connection for scanning. Live tracking, passenger sales, offline validation, notifications, public integrations, and data exports from the operations dashboard are not current features.

Define the pilot before entering data

Choose a service that is small enough to control but realistic enough to expose the important cases. Record:

• service name, route, and stops;
• passenger list and the minimum contact information you need;
• pass start and end dates;
• one administrator and at least one driver;
• the camera-enabled phone or tablet the driver will use;
• the mobile connection available on the route;
• valid, wrong-service, expired, revoked, duplicate, and unknown-pass scenarios; and
• the decision you will make after the pilot.

The free tier supports one service and up to 30 active passengers. If the representative service exceeds either limit, review MoveCore pricing before setup.

Treat the pilot data as real personal information. Decide who may access it, how passengers receive their passes, how incorrect details are corrected, and when test records will be removed.

1. Create the operator account

Go to app.movecore.co.uk and enter the operator email address.

MoveCore sends a magic sign-in link instead of creating a password. Open the link in the browser and confirm that you reach the operator dashboard. Use an organisation-controlled address so access is not tied to a person’s private mailbox.

Before continuing, add the operator details and preferred billing currency where applicable.

2. Create the representative service

In Services, create the service and add the route details and stops needed for the pilot.

Check the spelling and order against the source used by drivers and administrators. A stop label is operational data: an ambiguous duplicate or informal abbreviation can make passenger assignment and exception handling harder.

Do not create every service yet. First prove that the chosen service can be maintained, scanned, and reviewed.

3. Add or import passengers

Passengers can be added individually or imported from a CSV for the selected service.

Prepare a small clean file first:

1. Remove columns MoveCore does not need.
2. Standardise names and contact details.
3. Confirm the assigned stop.
4. Deduplicate the records.
5. Keep a copy of the input and note who approved it.

The server enforces the active-passenger limit on the free tier, including when a passenger is reactivated. If an import is rejected, correct the source data or plan limit rather than splitting one real service into misleading records.

Open several imported passengers and compare them with the approved source before moving on.

4. Issue and check passes

Each passenger record receives a digital pass with a QR code. Set the required validity window and confirm the relationship to the correct service and stop.

Check at least:

• one ordinary valid pass;
• one pass that has not started;
• one expired pass;
• one revoked or void pass; and
• one passenger moved or corrected after initial entry.

Share passes only through the operator’s approved channel. Before live use, confirm that a passenger can open the pass on the intended device and that a printed fallback remains scannable where your process permits one.

5. Invite a driver

Create the driver using the email address they will use for magic-link sign-in and assign the pilot service.

The invitation email is the handoff. Ask the driver to sign in before the pilot day and confirm that the operator dashboard no longer shows them as awaiting first sign-in. A typo or unopened invitation should be resolved before a vehicle is due to depart.

Drivers can access only their assigned services. Recheck assignments when a route or staffing plan changes.

6. Test a complete journey

Use the same device and connection intended for the route.

1. The driver signs in.
2. They start a journey for the assigned service.
3. They open the scanner and allow camera access.
4. They scan the agreed passes.
5. They record what they would do for each result.
6. They end the journey.

MoveCore uses three primary results:

Result	Current meaning	Pilot action
OK	Valid pass for the selected service	Confirm the ordinary boarding procedure
WARN	Valid pass presented on the wrong service, or another condition needing attention	Confirm who decides and how the exception is recorded
FAIL	Unknown, void, or otherwise invalid pass	Confirm the operator’s refusal or escalation procedure

A repeated scan can also be surfaced to the driver. Test it deliberately and decide how staff distinguish an accidental rescan from a genuine attempt to reuse a pass.

Disconnect the device during one test. MoveCore does not provide offline scanning, so the expected outcome is a connection problem and retry, not a valid or invalid pass decision. If continuous connectivity cannot be provided, MoveCore is not ready for that route.

7. Review the resulting records

In the operator dashboard, check that the scan activity is tied to the expected passenger, service, time, and result. Reconcile every pilot scenario against the driver’s notes.

Ask:

• Can the operator distinguish OK, WARN, FAIL, duplicate, and connection outcomes?
• Is an incorrect passenger, pass, or service record easy to identify and correct?
• Can only the intended people view the data?
• Does the record answer the operational question for which it was collected?
• What separate evidence is still needed for the service contract or legal duty?

A scan log is not proof of payment, live vehicle location, a complete passenger count, or a compliance certificate. Use it for the validation event it records.

8. Decide whether to expand

Write down the result before adding more services:

• passed scenarios;
• failed scenarios;
• untested scenarios;
• staff and passenger support issues;
• device and connection failures;
• data corrections;
• unresolved must-have gaps; and
• the owner and deadline for any accepted corrective action.

Expand only when the core workflow is repeatable without hidden supplier intervention. If a roadmap capability is a must-have, stop the rollout until it is demonstrably available or choose another product.

Getting help

Use the MoveCore contact form or email hello@movecore.co.uk with the service, screen, time, expected result, and actual result. Do not send unnecessary passenger information in the initial support message.

For a wider supplier decision, use the transport management software buyer’s guide. For current limits and paid access, see pricing.