bus-manager/busManager/docs/overview.md

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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