> ## Documentation Index
> Fetch the complete documentation index at: https://help.edustream.ng/llms.txt
> Use this file to discover all available pages before exploring further.

# Transport Management: Fleet, Routes, and Student Buses

> Register buses, build named pickup routes, assign students to routes, auto-generate transport invoices, and let parents track their child's bus.

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.

<Info>
  Transport Management is available on the **Operations plan and above**.
</Info>

***

## 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**.

<Steps>
  <Step title="Enter vehicle details">
    Fill in the following fields for the bus or vehicle:

    | Field                       | Description                                                        |
    | --------------------------- | ------------------------------------------------------------------ |
    | **Vehicle Name**            | A friendly reference name (e.g., *Yellow Bus 1*, *Staff Shuttle*). |
    | **Plate Number**            | The official vehicle registration plate.                           |
    | **Capacity**                | Maximum number of student passengers the vehicle can carry.        |
    | **Driver Name**             | Full name of the assigned driver.                                  |
    | **Driver's Licence Number** | The driver's valid licence number for compliance records.          |
    | **Driver Phone**            | Contact number for the driver, visible to relevant staff.          |
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the vehicle">
    Click **Save Vehicle**. The vehicle appears in the fleet registry and is available for route assignment.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

***

## 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.

<Steps>
  <Step title="Open the Routes tab">
    Navigate to **Operations → Transport → Routes** and click **Create Route**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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).
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the route">
    Click **Save Route**. The route is now active and ready for student assignments.
  </Step>
</Steps>

***

## Assigning Students to Routes

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

<Tabs>
  <Tab title="Assign One Student">
    <Steps>
      <Step title="Open the student's profile">
        Navigate to **Students → All Students**, search for the student, and open their profile. Click the **Transport** tab.
      </Step>

      <Step title="Click Assign Route">
        Click **Assign Route** and select the relevant route from the dropdown.
      </Step>

      <Step title="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.
      </Step>

      <Step title="Save the assignment">
        Click **Save**. The student now appears in the route's passenger list and is queued for transport fee invoicing.
      </Step>
    </Steps>
  </Tab>

  <Tab title="Bulk Assign Students">
    <Steps>
      <Step title="Open the route">
        Go to **Operations → Transport → Routes** and click the route name.
      </Step>

      <Step title="Click Bulk Assign">
        On the route detail page, click **Bulk Assign Students**.
      </Step>

      <Step title="Search and select students">
        Use the search and filter panel to find students by class, section, or name. Check the box next to each student you want to assign to this route.
      </Step>

      <Step title="Choose a default stop">
        Select a default boarding stop for the batch. You can edit individual stops after assignment if students board from different locations.
      </Step>

      <Step title="Confirm the assignment">
        Click **Assign Selected**. All selected students are added to the route and will receive transport invoices in the next billing cycle.
      </Step>
    </Steps>
  </Tab>
</Tabs>

<Warning>
  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.
</Warning>

***

## Transport Fee Generation

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

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Note>
  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.
</Note>

***

## 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.

<Tip>
  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.
</Tip>

***

## 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:

<CardGroup cols={2}>
  <Card title="Assigned Route" icon="route">
    The full name of the route their child is on, along with the vehicle name and driver's contact number.
  </Card>

  <Card title="Boarding Stop" icon="map-pin">
    The specific stop where their child boards and alights, with the scheduled morning and afternoon times.
  </Card>

  <Card title="Transport Invoice" icon="file-invoice">
    The current term's transport fee status — paid, outstanding, or partially paid — with a link to make payment.
  </Card>

  <Card title="Route Stop List" icon="list-ol">
    The full ordered list of stops on the route so parents know the bus sequence and can estimate arrival times.
  </Card>
</CardGroup>