Campus Operations

Transport

Manage vehicles, compliance, routes, enrollments, trip schedules, daily assignments, passenger lists, transport attendance, GPS, and live tracking.

Audience: Transport managers, admins, drivers/crew supervisors
Last reviewed: September 2, 2026

Overview

Manage vehicles, compliance, routes, enrollments, trip schedules, daily assignments, passenger lists, transport attendance, GPS, and live tracking.

Before you start

Vehicles and compliance records prepared
Routes and stops configured
Transport permissions assigned

Main screens

Vehicles Vehicle Documents External Transport Staff Staff Transport Profiles Routes Enrollments Trip Schedules Trips Passenger Lists Transport Attendance GPS

Step-by-step workflows

Prepare transport setup

Add vehicle and safe compliance documents.
Configure routes and stops.
Enroll students or staff.
Prepare employee transport profiles or external transport staff records.

Run daily trip

Create and activate a trip schedule with optional usual vehicle and staff.
Open Trips for the required working date.
Review the actual vehicle, staff, and passenger list; replace unavailable resources for that trip.
Start trip and record transport attendance.
Complete the journey.

Operational detail

Permission requirements

Vehicle, compliance, staff, route, enrollment, schedule, daily assignment, passenger list, attendance, execution, and GPS actions have separate permissions.
Daily vehicle and staff assignments require eligible resources and valid compliance.
Trip execution lifecycle actions are protected and must not be skipped by direct data changes.

Vehicle compliance

Keep insurance, fitness, permit, pollution/PUC, registration, and approval records valid for the trip date.

Daily vehicle and staff

Choose available, compliant resources for the dated trip. A daily replacement leaves other dates and the schedule unchanged.

Usual vehicle and staff

Optionally set usual resources on the trip schedule. Review each dated trip and replace unavailable resources when needed.

Routes and stops

Configure pickup/drop stops, order, timing, and route status before enrolling students or staff.

Passenger list

Trips prepare passengers from eligible route enrollments and stops. Approved full-day leave remains visible as On leave, with transport attendance not applicable.

Execution lifecycle

Move daily trips through the allowed stages until completed, with corrections only where the workflow permits.

Validation and system feedback

All transport records are scoped to the authenticated school and current session where applicable.
Expired or unapproved vehicle compliance prevents vehicle assignment.
Conflicting vehicle or staff assignments across overlapping trips are rejected.
Downstream trip records should be created only after prerequisite records exist legitimately.

Common mistakes to avoid

Trying to assign a vehicle before completing compliance.
Starting a trip without reviewing its vehicle, driver, and passenger list.
Using direct database changes to repair trip lifecycle state.
Capturing screenshots that show registration or document numbers.

Safe use

Keep documentation and support privacy-safe

These guides explain normal user workflows only. Do not share passwords, OTPs, tokens, cookies, private student identifiers, payment details, raw internal IDs, provider configuration, or stack traces in support messages or screenshots.

Trying to assign a vehicle before completing compliance.
Starting a trip without reviewing its vehicle, driver, and passenger list.
Using direct database changes to repair trip lifecycle state.
Capturing screenshots that show registration or document numbers.