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Edustream’s Transport Management module centralises your school’s entire fleet operation — from vehicle registration and driver records to route planning and per-student transport fee collection. Once you set up your routes and assign students, Edustream automatically generates transport invoices and surfaces route information to parents through the Parent Portal, reducing the volume of daily enquiries your admin team has to field. This guide walks you through every step of the process.
Transport Management is available on the Operations plan and above.

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Adding Vehicles and Drivers

Your fleet registry is the foundation of the transport module. Every vehicle must be registered before it can be assigned to a route. Navigate to Operations → Transport → Fleet and click Add Vehicle.
1

Enter vehicle details

Fill in the following fields for the bus or vehicle:
FieldDescription
Vehicle NameA friendly reference name (e.g., Yellow Bus 1, Staff Shuttle).
Plate NumberThe official vehicle registration plate.
CapacityMaximum number of student passengers the vehicle can carry.
Driver NameFull name of the assigned driver.
Driver’s Licence NumberThe driver’s valid licence number for compliance records.
Driver PhoneContact number for the driver, visible to relevant staff.
2

Set vehicle status

Set the vehicle’s current operational status to Active, Under Maintenance, or Retired. Only vehicles with an Active status can be assigned to routes.
3

Save the vehicle

Click Save Vehicle. The vehicle appears in the fleet registry and is available for route assignment.
Keep driver licence expiry dates in the notes field and set a calendar reminder to update records before expiry. Edustream does not currently enforce licence expiry dates automatically.

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Creating Routes and Stops

Routes represent the named paths your vehicles travel each day. Each route has one or more stops where students are picked up or dropped off.
1

Open the Routes tab

Navigate to Operations → Transport → Routes and click Create Route.
2

Name the route

Give the route a descriptive name that families will recognise — for example, Lagos Island Route or Ikeja Morning Run. This name appears in the Parent Portal, so keep it clear and consistent.
3

Assign a vehicle

Select the vehicle that operates this route from the fleet registry dropdown. Only Active vehicles appear here. A vehicle can be assigned to more than one route if it operates different runs (e.g., morning and afternoon).
4

Add stops

Click Add Stop to build the route’s stop list in sequence. For each stop, enter:
  • Stop Name — the landmark or street corner (e.g., Ozumba Mbadiwe Junction).
  • Pickup Time (Morning) — the scheduled time the bus arrives at this stop.
  • Drop-off Time (Afternoon) — the scheduled return time, if applicable.
Repeat this step until all stops along the route are added. You can drag stops to reorder them.
5

Save the route

Click Save Route. The route is now active and ready for student assignments.

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Assigning Students to Routes

With routes created, you can assign individual students to the stop they board the bus from.
1

Open the student's profile

Navigate to Students → All Students, search for the student, and open their profile. Click the Transport tab.
2

Click Assign Route

Click Assign Route and select the relevant route from the dropdown.
3

Select the boarding stop

Choose the stop that corresponds to the student’s home area. This stop is displayed to the parent in the Parent Portal.
4

Save the assignment

Click Save. The student now appears in the route’s passenger list and is queued for transport fee invoicing.
If a student is already assigned to a different route, assigning them to a new route will automatically remove them from the previous one. Their old transport invoice will not be cancelled automatically — review Finance → Invoices to make any necessary adjustments.

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Transport Fee Generation

Edustream can automatically generate transport invoices for every student assigned to a route, saving you from manually billing each family.
1

Create a transport fee template

Go to Finance → Fee Templates and click New Template. Set the category to Transport, name it (e.g., Term 1 Transport Fee – Lagos Island Route), and enter the amount. You can create different templates for different routes if fees vary by distance.
2

Link the template to a route

Open the route under Operations → Transport → Routes and click Fee Settings. Select the applicable fee template from the dropdown and choose the billing term.
3

Generate invoices

Click Generate Invoices. Edustream creates one transport invoice per assigned student and posts it to their finance ledger. Parents can see and pay the invoice from the Parent Portal.
Transport fee invoices are separate from tuition and hostel fee invoices. Families receive an itemised ledger in the Parent Portal showing each fee category individually.

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Fleet Status and Driver Management

Keep your vehicle records up to date from the fleet registry. Navigate to Operations → Transport → Fleet to see all vehicles and their current status at a glance. Click any vehicle to:
  • Update the driver’s name, phone number, or licence details.
  • Change the vehicle’s operational status (e.g., mark it as Under Maintenance when it is off the road).
  • View the route or routes the vehicle is assigned to.
  • See the current passenger count versus seating capacity.
When a vehicle is marked Under Maintenance, it is highlighted in amber on the fleet dashboard so dispatch staff can quickly spot capacity issues and arrange cover vehicles.

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Parent Visibility in the Parent Portal

Parents do not need to call the school to find out which bus their child takes. Once a student is assigned to a route, the Parent Portal automatically displays:

Assigned Route

The full name of the route their child is on, along with the vehicle name and driver’s contact number.

Boarding Stop

The specific stop where their child boards and alights, with the scheduled morning and afternoon times.

Transport Invoice

The current term’s transport fee status — paid, outstanding, or partially paid — with a link to make payment.

Route Stop List

The full ordered list of stops on the route so parents know the bus sequence and can estimate arrival times.