Transport coordinators and authorised trip staff

Transport

Before you start: Set up routes, stops, vehicles and drivers; check capacity and current vehicle/driver documentation.

Actions depend on your school’s enabled modules, your permissions and the record’s current status.

Find your way around

Routes & stops · Fleet · Drivers · Assignments · Trips · Fees. Select these tabs inside the module; scroll the tab row sideways on a phone.

Open Routes & stops and Create route with a code, name and fee where applicable.
Add each stop with pickup and drop-off times, then arrange stops in travel order.
Open Fleet and add registration, seats and expiry information.
Open Drivers and add the driver’s contact and licence information.
Review active resources before planning trips.

What to check: The route has ordered stops and the school’s available vehicles and drivers are recorded.

Open Assignments and choose an individual learner or class assignment.
Choose the route and pickup/drop-off stops.
Review the effective dates and direction where requested, then Assign learner or Assign class.
Filter the route to verify its riders.
Use End assignment when a learner stops using the service and check the ended status.

What to check: The correct learners appear on the route’s expected-rider list.

Open Trips and Plan trip with the route, vehicle, driver and departure details.
Open the trip’s register and select Start boarding.
Mark each expected rider as boarded or no-show; resolve discrepancies before Depart.
During arrival/drop-off, mark boarded learners as dropped off.
Select Complete and confirm Complete trip only after reconciling riders.

What to check: The trip has a complete boarding and drop-off record. Follow the school’s immediate safety process for an unaccounted-for learner.

Open Fees and select the applicable route, term and charge scope.
Review the learners and amounts implied by the assignments.
Generate the charges and inspect the result.
Open the affected learner invoices in Fees & finance to verify charges and currency.

What to check: Transport charges are reflected in finance; check existing charges before rerunning generation.

1. Create routes and transport resources

Open Routes & stops and Create route with a code, name and fee where applicable.

Add each stop with pickup and drop-off times, then arrange stops in travel order.

Open Fleet and add registration, seats and expiry information.

Open Drivers and add the driver’s contact and licence information.

Review active resources before planning trips.

What to check: The route has ordered stops and the school’s available vehicles and drivers are recorded.

2. Assign learners to routes

Open Assignments and choose an individual learner or class assignment.

Choose the route and pickup/drop-off stops.

Review the effective dates and direction where requested, then Assign learner or Assign class.

Filter the route to verify its riders.

Use End assignment when a learner stops using the service and check the ended status.

What to check: The correct learners appear on the route’s expected-rider list.

3. Run a trip and reconcile riders

Open Trips and Plan trip with the route, vehicle, driver and departure details.

Open the trip’s register and select Start boarding.

Mark each expected rider as boarded or no-show; resolve discrepancies before Depart.

During arrival/drop-off, mark boarded learners as dropped off.

Select Complete and confirm Complete trip only after reconciling riders.

What to check: The trip has a complete boarding and drop-off record. Follow the school’s immediate safety process for an unaccounted-for learner.

4. Generate transport fees

Open Fees and select the applicable route, term and charge scope.

Review the learners and amounts implied by the assignments.

Generate the charges and inspect the result.

Open the affected learner invoices in Fees & finance to verify charges and currency.

What to check: Transport charges are reflected in finance; check existing charges before rerunning generation.