Planning & Information


Across Sustrans we utilise a number of tools and systems which we can use to support our roles but also help collate and monitor information which we can use to better inform partners, funders and other teams across the organisation.

In this Planning and Information section we will introduce the main tools used by the Team for helping plan and record your school engagements using Trello and Bike It Data, and share details with colleagues and volunteers using TeamUP.


Trello is a collaboration tool that can help to organise your projects/work into boards. Individuals or working groups can share boards, identifying current work status, action points, or ideas.

“Imagine a white board, filled with lists of sticky notes, with each note as a task for you and your team. Now imagine that each of those sticky notes has photos, attachments from other data sources, documents, and a place to comment and collaborate with your teammates. Now imagine that you can take that whiteboard anywhere you go on your smartphone, and can access it from any computer through the web.”


We use TeamUP calendars to inform and share events with our volunteers. Each project area has their own calendar within our TeamUP account, so local volunteers can filter activities to their locality.

Volunteer project officers use this calendar with prospective volunteers to show the types and number of activities being conducted in each area, so keeping this updated and accurate is key.

This is often the first point of call for Volunteers to find out activity information, so providing as much information as possible is really helpful. Here are some points to consider:

  • Do you require your volunteer to bring lunch
  • Where will you meet your volunteer e.g School reception, bike sheds etc etc
  • What is the start and end time
  • What qualifications do your volunteers need. Eg.Velotech, CRL, CTA

These are also useful to think about when you are in contact with the school booking the sessions in, so you can get answers to any questions that volunteers might need to know.

Contact your volunteer co-ordinator if you have any problems or questions, other I Bike officers or IBMT can also assist

Bike IT Data:

Bike it Data is an online monitoring platform that we use to record all of our engagements and activity. This data is then used by Sustrans Research and monitoring Unit (RMU) to compile reports for internal strategic planning, and forms the basis of our End of Year report shared with funders and partners to demonstrate the impact of the programme.


Officer Top Tips:


  1. Save Trello as a bookmark or favourite on your web browser
  2. Favourite boards can be starred for easy quick access
  3. Invite colleagues or partners to share your boards or cards for better collaboration
  4. Use the colour coding and notification options to help work flow

Team UP:

  1. You can add activities as a recurrence or copy and paste as oppose to starting a new appointment
  2. Use the filter on the calendar to view your area only
  3. Use the templates that have already been set up for certain events to save time. Usually stored in January.
  4. Ask volunteers to add their name on the event card so you know who is turning up
  5. Share your appointments to your Outlook Calendar to save duplicating work (unfortunately it doesn’t work the opposite way round)

BikeIT Data:

  1. Put time aside each week to complete this
  2. Keep a paper diary so you can record class sizes and bike counts quickly or put it on your notes on your mobile phone.
  3. Use the information and reports off Bike it Data to complete your End of Term report.
  4. When registering a new school you will need to make sure you have various details such as address, phone number, contacts and school roll. You will also need a school URN/SEED number.
  5. For a limited time you can edit surveys if you have made an error



Helpful Links

Link to BID website
Link to the Team UP calendar
You will need to set up your own profile/account within Trello. Please use your Sustrans email address.