Manage School Transportation

Manage School Transportation

Configure vehicles, define routes, assign students, and automate transport fee collection.

Time: 15–20 minutes per route setup Module: OpenEduCat Transportation, OpenEduCat Transportation Enterprise Permissions: Transport Manager or Administrator

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Prerequisites

• Student records configured
• Fee module enabled (for transport fees)
• Geographic stop locations defined
• Driver/attendant records available
• Access to Transportation menu

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Overview

The Transportation Management system enables:

• Vehicle fleet management
• Route and stop configuration
• Student transport agreements
• Driver and attendant assignment
• Pick-up and drop-off scheduling
• Automated transport fee billing
• GPS tracking integration (if equipped)
• Parent notification features

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Transportation Structure

Vehicle
    └── Route
          └── Stops
                └── Students
                      └── Transport Agreement
                            └── Transport Fee

Element	Description
Vehicle	Bus/van with capacity
Route	Path with multiple stops
Stop	Pick-up/drop-off point
Agreement	Student transport subscription
Fee	Transport charges

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Steps

1. Configure Vehicle Types

1. Navigate to Transportation → Configuration → Vehicle Types
2. Click New
3. Configure the type:

Field	Action
Name	Type name (e.g., “School Bus”, “Mini Van”)
Capacity	Seating capacity

4. Click Save

2. Add Vehicles

1. Navigate to Transportation → Vehicles
2. Click New
3. Complete the vehicle form:

Field	Action
Name	Vehicle name/number
Vehicle Type	Select type
License Plate	Registration number
Capacity	Total seats
Model	Vehicle model
Year	Manufacturing year
Color	Vehicle color
Driver	Assigned driver
Attendant	Bus attendant
Insurance Expiry	Insurance end date
Fitness Expiry	Fitness certificate date
Status	Active/Under Maintenance

4. Upload vehicle image
5. Click Save

3. Create Transport Routes

1. Navigate to Transportation → Routes
2. Click New
3. Complete the route form:

Field	Action
Name	Route name (e.g., “Route A - North”)
Code	Route code (e.g., “RTA”)
Vehicle	Assign vehicle
Driver	Assign driver
Attendant	Assign attendant
Start Time	Morning pickup start
End Time	Morning arrival at school
Return Start	Afternoon departure
Return End	Evening drop-off end
Distance	Total route distance
Fee	Monthly transport fee

4. Click Save

4. Add Route Stops

1. Open the route record
2. Navigate to Stops tab
3. Click Add a line
4. For each stop:

Field	Action
Name	Stop name
Sequence	Stop order
Address	Stop location
Pickup Time	Morning pickup time
Drop Time	Evening drop time
Latitude	GPS latitude (optional)
Longitude	GPS longitude (optional)

5. Add all stops in route order
6. Click Save

Example Route:

Seq	Stop	Pickup	Drop
1	Green Park	7:30 AM	4:30 PM
2	Central Station	7:45 AM	4:15 PM
3	Mall Junction	8:00 AM	4:00 PM
4	School	8:15 AM	3:45 PM

5. Create Transport Agreement

When student enrolls for transport:

1. Navigate to Transportation → Agreements
2. Click New
3. Complete the agreement:

Field	Action
Student	Select student
Route	Select transport route
Stop	Select pickup/drop stop
Agreement Type	One-way/Two-way
Start Date	Service start
End Date	Service end
Fee Amount	Monthly fee
Academic Year	Applicable year

4. Click Save
5. Click Confirm to activate

6. Generate Transport Fees

Automated fee generation:

1. Navigate to Transportation → Generate Fees

2. Select parameters:

   • Academic year/term
   • Route (or all routes)
   • Month range

3. Click Generate

4. System creates fee invoices for:

   • All active agreements
   • Based on fee amount
   • Monthly or term-based

7. Track Daily Transport

For daily tracking:

1. Navigate to Transportation → Daily Tracking

2. Select date and route

3. Mark student status:

   • Picked up
   • Absent
   • Other transport

4. Record arrival at school

5. Record departure in afternoon

8. Configure Transport Fee Structure

Link transport to fee system:

1. Navigate to Fees → Fee Structures
2. Create transport fee item:

Field	Action
Name	Transport Fee
Type	Transport
Amount	Default amount
Frequency	Monthly/Term

3. System applies fee to students with agreements

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Field Reference

Vehicle (op.transport.vehicle)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Vehicle identifier
Vehicle Type	vehicle_type_id	Many2one	No	Type category
License Plate	license_plate	Char	No	Registration
Capacity	capacity	Integer	No	Seating
Model	model	Char	No	Vehicle model
Year	year	Char	No	Manufacture year
Color	color	Char	No	Vehicle color
Driver	driver_id	Many2one	No	Assigned driver
Attendant	attendant_id	Many2one	No	Bus attendant
Status	state	Selection	No	Active/maintenance
Image	image	Binary	No	Vehicle photo

Route (op.transport.route)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Route name
Code	code	Char	No	Route code
Vehicle	vehicle_id	Many2one	No	Assigned vehicle
Driver	driver_id	Many2one	No	Route driver
Attendant	attendant_id	Many2one	No	Bus attendant
Start Time	start_time	Float	No	Pickup start
End Time	end_time	Float	No	Arrival time
Distance	distance	Float	No	Route distance
Fee	fee	Float	No	Monthly fee
Stop IDs	stop_ids	One2many	No	Route stops
Student IDs	student_ids	One2many	No	Enrolled students

Route Stop (op.transport.stop)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Stop name
Route	route_id	Many2one	Yes	Parent route
Sequence	sequence	Integer	No	Stop order
Address	address	Char	No	Location
Pickup Time	pickup_time	Float	No	Morning time
Drop Time	drop_time	Float	No	Evening time
Latitude	latitude	Float	No	GPS lat
Longitude	longitude	Float	No	GPS long

Transport Agreement (op.transport.agreement)

Field	Technical Name	Type	Required	Description
Name	name	Char	Computed	Agreement ID
Student	student_id	Many2one	Yes	Student
Route	route_id	Many2one	Yes	Route
Stop	stop_id	Many2one	No	Pickup stop
Type	agreement_type	Selection	No	One-way/Two-way
Start Date	start_date	Date	No	Start date
End Date	end_date	Date	No	End date
Fee	fee	Float	No	Monthly fee
State	state	Selection	No	draft/confirm/cancel

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Agreement Types

Type	Description	Fee Factor
Two-Way	Pickup and drop	Full fee
Pickup Only	Morning only	Half fee
Drop Only	Evening only	Half fee

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Vehicle Status

Status	Description
Active	In service
Under Maintenance	Being serviced
Inactive	Not in use

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Views Available

View	Features
List	Vehicles/routes listing
Form	Full details
Kanban	Visual cards
Map	Route visualization

Route Map View

• Display route on map
• Show stop locations
• View student distribution
• Distance calculation

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Portal Features

Parent Portal

Parents can view:

• Child’s route assignment
• Stop location and timing
• Driver contact details
• Vehicle information
• Transport fee status

Student Portal

Students can view:

• Transport schedule
• Route map
• Stop timings
• Driver information

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SMS/Notification Features

Automated notifications:

Event	Notification
Vehicle departed	”Bus has started route”
Approaching stop	”Bus arriving in X minutes”
Student boarded	”Student picked up”
Arrived at school	”Bus arrived safely”
Departure	”Bus leaving school”
Student dropped	”Student dropped at stop”

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Troubleshooting

Issue	Cause	Solution
Cannot assign student	Agreement missing	Create transport agreement
Fee not generated	Agreement not confirmed	Confirm agreement
Vehicle full	Capacity exceeded	Assign to different route
Stop missing	Not added to route	Add stop to route
Wrong timing	Time not updated	Edit route/stop times
Driver conflict	Same driver multiple routes	Check driver assignment

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Best Practices

1. Route optimization: Plan efficient routes
2. Capacity planning: Don’t exceed vehicle capacity
3. Time buffers: Allow buffer between stops
4. Driver verification: Check driver credentials
5. Safety checks: Regular vehicle inspections
6. Communication: Keep parents informed

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Security Notes

Role	Capabilities
Transport Manager	Full CRUD access
Transport Staff	View and track
Parent	View child’s transport (portal)
Student	View own transport (portal)

Safety Features

• Driver background checks
• Vehicle fitness tracking
• Insurance monitoring
• Emergency contacts

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Integration Features

Fee Integration

• Auto-generate transport fees
• Link to student invoices
• Payment tracking
• Fee collection reports

Attendance Integration

• Track transport attendance
• Absent notifications
• Pickup/drop confirmation

GPS Integration

• Real-time vehicle tracking
• Route deviation alerts
• Speed monitoring
• Location history

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Reports

Report	Description
Route Summary	Students per route
Vehicle Utilization	Capacity usage
Fee Collection	Transport revenue
Daily Attendance	Daily transport status

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Related Tasks

• Configure Fee Collection
• Manage Student Records
• Set Up SMS Notifications