This interactive guide works best with JavaScript turned on. Here is the text version (6 flows, 21 steps).
1. Vehicles & document expiry
- Transport overview — Transport → Overview: route utilisation, fleet status, running cost and a Documents & service list of anything expiring soon.
- Vehicles — Vehicles lists each bus, coaster or van with seats, status, driver and a Documents badge — All valid, Expiring or Expired.
- Vehicle record — Open a vehicle for the driver and conductor, insurance, fitness and route-permit expiry dates, GPS device and scanned documents.
2. Routes & stops
- Routes — Transport → Routes: each route has a code, colour, vehicle, departure times and seats used.
- A route in detail — Open a route to see its stops in order with pick-up and drop times, the riders at each stop and the vehicle's capacity.
- Stops — Stops lists every stop with its route, order, times, monthly fee and landmark — the fee is billed on the fee invoice.
3. Assign students to a route
- Open Assignments — Transport → Assignments. Use One student or Whole class (to assign many students at once).
- Find the student — Type the student's name or admission number and pick them from the list.
- Route, stop and fee — Choose the route and stop — the monthly fee fills in from the stop (you can change it) — and the start date. Seat capacity is checked for you.
- Assign — Click Assign to route. The fee is added to the next invoices and the parents are notified.
- Assigned — The student now appears in the assignments list and on the route sheet.
4. Route sheet
- Print the route sheet — From a route click Route sheet: every stop with its riders, class and parent phone — print one for each driver and conductor.
5. Fuel & maintenance
- Add a fuel entry — Transport → Fuel log → Add: vehicle, date, litres, cost, odometer and station. The rate is worked out for you.
- Save — Click Save.
- Maintenance log — Maintenance records services, repairs and tyres with the vendor, cost, odometer and the next due date — which shows up in the overview reminders.
- Running costs — Running costs compares vehicles for the month: fill-ups, litres, fuel and maintenance cost, distance, km per litre and cost per km.
6. Send a delay alert to parents
- Open Delay alert — Click Delay alert (Transport overview or menu).
- Pick the route — Choose the route — or all routes. You see how many families will be reached.
- Write or pick a message — Tap a ready-made message (late due to weather, breakdown, road closed…) or write your own.
- Send — Click Send alert and confirm. Parents get an app notification (plus SMS/WhatsApp if enabled) and the alert shows on their School bus page.
- Alert sent — The alert is listed under Sent alerts with the number of parents reached.