Managing Schools

Schools in RouteBot represent the destinations for student transportation. Each school has a location that serves as the pickup or drop-off point for your bus routes.

What is a School?

A School in RouteBot is the central location where students are transported to and from. It includes:

  • The school's official name and short name
  • Physical address and map location
  • Contact information
  • Settings for features like QR code attendance tracking
  • Report configuration

Accessing Schools

  1. Click Clients in the main navigation
  2. Select the Schools tab
  3. You'll see a list of all schools in your system

Creating a New School

To add a new school to RouteBot:

  1. Click the Create New School button
  2. Fill in the required information:

Basic Information

Field Description Required
Official Name The full official name of the school Yes
Short Name An abbreviated name for display in lists Yes

Location

The school's location is critical for route planning:

  1. Enter the school's address in the address field
  2. Click Get Location from Address to geocode the address
  3. Verify the pin appears in the correct location on the map
  4. If needed, drag the pin to adjust the exact location

Important: An accurate school location is essential for route optimization and arrival time calculations.

Optional Settings

Depending on your plan and features, you may see additional options:

Setting Description
QR Code Usage Enable QR code scanning for student attendance
Send Reports Automatically send daily/weekly reports
Report Email Email address to receive automated reports
Phone Number for App Contact number displayed in the mobile app
Distance to Arrive Distance threshold (in km) for "arrived at school" notifications

Saving

Click Create to save your new school. You can edit these details at any time.

Editing a School

To modify an existing school:

  1. Go to Clients > Schools
  2. Click on the school you want to edit
  3. Update the desired fields
  4. Click Update to save changes

School Settings Explained

QR Code Usage

If enabled, RouteBot can track student attendance using QR codes:

  • Not Used - QR code feature is disabled
  • On Vehicle Entry - Scan when students board the bus
  • On Vehicle Exit - Scan when students exit the bus
  • Both - Scan on both entry and exit

Send Reports

When enabled, RouteBot automatically sends summary reports:

  • Daily route completion reports
  • Student attendance summaries
  • Any exceptions or issues

Enter the email address where you want to receive these reports in the Report Email field.

Distance to Arrive

This setting determines when the system considers a vehicle to have "arrived" at the school:

  • Default is 0.5 km
  • Range is 0.1 to 5 km
  • A smaller value requires vehicles to be closer to trigger arrival notifications

Deleting a School

Warning: Deleting a school will affect all students, routes, and data associated with it. Consider carefully before deleting.

To delete a school:

  1. Open the school details
  2. Scroll to the bottom
  3. Click Delete
  4. Confirm the deletion when prompted

Best Practices

Naming Conventions

  • Use the official school name for the Official Name field
  • Create a short, recognizable abbreviation for the Short Name (e.g., "Lincoln Elementary" → "Lincoln" or "LE")

Location Accuracy

  • Always verify the map pin is in the correct location
  • For schools with multiple entrances, place the pin at the main bus loading area
  • The location affects route optimization and timing calculations

Multiple Schools

If you manage transportation for multiple schools:

  • Create a separate school entry for each location
  • Use distinct short names to easily identify each school
  • Students and routes will be associated with specific schools

Next Steps:

Last updated: March 23, 2026