User guide

How to use MileMuster

Everything you need to get every route covered, in plain English. Stuck? Use the chat bubble in the corner or email hello@milemuster.co.uk.

Quick start (10 minutes)

  1. Start your free trial on the Pricing page, then create your login.
  2. Add your routes (menu → Routes): name, postcode area (e.g. LS6), start time and the days each route runs.
  3. Invite your drivers (menu → Drivers): type a name, press Create invite link, then Send on WhatsApp. Each driver gets their own personal link.
  4. Drivers fill in their availability on their phone: days, areas, maximum routes per week, and licence and insurance dates. It takes them about a minute.
  5. Open Coverage, pick tomorrow, and press ⚡ Offer all gaps, or offer routes one by one. Drivers accept on their phone and the board turns green.

The coverage board

This is your home screen. It shows one day at a time (tomorrow by default). Use ← → or the date box to change the day.

  • ✓ Name Covered: the driver accepted.
  • Offered to Name Waiting: the driver hasn't answered yet.
  • Uncovered Needs a driver. Up to 3 best-fit drivers are listed under it with a reason (e.g. Preferred area · 2/5 this week). Press Offer.

If a driver declines, the route goes straight back to Uncovered with fresh suggestions. Cancel removes an offer or booking.

⚡ Offer all gaps sends every uncovered route to its best-fit driver in one go. Each driver gets at most one route per day.

Routes

  • Full details: depot, start and usual finish time, van needed (and whether you provide it), typical stops and miles, pay and requirements. The more you add, the easier it is for drivers to choose. Use Edit to change a route at any time.
  • Postcode area: use the district (e.g. BD3) or the area letters (e.g. BD). Matching uses it to find drivers who want to work there.
  • Runs on: tick the days. The route only appears on the board on those days.
  • Pay rates (optional, Growth plan): the day rate and per-drop rate used for timesheets.
  • Notes for drivers: van type, depot bay, anything useful. Drivers see this with the offer.

Open routes board

Every route that still needs a driver appears on your drivers' Open routes board for the next two weeks, with all the details you entered: depot, times, van, typical stops and miles, pay (if you choose to show it) and requirements. Routes in a driver's own areas are shown first and marked ★.

  1. A driver taps I want this route.
  2. You see the request on Coverage, with the first person who asked at the top. Press Approve or Decline. When you approve, the route is booked and any other requests for it are closed.
  3. Prefer first come, first served? Turn on Auto-approve in Settings. Requests are then booked instantly, as long as the driver is free that day and under their weekly maximum.

Drivers with an expired licence or insurance can see open routes but can't request them until they update their dates.

Drivers and invite links

  • Each driver has a personal secret link. It works like a key, so there's no password. Send it privately, never in a group chat.
  • For security, the link is only shown once. If a driver loses it, press New link. The old link stops working immediately.
  • Remove a driver when they stop working with you. Their link stops working and their future offers are cancelled.
  • Warnings show when a driver hasn't set availability yet, or their licence or insurance has expired or expires within 30 days. Drivers with expired documents are never suggested.
  • Your plan limits active drivers (Starter 10, Growth 50). Removed drivers don't count.

How matching works

For each uncovered route MileMuster looks for drivers who:

  1. said they can work that day,
  2. want to work in that area (exact district first, then same postcode area; drivers who chose "any area" come next),
  3. aren't already booked that day and haven't hit their weekly maximum,
  4. don't have an expired licence or insurance.

It then spreads work fairly: drivers with fewer routes that week come first. You're always in control. MileMuster only suggests, and nothing is booked until you offer and the driver accepts.

Timesheets and pay Growth plan

  1. Set rates: the day rate and per-drop rate on each route, and pay per extra drop / rescue under Timesheets → Pay settings.
  2. Drivers log their day after each accepted route, from their link: stops, extra drops, hours and mileage.
  3. You review under Timesheets. Correct any numbers, then Approve, or Query it to send it back to the driver.
  4. Add deductions (van hire, fuel, damage…) for the week.
  5. Export: ⬇ Export CSV gives every day, every deduction and each driver's gross and net pay, ready for Xero, QuickBooks or your spreadsheet.

Pay = day rate + (stops × per-drop rate) + (extra drops × extra-drop rate) − deductions. MileMuster isn't a PAYE payroll system. You stay responsible for checking figures and for invoices, self-billing agreements and tax.

Refer and earn

In the app, open Refer & earn to get your personal link. Operators who sign up with it get a 30-day free trial instead of 14 days. When they make their first payment, you get one month free on your next bill, up to 6 free months a year. The free month is worth one month of your plan or theirs, whichever is lower.

Billing and plans

  • Starter £19/month: up to 10 drivers. Growth £149/month: up to 50 drivers, plus auto-fill and timesheets and pay. Yearly plans get 2 months free. Prices exclude VAT.
  • Menu → Billing opens the secure Stripe portal: change plan, update your card, download invoices or cancel. Cancelling keeps access until the end of the period you've paid for.

Using it on your phone

MileMuster runs in your web browser, so there's nothing to download. To get an app icon:

  • iPhone: open it in Safari, tap Share, then Add to Home Screen.
  • Android: open it in Chrome, tap ⋮, then Install app or Add to Home screen.

Guide for drivers

Your operator uses MileMuster to share out routes fairly. It's free for you and there's no app to download.

  1. Open the link your operator sent you. It's personal to you, so don't share it.
  2. Set your availability: tick the days you can work, type the postcode areas you want (e.g. LS6, LS11, or leave blank for any area), your maximum routes per week, and your licence and insurance expiry dates. Press Save.
  3. Pick open routes: under Open routes you'll see every route that still needs a driver, with the depot, times, van and pay. Tap I want this route, and it shows as booked once your operator confirms.
  4. Accept or decline offers: routes your operator offers you appear under My routes. Tap Accept or Can't do it.
  5. Log your day (if your operator uses timesheets): after the route, enter your stops, extra drops, hours and miles, then press Send.
  6. Add it to your home screen so it opens like an app (see above).

Changed your plans? Update your days any time. Lost the link? Ask your operator for a new one.

Troubleshooting

A route shows no suggested drivers

No active driver matches that day and area, or they're all booked or at their weekly maximum. Check the Drivers page for "Hasn't set availability yet", ask drivers to add more days or areas, or invite more drivers.

A driver says their link doesn't work

It may have been replaced or the driver removed. On the Drivers page press New link and send it again.

A driver was never suggested

Check their licence and insurance dates (expired means they're skipped) and that their days and areas include the route.

I can't add more drivers

You've reached your plan's limit. Remove drivers who have left, or upgrade under Billing.

The app says it's read-only

Your subscription isn't active (e.g. a failed payment or it was cancelled). Go to Billing to fix it. Your data is kept.

I forgot my password

Email hello@milemuster.co.uk from your account email address and we'll reset it.