Assign Students to Transportation

Assign Students to Transportation

Create transportation agreements and assign students to routes and stops.

Time required: 5-10 minutes per student

Prerequisites

• Transportation Manager role
• Routes and stops configured
• Student records exist
• Cost plans defined (optional)

Assignment Methods

Method	Use Case
Transportation Agreement	Formal agreement with billing
Direct Stop Assignment	Quick assignment without billing

Create Transportation Agreement

Step 1: Navigate to Agreements

1. Go to Transportation → Agreements
2. Click Create

Step 2: Enter Agreement Details

Field	Required	Description
Partner	Yes	Student or faculty member
Route Register	Yes	Active transportation register
Route	Yes	Specific route
Stop	Yes	Pickup/drop-off location
Plan	No	Billing plan
Date	Auto	Agreement start date
End Date	No	Agreement expiration

Step 3: Configure Billing (Optional)

If using cost plans:

Field	Description
Bill	Billing frequency number
Bill Selection	days/weeks/months/years
Expires After	Number of billing cycles

Step 4: Submit Agreement

Click Submit to move from Draft.

Agreement Workflow

┌───────┐    ┌────────┐    ┌─────────┐    ┌───────────┐    ┌──────┐
│ Draft │───▶│ Submit │───▶│ Confirm │───▶│ Agreement │───▶│ Done │
└───────┘    └────────┘    └─────────┘    └───────────┘    └──────┘
                │               │
                ▼               ▼
            Reject          Pending
                               │
                               ▼
                            Cancel

Action	Method	Next State
Submit	submit_form()	Submit
Confirm	confirm_in_progress()	Confirm
Agreement Confirm	agreement_confirm()	Agreement
Enroll Partner	enroll_partner()	Done
Reject	confirm_rejected()	Reject
Put on Hold	confirm_pending()	Pending
Cancel	confirm_cancel()	Cancel

Enroll Partner Action

When “Enroll Partner” is clicked:

1. System adds student to stop’s partner list
2. Student appears on route passenger manifest
3. Agreement moves to “Done” state

Direct Stop Assignment

For quick assignment without formal agreement:

Step 1: Open Stop

1. Go to Transportation → Stops
2. Select target stop

Step 2: Add Passenger

1. In Person(s) section, click Add a line
2. Select student partner
3. Save

Step 3: Verify Capacity

System validates vehicle capacity automatically.

Route Line Management

View Daily Trips

1. Go to Transportation → Route Lines
2. View scheduled trips

Route Line Fields

Field	Description
Route	Base route
Route Type	pickup or drop
Route Date	Trip date
Start Time	Departure time
Driver	Assigned driver
State	draft/start/end

Passenger Manifest

From route line:

1. Open Passengers tab
2. View assigned passengers
3. Mark attendance (Present checkbox)

Cost Plan Configuration

Create Cost Plan

1. Go to Transportation → Configuration → Cost Plans
2. Click Create

Field	Description
Name	Plan name
Code	Plan code
Bill	Frequency number
Bill Selection	Period type
Expires After	Cycle count
Description	Plan details

Example Plans

Plan	Bill	Period	Expires
Monthly	1	months	12
Quarterly	3	months	4
Annual	1	years	1

Transportation Fees

View Fee Records

From agreement:

1. Open Transportation Fees Collection tab
2. View generated fee lines

Create Invoice

1. In fee line, click Create Invoice
2. System generates account.move
3. Invoice links to sponsor/parent

Bulk Assignment

Import Agreements

1. Go to Agreements list
2. Favorites → Import records
3. Upload CSV with required fields

Required Import Fields

Field	Description
partner_id	Student/faculty ID
route_register_id	Route register ID
route_id	Route ID
stop_id	Stop ID

Field Reference

Transportation Agreement (op.transportation.agreement)

Technical Field	UI Label	Type	Notes
partner_id	Partner	Many2one	Required
route_register_id	Route Register	Many2one	Required
route_id	Route	Many2one	Required
stop_id	Stop	Many2one	Required
plan_id	Plan	Many2one	Optional billing
state	Status	Selection	Workflow state
date	Date	Date	Start date
end_date	End Date	Date	Expiration
bill	Bill Frequency	Integer	Billing number
bill_selection	Period	Selection	days/weeks/months/years

Route Passenger (op.route.passenger)

Technical Field	UI Label	Type	Notes
partner_id	Passenger	Many2one	Required
stop_id	Stop	Many2one	Required
route_line_id	Trip	Many2one	Required
present	Present	Boolean	Attendance flag

Troubleshooting

Cannot enroll student

Check:

• Agreement in correct state
• Stop has available capacity
• Student not already assigned

Route not appearing

Verify:

• Route register is active
• You have manager permissions
• Company matches

Billing not generating

Ensure:

• Cost plan assigned
• Bill frequency configured
• Dates set correctly

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Related: Manage Stops | Manage Vehicles