Transport routes, vehicles and boarding

The transport area keeps your routes, stops, vehicles and passengers in one place, so the office knows who rides which vehicle and families can be told when a child has boarded. Set it up once at the start of the year and update it as passengers join or leave.

Before you start

• Students and staff who will ride must already have records.
• Have your route list ready: route names, the stops on each route in order, pickup and drop times, and the fare for each stop or route.
• Have vehicle details ready: registration number, seating capacity, driver name and mobile, and any document expiry dates you want to track.
• You need permission for transport routes, vehicles and passengers. Boarding attendance is a separate permission.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Create routes and stops

1. Go to Transport > Routes and click Add New Route.
2. Enter the Route Name, Route Code and Route Fare, then save.
3. Open the route to see its Route Stations. Click Add Station and enter the Station Name, Pickup Time, Drop Time, Distance (km) and Fare.
4. Use Move Up and Move Down to put the stops in the order the vehicle visits them.

Register vehicles

1. Go to Transport > Vehicles and click Add New Vehicle.
2. Enter the registration number, Capacity, Driver Name and Driver Mobile. For a hired vehicle, add the Owner Name, Owner Mobile and Monthly Cost / Hire.
3. Add document dates such as Insurance Expiry and Fitness Expiry so the dashboard can warn you before they lapse.
4. To put the vehicle on a route, open the route from Routes and use Assign Vehicle.
5. Drivers and conductors can be kept as their own records under Transport > Drivers.

Add passengers

1. Go to Transport > Passengers.
2. Click Add Student (or Add Staff) and find the person.
3. Choose Select Route, Select Station and Select Vehicle. Add a Seat No / Label and a Fare Discount if needed, then save.

Mark boarding

1. Go to Transport > Boarding Attendance.
2. Pick the date and the Direction (pickup or drop), then open the vehicle.
3. Mark each passenger as boarded, dropped or absent, then save.
4. To tell families, use Send Boarding Alerts.

Good to know

• The routes and vehicles screens show Over Capacity when more passengers are assigned than there are seats. Move some passengers to another vehicle with Tansfer To Vehicle on the route screen.
• When a vehicle is full, add new requests to Waitlist and promote them to passengers when a seat frees up.
• Each passenger has a Transport Fee History showing what was charged and received month by month.
• Use Maintenance & Documents on a vehicle to log fuel, repairs and odometer readings.
• Text and WhatsApp alerts depend on your region and on the messaging provider your institution has connected.

Common questions

A family moved house. How do I change the stop?

Open the passenger in Passengers, update the station (and vehicle if needed), and save. Check the next transport charge for that student to confirm the new fare.

Can I see which routes are making a loss?

Yes. Transport reports include route utilisation and vehicle profitability.

For an overview, see Transport.