st01765
186 lines
4.7 KiB
Markdown
186 lines
4.7 KiB
Markdown
# Bus Portal – User Guide
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## Accessing the Bus Portal
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The bus management system is available at:
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https://busportal.echucacollege.vic.edu.au
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### Logging In
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- Log in using your **@echucacollege.vic.edu.au** email address
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- Only authorised staff accounts can access the admin system
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## Getting Access to the System
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Access to the Bus Portal is restricted.
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Normal staff **do not automatically have access** to the system.
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### Requesting Access
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- A user account must be created by an **Admin user**
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- Accounts are created using the staff member’s **@echucacollege.vic.edu.au** email address
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If you cannot log in, contact an Admin user to request access.
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### Creating a New User (Admin Only)
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1. Log in to the admin system
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2. Go to **Users**
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3. Select **Add User**
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4. Enter the staff member’s school email address
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5. Save the user and continue editing
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6. Assign the appropriate permissions and personal details
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7. Save the user
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Once created, the user will be able to log in using their school email using SSO.
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**Note:**
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Only users with Admin permissions can create or manage user accounts.
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---
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## Exporting Roll Information
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The system allows exporting of:
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- Emergency contacts
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- Bus rolls
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- Bus route details
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### Quick Export (All Routes)
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- Use the shortcut buttons in the **top-right corner** to quickly generate reports.
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- This exports all route information at once
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### Exporting Selected Buses
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1. Go to **Buses**
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2. Select one or more buses
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3. Open the **Actions** dropdown
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4. Choose **Export desired information to scoped bus routes**
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5. Download the generated file
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---
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## Viewing a Bus Roll on a Specific Date
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You can view the roll for a bus route on a past or future date.
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1. Go to **Buses**
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2. Select the required bus routes
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3. Open the **Actions** dropdown
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4. Choose **Show bus roll on date**
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5. Enter the desired date
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6. Select **Generate**
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The system will display the bus roll for the selected date.
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---
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## Sending SMS Messages
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SMS messages can be sent to parents and emergency contacts.
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### Testing SMS
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- A test SMS function is available on the **Settings** page
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### Sending SMS to Bus route traveller contacts
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1. Go to **Buses**
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2. Select one or more buses
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3. Open the **Actions** dropdown
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4. Choose **Send SMS**
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### Sending SMS to individual traveller contacts
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1. Go to **Travellers**
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2. Select one or more travellers
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3. Open the **Actions** dropdown
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4. Choose **Send SMS**
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### Message Options
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- Choose whether to send to:
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- Parents
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- Emergency contacts
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- Both
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- Enter your message and send
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**Note:**
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If the same contact appears multiple times (for example, a parent with multiple travellers), **only one SMS will be sent**.
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---
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## Creating a Traveller
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Travellers represent students who travel on a bus route.
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### Creating a New Traveller
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1. Go to **Travellers**
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2. Select **Add Traveller**
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3. Enter the traveller’s details
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4. Assign family and route information as required
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5. Select **Save**
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### Creating a Traveller by Cloning
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If a traveller belongs to the same family or uses the same route as an existing traveller, cloning can be used.
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1. Go to **Travellers**
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2. Open an existing traveller’s profile
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3. Select **Clone**
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4. Review the pre-filled details
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5. Update any information specific to the new traveller
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6. Select **Save**
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Cloning will pre-fill:
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- Family details
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- Route information
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### Active Status and Address Information
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The following fields **cannot be edited directly** on the traveller record:
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- Active status
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- Address information
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These fields are automatically managed based on:
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- Assigned route
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- Family details
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To update this information, edit the relevant **family** or **route** record instead.
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---
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## Changing or Removing a Traveller’s Bus Route
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Travellers may have one or more bus routes assigned.
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### Ending an Existing Route
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To change a traveller’s bus route or remove them from a route:
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1. Open the traveller’s profile
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2. Locate the existing route assignment
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3. Set an **End Date** on the current route
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4. Save the record
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5. Add a new route if required
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An existing route **must have an end date** before a new route is added.
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This ensures route history is preserved and avoids overlapping or conflicting assignments.
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---
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### Traveller Active Status
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A traveller is considered **active** if:
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- They have one or more routes **without an end date**, or
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- The current date falls **within the route start and end dates**
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If all assigned routes have ended, the traveller will be marked as inactive.
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---
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### Multiple Routes
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Travellers may have **multiple active routes at the same time**.
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This is supported for cases where a traveller:
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- Uses different buses on different days of the week
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- Travels on both a bus and a shuttle service
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Each route is evaluated independently based on its date range.
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