Tag Archives: school bus transportation software

How To Start A Student Transportation Business

In today’s world, parents struggle to find a balance between the conflicting schedules of their children and their own. A child’s daily schedule might include being picked and dropped from pre-school.

Later in the day, the child might need to go for extra activities like Sports, arts or language classes. The different timings and locations make it hard for busy parents to pick and drop them from school and from the other varied activities.

Read Also: 9 Ways To Reduce School Bus Transportation Costs

A solution to this wide-spread problem would be a trusted and viable source of transport which would reach the children to various places at the right times and bring them back home safely.

This type of service would be of great help to working parents who cannot take time off to take their children around.

1. Business Plan

Starting a children’s transport business is like running any other business. The business involves more than picking up and dropping children.

The key to success lies in marketing the idea and finding the right users. A research will reveal the markets that can be tapped for business.

The idea or motive behind starting a business should be the lifeline of the business. In children’s transportation business is customer and service driven.


A service that offers something different, from what the specific or similar industry do, will make it stand apart.

A plan detailing what ages and areas are to be served, hours of operation, fee structure, finances have to be drawn. A well written business plan will serve as a reference for future checks throughout the year.

Structure of the business will depend on whether it is a partnership or sole proprietorship. Once the structure is finalized local and state licenses, tax identification numbers and other legal requirements have to be applied for.

Sufficient capital is required to pay expenses until the business becomes profitable. These funds come from own savings, friends or private investors. Bank loans can be availed to start the business.

When executing you enter the market in a low or medium key. It can be further expanded depending on the response.

Workspace can be one’s home or space shared with another business or a leased office.  Customer is the key to any business.

2. Objective

The objective of a transportation business catering to children should be to provide a safe and convenient method of transportation. It should be licensed, reliable and available to parents at reasonable prices.

The aim of the business is service. The children’s transportation business is service driven offering maximum satisfaction to customers. The priority is to become a trusted source for parents to rely on.

3. Market

Children’s transportation service is required and highly essential for any child activity that does not have its own form of transport.

Day-care facilities, pre-school, activity centers, recreational arena that do not provide transport facilities can be targeted for business.

Periodical agreements with them will assure a minimum number of children availing this service.

The market should be focused on the middle class working parents, both single and dual. This segment of the population is found to be the most active and so are their children.

The working parents are interested in activities to keep their children occupied. Their children avail day-care services summer schools and sports activities.

Households with children under the age of 18 have to be targeted. The Organizational focus should be on children. Their safety and welfare should be the priority.

Densely populated residential areas which are in proximity to the day cares or activity centers can be identified as the area of operation. A specified radius in kilometers can be fixed within which the transport can be used.

4. Promotion

Formal introduction letters giving an explanation of the services provided are to be mailed. A request to respond if interested is to be included.

The letters can be sent to households in the vicinity identified for operation. They can be sent to day-care owners, pre-schools, recreational activity centers.

The brochure must include operational information required by the clients. It should include the features and benefits of using the service.

Rules and regulations, hours and rates should also be mentioned in detail. Description of your qualifications, the process of selection of drivers, reliability and safety of vehicles can be mentioned.

Advertisements can be inserted in the local publications. As a part of personal selling, parents and schools in the community can be made aware of the existence of the intended service.

Creating special offers for the first time users and repeat customers can ensure customer loyalty.

5. Vehicle Selection

The type and size of the vehicle needed is to be decided initially. Mini-vans are easy to maneuver in traffic but the number of seats may be limited. Small buses require special operating licenses but can carry more passengers.

Mini-vans which meet the federal safety standards are a good option to ply in populated areas.

Child safety features of seat belts, safety locks, shoulder harnesses and dual airbags are a must and should be provided in the vans.

Stringent maintenance schedules have to be adhered to ensure that the vehicles are safe and reliable to travel.

Read Also: School Students Using Public Transportation – Pros and Cons

GPS units and radio communication equipment in the vehicle would be an added advantage. If special needs children are served handicap capable vehicles would be needed.

6. Staff

Every business has two main aspects. One is the customer and the other the employee. If attractive benefits are offered to employees they will take care of the customers.

If interesting options are provided to customers they will use the service which leads to increase in profits.

If the business has to run smoothly, dedicated employees should be hired. Hiring good people will increase productivity.

They will cause less trouble. It is important that they are paid on time, appreciated in public and reprimanded in private.

In a children’s transportation business the driver is the main employee. He is the one in constant interaction with the children, their parents and the owners of the business. So hiring competent drivers is the first step to ensure success.

Drivers with a valid chauffeur’s driving license are to be recruited. A background check has to be done. They should have had previous driving experience withexcellent track records.

They must have a First aid and CPR certificate. They must be genuinely interested in the care and welfare of children.

Other employees too should be chosen carefully as they are the ones who talk to customers. They should be easily available and should make the customer feel important. They should be capable to respond to requests as soon as possible.

Employee training and monitoring are very critical to providing an excellent service to customers. Background checks are done for all employees. All employees have to be trained in customer service and office procedures.

Drivers need to work with parents while establishing routes. They have to keep a detailed record of pick-ups and drop-offs. A time log, records of distance and fuel consumption are essential.

 They have to have good time management to be punctual at all times. They have to be patient with children. They should be able to handle the pressure of traffic outside and also the screaming and noisy kids inside the vehicle.

Periodic feedback from the users is to be sought to ensure that the service is to the satisfaction of the customer. Any shortcomings need to be addressed with minimal delays.

Checking constantly or on a daily basis with the drivers and employees on what they require to perform better is essential. Resources have to be provided so that they can to do their job most effectively.

7. Vehicle Utilization

The vehicles can be utilized to transport children during the peak times – early morning 7-8am, mid-afternoon 11-12 and evening 3-5pm. Routes can be charted taking into account the number of children and destinations.

During non-peak hours administrative and marketing work can be done. The vehicles can be used to run emergency trips to clinics with sick children or for prior appointments.

8. Fee Structure

Rate schedules should be handed over to parents once they have enrolled their ward for the service. Detailed rates for scheduled and un-scheduled one-way trips and round trips and for extra miles have to be shown on the rate schedule. Any discounts for siblings and incentives of extra rides have to be mentioned.

Fees should be taken in advance. Payment can be made in cash or by cheque. Credit cards can be accepted if required.

9. Operating Expenses

A detailed record of day to day expenses has to be maintained. A competent accountant can keep track of the progress and problems of the business in real time.


In addition to the wages of the staff, the budget should include the cost of maintenance of the vehicle, regular cleaning charges of vehicles and fuel costs.

10. Special Requirement

Some states stipulate other requirements to operate in their areas.

Safety concerns require photo identities of the children. The necessary equipment and camera to create the ID cards will be required.

Liability insurance to cover vehicles, employees and passengers are required.

A thorough screening for drugs and background check for all employees including drivers have to be done.

Fingerprint clearance is required by many states if working with children. This is to ensure that the employees are not a threat to the safety of the children.

The business allows the advantage of being your own boss.  The service offered is highly needed and appreciated. The business is ideal for at-home parents and those who love children or special needs children.

Read Also: Pros And Cons of Outsourcing School Transportation

The business can be expanded if required. At the beginning it would be advisable to concentrate on hiring the right people. Later on, when a good customer base has been formed and goodwill is attained, professionals can be hired and advanced technology can be used to manage the business.

The adverse factors are driving in bad weather, high insurance rates and distractions from boisterous children.

A friendly and efficient child transportation system will offer parents the comfort of knowing that their children are in the best hands.

6 Years Of School Bus Routing Software

School bus routing is an uphill task for all schools. Scheduling and planning of bus routes is the most important factor in increasing the efficiency of the school transportation system.

Proper routing of buses reduces operational costs of the bus fleet, fuel costs, driver expenses. Over and above it makes the job of the school administrator easier.

During the past years, bus routes have been decided and charted out manually by the school transport officers. With the increase of students and the corresponding increase of buses and the numerous pick-up locations, this task had become cumbersome.

Read Also: How TrackSchoolBus System Keeps Your Bus Fleet Running Smoothly

Technological innovations and inventions have made the process of bus routing simpler for everyone concerned.

School Bus Routing Software

EdsysPvt Ltd, an education software developer, launched software solutions for schools, transport providers and school districts. These software solutions have been developed for different applications with characteristics unique to each.


The TrackSchoolBus software was basically developed as a bus routing application. With developments in technology, this software was upgraded to include features to increase the efficiency of the school transport system. This is a look into the 5-year progress of the software.


TrackSchoolBus software was launched by EdysPvt Ltd. in 2014 as an application for tracking school buses. Version 1 was an independent app and was one of a kind for schools during its introduction. The software was widely accepted in the Middle East and South East Asia.

The software was designed to track buses and students in real-time. This proved to be of great help to transport managers and school personnel.

Data was collected automatically and routes were created by the software system.They could view the progress of the buses along the routes, real-time location of students and buses on a computer screen.


An upgraded version of the application was introduced as Version 2.0 in 2015. This application was developed with additional features benefitting parents and schools.

 The new system with an RFID card reader was integrated with the GPS tracker. The RFID card reader was a boon to the school bus drivers, parents and school authorities.

 The student attendance can be recorded automatically by the RFID card reader as each child boarded the bus.

The school administration was benefitted as they could get the details of the students travelling on each route on a daily basis without the tiresome procedure of manual counting.

Parents were benefitted the most as they could get instant alerts on their mobile phones when their child gets on and off the bus.This app helped reduce the anxiety of the parents as they were able to track the whereabouts of their child in real-time.

The application gained wider acceptance in the Middle East and South East Asia.


In 2016, TrackSchoolBus Version 3.0 was released with a multitude of additional features. The major feature was the availability of data for the different users on the web and all mobile phone apps. The customer base expanded to other countries across the globe including South Africa.

Version 3.0 was developed as a comprehensive solution to the various problems encountered in the school transportation systems. It was designed based on knowledge gained from actual experiences of users.

The software supports multiple user profiles such as parents, school authorities, teachers and transport managers. Additional features were added to the parent and school apps. The access to details by teachers and bus attendants was newly introduced.

The parent app allowed parents to apply for leave without actually contacting the school. A message sent on the app is communicated to all departments concerned – drivers and attendants, teachers, school administration. This app allows them to communicate with the school management and drivers whenever necessary.

Read Also: TrackSchoolBus Smart Bands Ensure Your Kid’s Safety

The most helpful aspect of the teacher app is the daily attendance marking. Teachers can track the students who travel by each bus. They receive notifications when the student arrives in school. Teachers can mark attendance for each period. The attendance history for a day or a period can be retrieved with ease.

Drivers can view the assigned routes, the number of trips in a day/shift, pick up and drop off points, time schedules. They do not have to remember the details. A trip is marked completed only when all students have alighted from the bus. Quick changing of routes and pick-up points is possible with the driver console app.

It also enables the bus nannies/attendants to access student attendance through a separate app. The manifest feature provides them with daily routes and student details. This app helps to locate the pick- up or drop off point.

The contact detail of the student along with the image of the student appears on the app. They receive alerts when the child gets on and off the bus. They are notified when students are absent so that the route can be revised. Pick up points can also be updated on any change required.


The TrackSchoolBus version 3.5 was released in 2017. This version saw added features which aided School transport providers. Command-centre was introduced as an add-on.

Artificial intelligence was incorporated into the system. Changing route with a simple swipe was included as a feature in route optimization.Alerts can be set up for different aspects of student safety.

The software found new markets in Africa, Australia, South East Asia and the Middle East. Franchisees were appointed in many places like Dubai and Netherlands.

This upgraded version was designed with school transport providers in mind. It collects data of students and pick up points automatically and sets routes.

The software can be used to deploy drivers and attendants on specific routes. The unique feature of nanny management enables in assigning trips, recording attendance etc.  Duty roster feature helps in dividing tasks among the fleet members.

The trip management feature enables transport providers to assign vehicles to trip routes, monitor vehicles in real-time. Auto-routing and auto-optimization features help in saving fuel and reduce vehicle expenses.

The feature of parking management allows the tracking of a vehicle when it is parked. Parking slots can be assigned automatically.

This software provides free Wi-Fi to students on board the buses and unique cards for students, drivers, attendants and vehicles.

The application can be used by accounts departments for direct bus fare collection.   The software can create an invoice and payment can be made from anywhere at all times. Payments will be secure and the process saves time.

The unique command-centre feature gives a comprehensive view of all planning and operational data. A centralized system gathers information, processes and analyses each function.

 Details of vehicle maintenance requirements, expenses and inspection dates can be obtained. This saves time for school transport provider and allows him to concentrate on other areas of importance.


Version 4.0 of the TrackSchoolBus was launched in 2018. Integrating Artificial Intelligence into the application it featured as the best school bus routing software. The additional features in this app catered to School Districts and School Transport Providers.

This App was designed forSchool Transport Managers to manage the fleet with ease and efficiency. Vehicle safety and maintenance alerts, push notifications in cases of emergencies, planning of transportation budget are features incorporated in addition to bus tracking and trip scheduling.

The transport department is alerted when any vehicle cannot be tracked. This helps in immediate identification of the reason-mechanical failure, accidents, traffic blocks- and deployment of another bus to take over the route so that least inconvenience is caused.

The fleet management app helps to keep track of the drivers,bus attendants, routes, trips, time schedules. It takes care of the fleet maintenance – recording fuel consumption, programming vehicle maintenance schedules etc. The optimization of routes brings about a reduction in maintenance costs, thus increasing productivity and efficiency.

The school district transport software simplifies the management of a large number of buses from different transport providers. This app is compatible with all types of vehicles- school van, mini-bus or a full-size bus.

This software analyses the performance of drivers which helps in rating and motivating them to enhance their performance.

Parent concerns, bus breakdowns, student missing etc. are notified to the concerned users enabling action to be taken immediately. Accountability for each user is well-defined.

Read Also: How TrackSchoolBus App Improves Bus Attendant’s Efficiency

Safe and secure bus fare collection is simplified by integrating with online payment.

This app ensures higher efficiency attained through optimized operations. The reduction in manual resources increases the return on investment.


In 2019, TrackSchoolBus’s enhanced version 5.0 was introduced for better efficiency and productivity.

Devices like CalAmp and Streamax, Dahua was integrated into this updated system.

 In new version, we have different dashboards for students, trips, vehicles, alerts and All-in-One Dashboard for the transport manager. 

Users can search and view the status of the vehicle in the map, can view the live status of Shuttle Trips which includes trip progress, seat availability and currently seating student count along with attendance details.  

We have categorized the general setting menu for the convenient use and added a few more setting options for the user in the new version.

Users can create new user roles based on requirements and control access for the user profiles. 

Schools can mark the school premises using school geo-fence. 

Additional features in setting like integrating settings were added, so the school authorities can integrate SMS gateway, Payment Gateway, Cashless system, etc by themselves.

The school can create five types of trips as scheduled, instant, shuttle, excursion, stay back trips. In the earlier version, these are managed separately, now all can manage in a single point

Auto data collection method was enhanced.

Access Rights Management was introduced in which the school can create user roles like receptionist or any other supporting staff to control system access.

 The system can automatically calculate the bus fare based on the geo-fence and payment period.  The school can also have the provision to enter the bus fare charges per single trip as well. 

The new version also allows the school authorities to set the “Night Parking Time” where the system will check the current location of all the vehicles at that time and report to the transport manager.   

The new version allows the schools to purchase features and enable as per their requirement. Since all the schools doesn’t want to use all the features, the schools have the freedom to select the features and add-ons as per their need.     

The parents can decide what notifications need to be received in a push notification, email, SMS(if the school enables SMS option). 

The main advantage of the updated version is that it focused on self-learning thus reducing dependency on us.

We provide a download section for all supporting documents like User guides for each module (including School, transport, manager, parents, driver, etc) and hardware documents, configuration tools, etc.

Each module with supporting documents is readily available in the system to be downloaded. 

The TrackSchoolBus is an outstanding school bus routing software. The features of auto-route optimization and auto-allocation make it the best school bus route planner. The added features of fee collection, fleet management, and multi-user access make it the most widely used bus routing software world-wide.

9 Ways To Reduce School Bus Transportation Costs

Schools and school districts are constantly on the look-out to reduce operational costs wherever possible. The reduced budgets given to schools prompt them to cut costs in areas that do not directly affect classroom studies. School Bus transportation costs thus become a target when school administrations seek to curtail their expenses.

Read Also : 7 Tips To Improve Fuel Efficiency In School Buses

Bus transportation costs depend on the age of the fleet, wages, maintenance expenditure,fuel-consumption, insurance charges. This comprises of 80% of the total cost.Capital costs include purchase cost of new vehicles and cost of fleet replacement. Operating a school bus fleet at optimal efficiency has a direct impact on the costs saved.

Methods to reduce school bus transportation costs

1. Reducing the number of buses

Operating a fleet of school buses is expensive. The best method to reduce costs is to reduce the number of buses in operation. Trimming the fleet automatically decreases driver wages, fuel consumption, wear and tear of vehicles etc. These factors contribute enormously in saving costs.


Efficient route management is the most practical way to lower costs without hampering the quality of service provided.The best model in cost-cutting serves to get students to school efficiently while optimizing transport times.

2. Route management

Transporting pupils to schools is a complex matter. Technological advances have helped school administrators tackle the issue with considerable ease. Software systems are used to develop bus routes. Some schools still do the route mapping manually.

Schools have to periodically review their bus routes in terms of the actual number of students using the bus and the total time utilized. Simple adjustments to the previous year’s routes will not help in lowering operational costs.

School administrators cut backs on stops and routes to stay within the budget. Minor changes in operations like minimizing trips and routes, often result in great advantages.

3. Trip planning

The number of students at each bus-stop, stop locations and bus capacities has a direct impact on the charting of bus routes. Minimizing the number of trips minimizes the number of buses required.

Trips can be linked together on a single bus route if school start and finish timings are altered slightly. The elementary, middle and high school start and dismissal times are fixed to fall within a certain time slot.

Then it becomes possible to link more trips together on a single bus. This decreases the number of buses required in total. The optimal combination of alternate bell timings and trips results in saving costs and increasing efficiency.

4. Route planning

A method used to increase operational efficiency is route planning. A single route is designed for children of different schools in a school district. Trips of different schools are combined to form one route.

A single bus is assigned to this specific route. This reduces the time the buses run without students on board as well as the number of buses on each route.  Each route becomes longer but serves more trips on one single route.

Read Also: 10 Important Benefits of Propane Based School Buses

This minimizes the number of routes resulting in lower operational costs. Pollution caused by diesel exhaust fumes is reduced to a large extent. This model is viable where schools fall under the purview of one governing authority and the services of a centralized bus company is utilized. Private schools which own their own buses might not be open to this model.

5. Walking School Bus

‘Walking School Bus’ is a new concept which has been adopted by neighborhoods in the US. When rerouting to optimize costs, some of the routes closer to the schools get eliminated. In such cases, students along those routes group together and walk to school under the supervision of an adult.

The parents and children like the idea of walking as it is healthy. Students feel energetic and fresher. Most often students get to school quicker as school buses normally take more time picking up children on their routes.

These students can either walk or bike to school. This enables students staying further away, disabled or otherwise-able students to avail bus services .Student safe zones have to be ensured.

6. Alternative fuel vehicles

States and cities in the US spend roughly $15 million annually transporting children to school. Diesel, that powers most of the buses, is now very expensive.

Governmental regulations on cutting down the pollution, forces one to adopt alternative fuel sources for running vehicles. Propane, CNG and Electric vehicles are available options. Hybrid diesel-electric vehicles, though expensive, are used by some schools.

Cost of vehicles running on alternative fuel is high as compared to the cost of diesel engine vehicles. There is a significant reduction in fuel costs. Air pollution due to diesel exhaust fumes is drastically reduced leaving lesser carbon footprint.  Better utilization of the buses can make it viable in the long run.

The buses in the existing fleet can be retrofitted with alternative fuel engines. This can help reduce the initial capital expenditure. When deciding to retrofit, the age of the vehicle has to be taken into account,to gain maximum benefit.

7. Maintenance cost

Regular maintenance is needed to keep the buses safe on the road. Less number of school buses on the road means lesser maintenance of vehicles. Savings on parts, supplies and labor is considerable when the number of buses is minimal.

A maintenance program that can extend the life of buses is essential.Periodical regular maintenance and scheduled preventive maintenance will reduce the incidence of unexpected breakdowns and the costs associated.

Schools and transport companies need to have policies on disposal of buses that cannot serve efficiently.

8. Staff expenses

A reduction in the number of buses will require less number of staff to man them. The reduced number of drivers brings about a huge saving in wages. Efficient routing and time management will reduce overtime costs.

Fleet management software provides real-time feedback and comprehensive reporting enabling safe and efficient pupil transportation.

Using digital software systems for routing, GPS systems for locations, RFID readers for bus attendance; CCTV to monitor bus discipline reduces the need for administrators handling these functions manually.

The one-time capital expenditure to install the technology and equipment required will considerably save on otherwise recurring expenses.

9. Down-side of cost reduction

Re-routing and elimination of routes will leave a good number of students without transport. Cutting bus routes without proper plans regarding student safety will cause adverse effects.

When bus stops or routes are eliminated parents react with anger. They are concerned about the dangers involved when their wards walk or cycle to school. Parents then opt to drop them to school in their cars.

Read Also : 15 Splendid Ways to Reduce Fuel Cost [For School Buses]

About36 cars are needed to transport an equivalent bus-load of students. This proportionately increases traffic congestion and corresponding air pollution on the roads.

The incidence of accidents is higher among cars increasing the risk of safety. School buses meet with fewer accidents. Their big sizes allow them to withstand damage better on an impact. School buses are considered to be 13 times safer than cars.

School buses in the US alone transport 25 million students, travelling distances of approximately 4 billion miles each year. Decreasing school budgets and rising fuel prices necessitates minimizing school bus operational costs.

It is worth the effort to stream-line the operations to ensure safer transportation of students at minimal costs to the school.

Futuristic School Bus Transportation

Future school buses are the one that combines technological features such as onboard Wi-Fi, telematics, camera, Global Positioning System, driver support tools, etc.

This is a versatile transport solution, which is a typical example of the Internet of Things (IoT) of today, combines security, safety, and network access while on the road.

These facilities accrue as benefits to students, fleet staff, school staff and the parents. Let us see what the benefits of future school bus are and how they are different from normal buses.


1. Bridge the digital gap of the underprivileged

Many American homes which have low income still do not the means to access a hi-speed broadband Internet connection. Many children from low-income households are thus unable to complete their daily homework assignments.

When school buses are equipped with Wi-Fi, it helps these and other students complete their homework while on a long ride back home.

In addition to helping students, parked connected school buses can double up as Wi-Fi hotspots offers internet access to the underprivileged when they are not carrying students. These buses can also find places in the case when schools sponsor programs or organize fundraisers. 

The same wireless access as is on the campus is made available in the bus. Therefore the same web filtering rules are on and no dangerous content can be streamed.

A normal bus, on the other hand, does not offer this advantage. Though the fare may be less, other expenses such as Internet access costs through other means and associated costs may compensate for the savings made.

Moreover, the student travelling by a normal bus is denied access to information as compared to other students that travel in next generation school buses and therefore loses out on many related counts.

2. Anywhere learning is possible

A student travelling in the next generation bus is able to access learning management systems while on the road. They are able to chat with their teachers and mentors, check their grades, view their assignments, Moreover, the student can reach out and access Google Classroom to view and download or upload their homework.

This learning for students is not limited to those who attend classes and do the homework. Connected school buses help sports students to catch up with their missed lessons.

The greatest advantage here is that when such students travel on the normal bus they stand a great chance of losing their sleep hours.

A connected bus helps the students to get home and catch up with their sleep or attend to their part-time jobs or pursue other extracurricular activities with ease.

Another interesting example is the instance of Lockheed Martin creating the first ever immersive virtual reality vehicle, meaning it provides the students with a virtual reality experience on the way back home. The Mars Experience Bus was their one such creation.

For bus commutes that last for more than 45 minutes, instructors can present class lessons to the students in a remote fashion instead of extending the school timings. Travel in normal buses would deprive children and the tutors of this facility.

3. Smart video surveillance enhances safety

Untoward incidents that threaten the safety of children travelling to school in normal buses many a time go unnoticed.  However, connected buses with smart video surveillance can be used to improve passenger safety and also aids in monitoring the student and driver behavior in real time.

Authorities can watch a live and real-time video that is being recorded in the bus. The surveillance system would monitor both the exterior and interior of the bus. Two-way audio facilities allow the authorities to act fast in case of unexpected emergencies.

A reckless driver can be tamed, both the bus driver and other civilian drivers that drive past the flashing lights of the school bus.

Normal buses’ drivers can travel at the speed they want and there can be no control whatsoever on the unruly behavior of the drivers. The passengers usually bear the brunt of such behavior.

4. Provide timely information to parents

The parents are allowed to have more visibility when their children travel on these school buses. They get information in real time telling them if the bus will be on time or delayed to reach a specified bus stop.

This is a big plus during winter days when the driver has to deal with ice and snow on the roads and suffers freezing temperatures.

GPS helps the system track the buses in real time and alerts authorities if the bus strays from the normally prescribed route or if the bus faces a breakdown.

The exact spot is notified via alerts through integration to social media. The authorities can enable geo-fencing, and even proactively monitor the maintenance of the school bus.

When children travel in normal buses, parents sometimes wait for hours on end at the bus stop and what it means is a colossal waste of resources. Sometimes children wait outside in the cold for hours if the bus is delayed.

5. Relay back maintenance issues in a timely manner

Futuristic school buses have the technology to relay back relevant information about the bus status to the concerned authorities.

Examples of variables that can be conveyed back are fuel economy, tire pressure, and engine fault codes. The authorities can then decide if the engine of the bus is running at its peak performance values.

Preventive maintenance action is made possible with these actions.  The ultimate results are that costs are lowered and expulsions of gases that affect the environment negatively are reduced.

A normal bus would just end up breaking down suddenly in a majority of cases. This would mean upset of normal routines and eventually end up in unplanned extra costs.

6. Help to make up the academic shortfall of the country

According to statistics, students in the United States are academically behind students of many other nations. Therefore, it is a good idea to increase students’ access to resources via these buses. This would only serve to increase their intellectual awareness.

7. Improve the behavior of the students

Some students with behavioral issues many a time require a distraction that would keep them calm.

Wi-Fi in a connected bus is an educational distraction that would hold their attention. They would keep away from distraction the other children or even the bus driver.

Those children travelling on a normal bus can give vent to their feelings in any manner that they want to and there is no tether for this.


The true value of this kind of transport solution is the integration of the wireless, telematics, security, camera and other components which turn this into one single powerful platform. The uses are nearly unlimited.

10 Interesting Features of Excursion Management Software

School excursions are fun, but to organize one is a challenging task.

Managing children during a school excursion is not easy either.

However, school excursion software can make things much easier for schools.

The software enables the transportation manager to form a students’ team and schedule an excursion with the start and end points.

And also designate a contact person, assign driver and assistant, and allocate a vehicle for the trip.

Read Also

11 Crucial Elements for Managing School Transport Effectively

For additional safety, smart bands can also be employed.

The software also makes carrying paperwork everywhere redundant.

However, the best school excursion management software will have the following interesting features:

1. Student Safety

The excursion management software is very helpful in not only ensuring but also in managing the safety of the students on an excursion trip.

Student safety is dealt with by giving staff members instant access to certain things such as student medical conditions, personalized care instructions, etc.

And also provides access to emergency contacts even when there is no connectivity or the mobile devices are offline.  

All that the schools have to do is train their staff on what they are supposed to do in an emergency.

2. Management of Transportation

There is a module incorporated into the excursion management software helping schools to plan routes in an efficient manner.

The software helps in the management of trips with a focus on student safety.

The vehicle and driver details, including the exact location of the school bus, are tracked to improve safety. 

Read Also

School Bus Transportation Software – 10 Things to Note

3. Data Safety and Security

Medical records of students contain their personal information.

As in paper forms, there is a chance of getting lost, stolen, read by someone, or photographed.

Access can be restricted, ensuring the utmost security and safety of data, when school excursion software is used.

Only specified staff members get instant access through password, fingerprint, or code to comprehensive student records, including medical records, and their access can be cut off on completion of the event.

This is because data automatically expires after the excursion so as to keep the information secure.

Even when authorized staff access information, they are tracked.

Therefore, it is easier, more secure, and more practical in all respects.

4. Unplanned or Unexpected Trips

Sometimes, the need to take a child or children to a nearby place either for educational purposes or any medical emergency.

In such kind of situations, the staff members need not to have panic at all.

A unique feature of the school excursion management software called “Instant Trip” can be made use of to handle all unplanned or unexpected trips.     

5. Student Attendance Management

Keeping track of the students as the excursion progresses is a challenging task, especially when it has to be done manually.

The excursion management software leverages the mobile technology to ensure 100 percent accurate attendance marking.

The mobile linked excursion student attendance module enables staff to mark off their presence at several checkpoints throughout the excursion (for example, on the bus, at the bus stops, etc.).

6. Smart Wristbands

In some situations, there might be a need for additional safety when taking school children on an excursion.

The school excursion management software comes with a provision for that too- smart watch technology.

This is integrated into the student attendance management module ensuring additional safety for the children. 

7. Parent App

This is one of the unique features of the school excursion management software.

It is linked with the parent app.

This enables the school to keep the parents in the loop and provide them with relevant information in real time. 

8. Auto Routing

This is another interesting feature of the excursion management software.

It makes navigation easy.

The auto-routing module works on the basis of the start point or the source and the endpoint or the destination.

The auto-routing feature helps to reduce the running time of the vehicle, fuel usage, efforts of the transport manager and driver, and saves fuel, among other things.

It makes use of the algorithm ‘Smart Routing’ to find solutions automatically.

9. Smart Notifications

The Smart Notifications feature is helpful in many ways and mainly in case of emergencies.

This features school administrators and authorized teachers or staff members to send messages or notify all concerned profiles instantaneously about an emergency situation or changes in plans.

This is normally a helpful feature when school children are taken out on an excursion.

The fact that if the school is using excursion management software, then  it provides a great deal of confidence in parents.

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10. Geofencing

A geofence refers to a perimeter or a virtual fence around a physical location.

The school excursion management software employs this technology to keep track of students during excursions and manage proximity risk.

This technique does not make use of satellite communication to find the coordinates of the student(s) that has gone astray.

Instead, it keeps checking whether the students in a group are staying close to one another.

The proximity risk management program works by creating a beacon.

Typically, the instructor or the teacher accompanying the students is defined as the beacon.

A random student could also be made a beacon.

The software keeps checking whether each student in the group is close to their beacon or not.

An alarm is initiated or an alert message is sent if a student moves out of the geofence. 

11 Things about School Bus Transportation Software You Have To Experience It Yourself

School bus transportation software are gaining wide acceptance than ever before owing to the role it plays in improving the overall efficiency and convenience.

The school management, the students as well as their parents are getting benefited in one way or the other with its amazing features and options. When students can have a smooth bus journey to and from the school, parents can be assured about the safety and engage in their daily schedules with peace of mind.

School management can make the transportation services better with improved driver accountability, easy record management, and efficient risk management.

The real time bus monitoring features with GPS tracking facility is the key highlight of  school bus transportation software as the accurate GPS data analysis optimizes the safety factor of the journey. It also helps with efficient fuel usage and easily handles field trips.

Here let us have a look at the key elements and benefits of school bus transportation software you have to experience it yourself.

1. Convenient Calendar Based Scheduling: With scheduling based on calendar, a lot of data can be managed effortlessly. The trips can be created, edited, planned and rescheduled in relatively quicker period. A number of preset scenarios can be set in advance such as a half day, unexpected holiday, emergency journey and more.

The plan can be made in advance for a semester altogether or for an academic year. Also the automatic bus routing saves a lot of time which is otherwise wasted with the manual option.

2. User Friendly GPS Tracking: The entire journey of the bus can be tracked efficiently with GPS tracking facility. The RFID student tracking cards assures comprehensive insight into their routes without any hassle.

This facility is equally beneficial for school authorities, support staff and parents to keep track of their child’s location  whenever they needed by just logging in. Everyone can make sure if the bus is running on time and through the right route or not.This also reduces the waiting time for the bus and avoids the scenarios of missed buses.

3. Adapt to Schedule Changes: The changes in the schedule for a particular student can be made easily with the automatic software. If it is a one time change or a permanent change, it can be made without any trouble.

The software allows a change in the route if the student’s destination is temporarily changed, or the specific route would be suspended for a particular time if he goes for a vacation. This eliminates the need for creating an entirely new schedule. Moreover, the optimal use of resources adds a lot of value to the efficient school transport management. 

4. Efficient Driver Management: The comprehensive data base helps to keep track of the driver information such as payroll information & hire and termination dates. You can also easily check if there are any pending certifications on First Aid, TSA Clearance, CPR and validate details on annual training and license expiration regularly.

The reminder options on due dates makes the management over drivers and  other staff easy. Also the software will have a clear overview of the statistics based on driver availability, driver absenteeism, as well as allocation of driver assistants.

5. Manage Fuel Usage: The school authority can make sure that the drivers are utilizing the fuels efficiently by checking if they are following the assigned routes. They will get alerts in case the drivers deviates the bus from the scheduled routes for any other purposes.

As maps are updated frequently, driver can consider any new routes that can save fuel and avoid traffic jammed routes. Routes can be decided efficiently as time needed to cover specific routes can be calculated at ease.

6. Accurate GPS Data Analysis: A team can be assigned to have a look at the analysis of GPS data of the vehicle. The data can be used effectively for the overall improvement of the bus journey which in one way or the other helps with enhanced productivity of school transports.

Talking about the safety, this also helps to find out the nearest buses running in the route of other bus that needs an emergency assistance

7. Handle Field Trips: When a group of students go for field trips, the efficient software can make sure that the journey is safe. The right use of routes and the option to plan the trip quickly saves a lot of time.

The comprehensive digital records make it easy for handling the details such as the places to be covered, trip tickets, duration of each trip, number of trips covered in an annual year by batches and more. The additional costs during the trips can be added to separate tabs on the software which makes the financial settlement more accurate.

8. Easy Record Management: As every records based on transportation are stored and accessed from one place, the management is made really easy. This avoids the manual records on details such as driver information, vehicles details, expenditure, student list, fuel costs and more.

The lists of drivers are updated on a regular basis to avoid any clash in the schedules. The emergency contact numbers of all the students travelling in bus are maintained in the database and drivers and bus staff can access it easily at needy times.

The advanced software will also have options to take care of students with special needs by assuring optimized school bus routes, reduced on-board times, and proper management of medical reimbursements.

9. Real Time Bus Monitoring: As the advanced technology allows real time monitoring of bus, the concerned people can get the live location of the students at their comfort. This also includes the stoppage reports of the bus which helps to improve the punctuality of the bus and save potential time of  students.

As if the driver know that everybody is observing him/her, then the drivers would  be more cautious about their driving and punctuality. In advanced software, parents can have a look at the online portal at school bus hubs to get info on real time bus arrival notifications.

10. Better School Bus Maintenance: Every detail regarding the bus is available on the data base such as equipment specifications, vehicle depreciation, scheduled services due dates and inspection reports.

This makes it easy for the authority to keep track of the timely maintenance of the bus which can reduce the emergencies and downtime caused due to bus functionality.  With lowered emergency rates and penalties, school authorities can keep the budget under control.

11. Efficient Risk Management: In case, the bus went through an unfortunate breakdown, they can pass the message to  authorities within minimal time. This helps them to arrange an alternate transport  quickly, thus minimizing the waiting time of students in busy roads.

The map routes available in the data base will have details regarding the emergency centres available in the routes. Moreover, the optimized routes and engine idling gives you the exclusive benefit of contributing to improved carbon footprint.

Choose the right school bus transportation software with advanced features for your institution after taking into account your exact purpose with the software. With the right option, you can experience smarter routes, safe buses and smooth operations with your finger tips.

Msking use of this software can bring a notable improvement within a short period of time. With optimal use of buses, one can make a huge reduction in staffing and maintenance costs.

The advance software even comes with options such as live video of the bus journey so that officials can foresee the behaviour of drivers and make sure that they are driving safe.

School Bus Transportation Software – 10 Things to Note

Schools across the globe invest in automated school bus transportation solutions majorly to serve two main objectives. While the primary motive is to ensure all-time safety of its students in school bus, the other objective is to efficiently operate its fleet.

In order to lend a helping hand to schools to address these two major concerns, TrackSchoolBus offers a holistic solution in the form of school bus transportation software. The software is really useful for both school authorities as well as parents.

Here we are listing out 10 things that you must know about the indigenous school bus transportation software of TrackSchoolBus.

  1. Ensures Real-Time Safety of Students via 4 Different Apps

The TrackSchoolBus school transportation software  comes with a host of safety features that are delivered through 4 different apps. They are – the Bus Attendant App, the Parent App, the Driver Console and the Transport Manager App.

All these apps in the hands of different people concerned about the safety of students perform the primary function of ensuring real-time safety of students.

The Bus Attendant App is a holistic solution that enables bus attendants to plan every trip, receive notifications and announcements and help them assign correct pickup points to students.

Aptly named the Parent App, it is through this app that parents will be able to track the route of their wards’ school bus. They will have real-time information about the exact location of the bus. Parents can also keep a watch on the attendance of their wards through this app.

Every fleet manager of a school will find it handy to use the Transport Manager App provided by TrackSchoolBus. All in an attempt to exercise complete control over the fleet of school buses, this fleet management app can also step in to locate untracked vehicles.

The Driver Console App can be tagged as an innovative and driver-friendly offering of TrackSchoolBus. This app enables drivers to perform a number of monitoring activities like scheduling trips, planning school bus routes and keeping a watch on the speed of the bus.

  1. Use of High-End Hardware Components

You can rely on the seamless performance of the TrackSchoolBus transportation software suite as it built using high-end hardware components. This superior hardware when integrated with the state-of-the-art software leads to a robust school bus transportation software that can be tailor-made to suit your specific requirements.

  1. Easy to Install and Maintain

TrackSchoolBus vouches for the top-class quality of hardware that makes up its indigenous school bus transportation software. Leaving no room for duplicating its integration to the system, this suite demands minimal maintenance. Added to this, you can easily install this software in a jiffy.

  1. Compatibility With Various Hardware Configurations

Another significant pointer that makes the software suite of TrackSchoolBus stand out from the rest is its compatibility with different hardware configurations. Along with this feature, it is important to note that this is a very affordable solution which can be availed by different schools.

  1. Additional Security and Tracking Features

Tagged as an affordable software from TrackSchoolBus, you can avail the features of video surveillance and the built-in attendance system. Real-time notifications are the most important data points that can be helpful in averting unforeseen exigencies.

Given the scenario that your child has boarded the wrong bus or has missed the bus, you as parents will be notified about such instances.

  1. Artificial Intelligence Automates Many School Bus Transport Features

Parents and all those who are concerned about the safety of school students should be aware of the fact that TrackSchoolBus employs cutting-edge AI technologies. AI steps in to support three main transportation functions: auto allocation, auto optimization and auto routing features.

Auto Allocation is a function that permits the automatic selection of the pickup location by simply checking the residential address of a student on Google Maps.

Through Auto Optimization, school bus drivers can effectively optimize the pickup and drop points of students. This is an innovative feature that helps drivers save their efforts and time with every school trip.

The school bus transportation software from TrackSchoolBus provides the Auto Routing feature. As the name suggests, fleet managers who sign up for this software will be in a position to optimize school bus trips and routes, eventually picking the right vehicle that matches their requirement.

  1. Vehicles Benefit A Great Deal

As mentioned earlier, the school bus transportation software offered by TrackSchoolBus meets the dual demands of student safety as well as effective fleet management.

With this software in place, school administrations will be able to cut down vehicle overheads considerably. Automated fleet management techniques supported by TrackSchoolBus pave the way for reduced vehicle maintenance and fuel expenses.

In addition to improving the operational tenure of every school bus, this software can keep you away from roads having high traffic.

  1. Use of Technology Creates Goodwill

All those schools which sign up for the school bus transportation software of TrackSchoolBus can take pride in their foresightedness.

This indigenous software which promises student safety and efficient fleet management at all times can become the strongest reason for schools to have a good reputation. Parents and fleet managers would definitely want to get associated with schools which employ modern technology.

  1. A Worry-Free Alternative for Parents and Schools

Schools which sign up for the school bus transportation software offered by TrackSchoolBus will always enjoy peace of mind. They will be rest-assured that their students and vehicles are constantly under the watchful eyes of this multi-faceted software solution.

Alongside ensuring the safety of kids on board, this solution which helps in regular attendance management can be the biggest asset to every school.

  1. A Multi-Faceted Software Solution

After having learnt about the striking characteristics of the school bus transportation software offered by TrackSchoolBus, it will not be an overstatement to mention that this is an all-in-one solution.

Constantly meeting the various needs of parents, school bus drivers and fleet managers, this school bus transportation software promises a great deal of convenience coupled with student safety.

You can also substantially reduce your vehicle expenditure when you are in perfect control over the different routes, trips and pickup points. All these are the collective benefits of this school bus transportation software suite from TrackSchoolBus.

Closing Thoughts

Safety is indeed everyone’s concern, especially with kids who are expected to reach their destination on time and safely; every day. Additionally, schools face the challenge of effective fleet management when they have to employ modern means to reduce vehicle overheads and avoid mishaps.

All in an attempt to provide a workable solution to these two major concerns, TrackSchoolBus has come up with an indigenous school bus transportation software. Go for this software to be at the receiving end of a multitude of benefits.

8 Common Mistakes Everyone Makes In School Bus Transportation Software

The school bus transportation software plays a significant role in allowing school districts to enhance the transportation safety of school students. These software solutions are now the most sought-after option amid many modern-day schools.

Moreover, they aid school administrators considerably in school bus scheduling as well as routing in an effective and convenient way.

Thus, the school transportation management will be capable of scheduling the fastest as well as shortest school bus routes to make their everyday operation quicker and more affordable.

The school bus transportation softwre can assign bus stops, as well, which will help schools in choosing the pick-up stops for the staff and students, consistent with their focus on the areas.

However, some schools are not aware on how to choose the right software for their school transportation department. This makes them choose the app with some common mistakes, thus  have to use the one with less benefits.

Here are the eight common mistakes every school makes while choosing the school bus transportation application.

1. Child Reminder Alarms

One of the most common mistakes everyone does while choosing a school bus transportation software is failing to verify the Child Reminder Alarm.

The main purpose of alarm is to alert both school bus attendants as well as drivers about the kids who are still on the bus even after the trip is completed. Thereby, ensuring better safety to the kids as well as to the schools.

2. Performance Improvements

When comes to safety, school buses are an admired solution for student transportation. Therefore, these buses are supposed to offer better performance and safety to the school students boarding them.

This means that school districts are supposed to upgrade the performance as well as the safety features of their buses to make children feel comfortable and offer the peace of mind to their parents. This can be achieved only by verifying the beneficial features of school bus transportation software while choosing one.

3. GPS

One of the major purposes of using the school bus transportation app is to track the school bus and their occupants in a real time. This can be done only through the GPS or Global Positioning System.

It is vital for schools to verify whether the software comes with the most powerful and latest version of GPS. If not, either parents or schools can come across many problems in tracking the school buses.

4. Notifications

Although all school bus tracking apps come with notifications features, it is important for every school to check that the software should come equipped with as many notification features as possible.

There are several reasons when school buses gets delayed to reach the bus stops  such as traffic jam, closure of roads on a particular route, breakdown of buses, etc.

During these situations if the software does not come with the appropriate notification feature, both the school administrators, as well as the parents could not be notified in time.

Thus, school districts are supposed to know the announcement features before choosing an application.

5. Live Map

While selecting transportation software, some schools would fail to verify whether the school bus tracking software comes with a live map. This feature plays a vital role in helping both the school administrators and parents to track the real-time location of school bus.

Therefore, schools should check whether the software supports the live map to ensure the student safety as well as to make their daily school bus operations a breeze.

6. Route Scheduling

This is one of the features that some schools usually fail to check. This is because their focus will be on the student safety in school bus. Route preparation is one of the vital features of school bus transportation software that and offers time-efficient and safe travel to and from school.

Thus, the software aids school authorities in addressing the entire needs of students as well as handling different traffic conditions to choose the best route. Thus, automating school bus route scheduling will not only offer the shortest route, but also helps the school management in dipping fuel use and maintenance expenditure.

7. Parents Convenience

Most schools fail to consider the convenience of parents of their school kids by thinking only about the students’ comfort. Usually parents prefer school transportation for their children considering the fact that it is the safest mode of transportation.

These school buses are handled by the school management on a daily basis. Very frequently, in news and other media, parents find upsetting and shocking stories about school bus mishaps and accidents.

Therefore, schools are supposed to consider a school bus tracking application notifying parents and authorities about the real-time location of their child. Thus, considering the convenience of parents is very important for schools while choosing the software.

8. Radio-frequency identification Attendance

Schools should not do the mistake of ignoring the RFID student attendance feature while choosing their school bus transportation software.

This is for the reason that this feature will offer strong, safe, as well as automatic attendance management in educational institutions. With RF-Attendance system, student attendance administration turns out to be easier, more accurate, and efficient.

Surrogate attendance can be considerably minimized or eliminated.

Check out this Slideshare presentation on Two-factor Attendance present only in TrackSchoolBus apps

It automates the entire students’ registration and ID card printing, data processing on attendance server, automatic attendance recording, everyday SMS to parents, weekly as well as monthly attendance statements for teachers, reports on attendance management system, etc.

Choosing a perfect school transportation software will be quite useful and helpful to the school management, drivers, as well as to parents. Therefore, schools are not supposed to overlook any of the vital features while choosing their software.