# Bus Portal – User Guide

## Accessing the Bus Portal

The bus management system is available at:

https://busportal.echucacollege.vic.edu.au

### Logging In
- Log in using your **@echucacollege.vic.edu.au** email address
- Only authorised staff accounts can access the admin system

## Getting Access to the System

Access to the Bus Portal is restricted.

Normal staff **do not automatically have access** to the system.

### Requesting Access
- A user account must be created by an **Admin user**
- Accounts are created using the staff member’s **@echucacollege.vic.edu.au** email address

If you cannot log in, contact an Admin user to request access.

### Creating a New User (Admin Only)
1. Log in to the admin system
2. Go to **Users**
3. Select **Add User**
4. Enter the staff member’s school email address
5. Save the user and continue editing
6. Assign the appropriate permissions and personal details
7. Save the user

Once created, the user will be able to log in using their school email using SSO.

**Note:**  
Only users with Admin permissions can create or manage user accounts.

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## Exporting Roll Information

The system allows exporting of:
- Emergency contacts
- Bus rolls
- Bus route details

### Quick Export (All Routes)
- Use the shortcut buttons in the **top-right corner** to quickly generate reports.
- This exports all route information at once

### Exporting Selected Buses
1. Go to **Buses**
2. Select one or more buses
3. Open the **Actions** dropdown
4. Choose **Export desired information to scoped bus routes**
5. Download the generated file

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## Viewing a Bus Roll on a Specific Date

You can view the roll for a bus route on a past or future date.

1. Go to **Buses**
2. Select the required bus routes
3. Open the **Actions** dropdown
4. Choose **Show bus roll on date**
5. Enter the desired date
6. Select **Generate**

The system will display the bus roll for the selected date.

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## Sending SMS Messages

SMS messages can be sent to parents and emergency contacts.

### Testing SMS
- A test SMS function is available on the **Settings** page

### Sending SMS to Bus route traveller contacts
1. Go to **Buses**
2. Select one or more buses
3. Open the **Actions** dropdown
4. Choose **Send SMS**

### Sending SMS to individual traveller contacts
1. Go to **Travellers**
2. Select one or more travellers
3. Open the **Actions** dropdown
4. Choose **Send SMS**

### Message Options
- Choose whether to send to:
  - Parents
  - Emergency contacts
  - Both
- Enter your message and send

**Note:**  
If the same contact appears multiple times (for example, a parent with multiple travellers), **only one SMS will be sent**.

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## Creating a Traveller

Travellers represent students who travel on a bus route.

### Creating a New Traveller
1. Go to **Travellers**
2. Select **Add Traveller**
3. Enter the traveller’s details
4. Assign family and route information as required
5. Select **Save**

### Creating a Traveller by Cloning
If a traveller belongs to the same family or uses the same route as an existing traveller, cloning can be used.

1. Go to **Travellers**
2. Open an existing traveller’s profile
3. Select **Clone**
4. Review the pre-filled details
5. Update any information specific to the new traveller
6. Select **Save**

Cloning will pre-fill:
- Family details
- Route information

### Active Status and Address Information

The following fields **cannot be edited directly** on the traveller record:
- Active status
- Address information

These fields are automatically managed based on:
- Assigned route
- Family details

To update this information, edit the relevant **family** or **route** record instead.

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## Changing or Removing a Traveller’s Bus Route

Travellers may have one or more bus routes assigned.

### Ending an Existing Route

To change a traveller’s bus route or remove them from a route:

1. Open the traveller’s profile
2. Locate the existing route assignment
3. Set an **End Date** on the current route
4. Save the record
5. Add a new route if required

An existing route **must have an end date** before a new route is added.

This ensures route history is preserved and avoids overlapping or conflicting assignments.

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### Traveller Active Status

A traveller is considered **active** if:
- They have one or more routes **without an end date**, or
- The current date falls **within the route start and end dates**

If all assigned routes have ended, the traveller will be marked as inactive.

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### Multiple Routes

Travellers may have **multiple active routes at the same time**.

This is supported for cases where a traveller:
- Uses different buses on different days of the week
- Travels on both a bus and a shuttle service

Each route is evaluated independently based on its date range.

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