Transport · Routes & alerts
School transport management software: routes, seats and the alert parents wait for
Routes and stops with real seat allocation, per-route fees billed through the same invoices, driver and vehicle compliance dates tracked, and arrival notifications that reach the right parent.
No card required · Free migration · Live in a week
Works with
CBSE
ICSE
State boards
IB & Cambridge
Multi-campus groups
What ships in transport
Counted from the software, not the brochure.1
Seat per student — capacity is locked, not estimated
0
Manual fee edits when a student joins or leaves a route
5
Vehicle documents tracked to expiry: fitness, insurance, permit, PUC, licence
2
Alerts a parent cares about: bus started, bus reached the stop
Routes & seats
Seat allocation that cannot oversubscribe a bus
A route with a fifty-two seat bus and fifty-five allocated students is a problem discovered on a Monday morning by a driver. Allocation here takes a row lock on the route before it counts the seats, so two clerks allocating at the same time cannot both take the last one — which is the kind of thing that only ever goes wrong at admission season, when two people are always working at once.
- 01 Capacity enforced under a lock The seat count is checked and written in one locked transaction. Concurrent allocation cannot oversell a bus.
- 02 Stops in order, with a pick-up time Each stop has a sequence and a scheduled time, so a parent knows when to be at the gate and the driver has a route rather than a list.
- 03 One-way or both ways A student who takes the bus in the morning and is collected in the afternoon is billed for one leg, not two.
- 04 Waiting lists per route A full route holds a waiting list, so the seat that frees up in August goes to the next family instead of to whoever asked most recently.
Fees
Transport as a fee head, not a separate ledger
Most schools keep transport money in a different place from school fees, and then reconcile the two by hand. Here the route drives a transport fee head on the student’s normal invoice: join a route and it is billed, leave and it stops. The receipt, the outstanding figure and the ledger entry are the same ones the tuition fee uses.
- 01 Priced per route or per stop distance Whichever your school uses. A change in the route price flows to every student on it at the next instalment.
- 02 Joining and leaving mid-year is pro-rated A student who starts using the bus in September is billed from September, not from April, and the adjustment is on the invoice rather than in a note.
- 03 One receipt for the parent Tuition and transport on the same invoice and the same online payment. Parents do not pay twice or ask which one they have paid.
- 04 It lands in the accounts as transport income Posted to its own income head, so the transport operation’s income and its fuel and maintenance costs can actually be compared.
Fleet & compliance
The documents an RTO inspection asks for, with their expiry dates
School transport is the part of a school most exposed to regulation and to a parent’s worry. Vehicles, drivers, attendants and their documents are recorded with expiry dates, and the ones expiring are on a list rather than in a folder — because an insurance certificate that lapsed in April is only ever discovered at the worst possible moment.
- 01 Vehicles with fitness, insurance, permit and PUC dates Each with its expiry, and a list of what expires in the next thirty days.
- 02 Drivers and attendants with licence expiry Plus police verification and medical check dates where your school records them.
- 03 Maintenance and fuel log Servicing, repairs and fuel against each vehicle, so cost per route is a number rather than an impression.
- 04 Trip log per day Which vehicle ran which route, driven by whom. Useful for a cost review and necessary after an incident.
Capabilities
Everything in the transport module
Routes & stops
Ordered stops with scheduled times, distance and per-route or per-stop pricing.
Seat allocation
Capacity enforced under a row lock, with a waiting list when a route is full.
Transport fees
Billed on the student’s normal invoice, pro-rated when they join or leave mid-year.
GPS tracking
Live vehicle position where a tracker is fitted, and arrival alerts derived from it.
Parent alerts
Bus started and bus reached your stop, to the guardians of the children on that route.
Driver records
Licence, police verification and medical dates with expiry tracking.
Vehicle documents
Fitness, insurance, permit and PUC, each with an expiry and a warning list.
Maintenance & fuel
Servicing, repairs and fuel logged per vehicle for a real cost per route.
Trip log
Which vehicle, which route, which driver, which day.
Boarding record
Optional per-stop boarding marks, so a child who did not board is known.
Route economics
Income against fuel and maintenance per route, which is the report that decides a route’s future.
Per-campus fleets
Each campus runs its own routes and vehicles, with a shared vehicle visible to both.
In practice
Setting up, and running a term
STEP 01
Set up the fleet and the routes
Enter vehicles with their documents and capacity, drivers with their licences, then routes with ordered stops, times and prices. Done once, revised when a route changes.
STEP 02
Allocate at admission
A student choosing transport is allocated a stop and a seat. Capacity is enforced, the fee head is applied, and the guardian is subscribed to that route’s alerts — all from one action.
STEP 03
Run the term
Daily trips are logged, alerts go out, and the expiring-documents list is the thing to check weekly. At the end of the term the route economics report says which routes pay for themselves.
Honest limits
What this module does not do
Stated here so it comes up now rather than in month three. If one of these is a hard requirement, tell us on the call and we will say plainly whether it is on the roadmap or not for us.
| You might expect | What we actually do | Status |
|---|---|---|
| Live GPS without a tracker fitted | GPS features need a tracking device in the vehicle. Without one, alerts can be triggered manually by the driver app | Depends |
| Route optimisation that plans the stops for you | You define the route and the stop order. There is no solver that redesigns routes from student addresses | Not yet |
| Turn-by-turn navigation for drivers | The stop list and sequence. Navigation is left to the map app the driver already uses | By design |
| Automatic detection that a child boarded | Optional manual boarding marks at each stop. No RFID or face-based boarding detection | Partly |
| Tracking a child’s location off the bus | Vehicle tracking only. We will not track children | Not for us |
| Third-party fleet telematics integration | GPS position from supported trackers. No integration with a full telematics platform today | Not yet |
Connected
What transport is wired to
Nothing here is a separate product with an import step. These modules read and write the same student record, which is the entire point.
Fees & finance
The transport head on the same invoice, pro-rated on joining and leaving.
Student information
Route and stop are properties of the student record, which is why leaving stops the billing.
Attendance
A child absent from school should not be expected on the afternoon bus.
Communication
Arrival alerts and route change notices, with delivery reports.
HR & payroll
Drivers and attendants are staff, with their own leave and salary.
Mobile app
Where a parent sees the bus, and where the driver marks a trip started.
Questions
Transport — questions we get asked
Something not answered here?
Do we need GPS trackers for the parent alerts?
For automatic arrival alerts, yes — a tracker in the vehicle is what makes “the bus has reached your stop” accurate. Without one, the driver app can trigger the trip-started and stop-reached events manually, which many schools find sufficient. Tell us which you have before you buy and we will be specific about what you will get.
How does the transport fee work when a student stops using the bus?
Remove them from the route and the transport head stops being billed from that date, pro-rated on the next invoice. This is the main reason transport belongs in the same system as fees: kept separately, a student who left the bus in July is still being billed for it in November and nobody notices until a parent complains.
Can two people allocate the last seat at the same time?
No. Allocation takes a row lock on the route, counts the seats and writes inside one transaction, so a second clerk attempting the same seat is refused rather than both succeeding. This only ever matters during admission season, which is exactly when two people are always working at once.
Do you track vehicle document expiry?
Yes — fitness, insurance, permit and PUC per vehicle, and licence, police verification and medical dates per driver, each with an expiry date and a list of what expires in the next thirty days. A lapsed insurance certificate discovered by an inspection is the scenario this exists to prevent.
Can a route be priced by distance rather than a flat fee?
Yes, either. Per-route flat pricing and per-stop distance-based pricing are both supported, because schools genuinely do both and neither is more correct.
Does a parent get alerts for the right bus only?
Yes. Alerts go to the guardians of the children allocated to that route, not to a school-wide broadcast list. A family with two children on different routes gets both, correctly attributed.
Can we tell whether a child actually boarded?
Optionally. The attendant can mark boarding at each stop in the driver app, which gives you a record of who got on. There is no automatic detection — no RFID gate on the bus and no facial recognition.
Is the transport operation’s profitability visible?
Yes, and it is usually the report that surprises people. Route income comes from the fee head; fuel and maintenance are logged against the vehicle. Comparing the two per route is what tells you which route has been quietly subsidised for three years.
Next step
See your own routes and seat counts
Send your route list with stops and capacities. We load them before the call so you can allocate a real student to a real seat.
- No card required
- Your data stays yours — export any time
- Setup help included