A complete school transport workflow: prepare your school, run the pickup, keep parents informed and close every journey with a physical bus inspection.
Pre-trip check
Route start
Pickup & attendance
Parent updates
School arrival
Return journey
Final safety check
PHASE 01 / GET READY
A connected school run starts with a clear setup.
Set up the people, routes and devices before your first trip.
01
SCHOOL ADMIN
Register your school online
Choose your plan and complete school onboarding. Confirm your location, transport contacts and the people responsible for daily operations.
Outcome: Your school has a starting point for configuration.
02
SCHOOL ADMIN & TRANSPORT TEAM
Add the fleet and assign routes
Add buses, drivers, assistants and students. Assign students to routes and stops, and prepare the Safety QR and Route QR for each bus and journey.
Outcome: Staff and students are connected to the correct trips.
03
ASSISTANTS, PARENTS & SCHOOL TEAM
Prepare the apps and practise the workflow
Set up compatible smartphones with GPS, internet and the required permissions. Help parents access the app and choose alert points. Train assistants on attendance, QR checks and trip closure before a supervised first trip.
Ready to go: Your team knows how to start, manage and close a journey.
PHASE 02 / MORNING PICKUP
From the first check to the school gate.
Assistants manage the journey while parents and school teams stay informed.
04
BUS ASSISTANT
Inspect the bus and open the trip
Walk through the bus, complete the physical safety check and scan the rear Safety QR. Scan the assigned Route QR to begin the pickup journey.
Parent update: The pickup trip has started.
05
BUS ASSISTANT & PARENTS
Track the route and approach the stop
The assistant’s compatible phone supplies GPS location during the trip. Parents follow the bus and receive an in-app call when it reaches their selected alert point.
Parent update: The bus is approaching the selected pickup location.
06
BUS ASSISTANT
Record student boarding and attendance
As students board, record attendance using NFC card taps on a compatible phone or manual marking. Keep the trip’s present-or-absent record up to date.
Parent update: Their child’s trip attendance is recorded.
07
BUS ASSISTANT & SCHOOL
Arrive, inspect and close the pickup trip
Confirm student drop-off at school. Inspect all seats and the full bus, then scan the rear Safety QR again to close the trip. A QR scan supports the routine; the physical inspection remains essential.
Parent update: School arrival is confirmed. The team can review trip and safety-check status.
PHASE 03 / THE JOURNEY HOME
The same care. All the way home.
Begin a fresh return journey and account for students through the final drop-off.
08
BUS ASSISTANT
Start the return trip and board students
Complete the required bus safety check and scan the Route QR for the return journey. Record each student boarding using NFC or manual attendance.
Parent update: The return trip is boarding or has started.
09
BUS ASSISTANT & PARENTS
Approach each drop-off and confirm departure
Follow the assigned route, notify parents at their selected alert points and record students leaving the bus at their designated stops.
Parent update: The bus is approaching, followed by the configured drop-off update.
10
BUS ASSISTANT
Complete the final walk-through
After the last drop-off, physically inspect the entire bus and every seat. Scan the rear Safety QR to close the return trip and record completion.
Trip complete: Attendance, drop-off and safety-check status are available for review.
Throughout every trip
A clear response when plans change.
Schools and transport teams monitor daily activity. Wider control room workflows can be configured for multi-school oversight.
Monitor the journey
View locations, trip progress, attendance and safety checks. Move between schools, operators, routes and individual buses.
Respond to a breakdown
The assistant reports the issue. The team assigns a standby bus, coordinates student transfers and keeps relevant schools and parents informed.
Follow up on exceptions
Review delayed trips, missing checks and configured route or speed alerts. Agree incident ownership, escalation and resolution records.
What happens after the school run?
Check completed trips and outstanding incidents, review attendance and safety records, and use the reports available in your plan to guide follow-up and staff training.
