Route Optimization

RouteBot includes powerful mapping and optimization features to help you create efficient routes. This guide explains how to use these features.

Address Preparation, Route Generation, and Stop Optimization

These are separate stages of planning:

Stage What it does Where to start
Address preparation Turns an address into a map location and lets you verify its pin The student, employee, school, or company record; imported addresses are also prepared during import
Route generation Groups a roster into several services using the selected capacity and transport direction The spreadsheet start flow for student routes, or Automated Shuttle Operations in Shift Management
Stop optimization Reorders the passengers already assigned to one service and calculates its route and times Optimize on that service's map

The Optimize button on one service does not redistribute the entire roster across your fleet. Prepare and verify locations first, generate or assign services, then review each service's stop order.

Generating Several Routes

For a student spreadsheet, open app.routebot.com/start or Directory > Students > Import spreadsheet. Review the recognized roster, select the school, capacity, and direction, then inspect the proposed groups before continuing. See Getting Started.

For shift employees, use Shift Management > Automated Shuttle Operations > Create Shuttles. Review the generated shuttles, passenger assignments, drivers, and pickup times before Approve Shuttles saves them. See Shift Management.

Processing time depends on the roster, address preparation, road calculations, and requested operation. A single service's stop optimization and a full roster import or route-generation job are different operations.

Understanding the Route Map

When you open a vehicle route or personnel service, you can view a map showing all stops:

Map Elements

Element Description
School/Company Pin The destination location (usually a larger or distinct marker)
Stop Pins Each student's or passenger's pickup/drop-off location
Route Line A polyline showing the path between all stops

Accessing the Map

  1. Open a route or service
  2. Add at least one passenger to the route
  3. Click Show Map button
  4. The map displays with all locations marked

Viewing All Stops

The map provides a visual overview of your route:

Color Coding

Stops may be color-coded to indicate:

  • Normal stops (verified addresses)
  • Warning stops (potential address issues)
  • Problem stops (missing or invalid data)

Zoom and Pan

  • Use mouse scroll to zoom in/out
  • Click and drag to pan the map
  • Use map controls to reset the view

Stop Information

Click on any stop pin to see:

  • Passenger/student name
  • Address information
  • Estimated pickup time (if set)

Route Optimization

RouteBot can calculate an efficient stop order for the passengers assigned to a service.

How Optimization Works

The optimization algorithm considers:

  • Geographic positions of all stops
  • The starting point (school/company)
  • Route type (pickup or drop-off)
  • Road network and distances

Running Optimization

  1. Open the route and display the map
  2. Locate the Optimize button
  3. Click to run optimization
  4. The passenger list reorders automatically
  5. The map updates to show the new route
  6. Review the order and times, then Update the service to save them

Optimization Results

After optimization:

  • Passengers are listed in the calculated stop order
  • The route line shows the efficient path
  • Total route distance may be displayed

Note: Review the result against your operational needs. Optimization does not guarantee the mathematically shortest route or the minimum possible fleet size. You can adjust the order before saving.

Setting Individual Pickup Times

For routes with a target arrival time, you can set individual pickup times:

Automatic Time Calculation

When you set the service's arrival/departure time and optimize:

  1. RouteBot calculates travel time between stops
  2. For pickup, it works backward from arrival at the school/company; for drop-off, it works forward from departure
  3. Each stop gets an estimated pickup or drop-off time

Check these estimates and save the service after reviewing them. Turning on passenger-time display alone does not generate a new schedule.

Manual Time Entry

You can also set times manually:

  1. Find the passenger in the route list
  2. Enter their specific pickup time
  3. This time is shown to parents/passengers

Time Display

When enabled in route settings:

  • Individual times appear in the route list
  • Parents see their specific pickup time
  • Helps passengers know when to be ready

Route Visualization

The Route Polyline

The route line on the map shows:

  • The path from first stop to last
  • The route to the destination
  • Visual confirmation of the route logic

For Pickup Routes

The polyline shows:

  1. Starting from the first passenger
  2. Proceeding through each stop
  3. Ending at the school/company

For Drop-off Routes

The polyline shows:

  1. Starting from the school/company
  2. Proceeding through each stop
  3. Ending at the last passenger

Manual Route Adjustment

While optimization is powerful, you may need to make manual adjustments:

Reordering Passengers

You can manually change the order:

  1. Find the passenger in the list
  2. Drag and drop to a new position
  3. The route updates accordingly

When to Manually Adjust

Consider manual adjustments for:

  • Traffic patterns not known to the system
  • Road closures or construction
  • Special pickup requirements
  • Parent/passenger preferences
  • Time-sensitive stops

Best Practices

Before Optimization

  • Ensure all addresses are verified
  • Check the map shows correct locations
  • Verify the destination is correctly placed

After Optimization

  • Review the suggested order
  • Check for any stops that seem out of place
  • Make manual adjustments if needed
  • Save the route to keep changes

Regular Review

  • Re-optimize when adding new passengers
  • Review routes at the start of each term
  • Update for seasonal traffic changes
  • Consider splitting large routes

Address Accuracy

Optimization quality depends on accurate addresses:

Verification Importance

  • Unverified addresses may not appear correctly
  • Incorrect pins lead to suboptimal routes
  • Always check map pins for accuracy

Fixing Address Issues

  1. Open the passenger/student record
  2. Review and update the address
  3. Re-verify with "Get Location from Address"
  4. Adjust the pin if necessary
  5. Save and re-optimize the route

Tips for Efficient Routes

Geographic Grouping

  • Group nearby passengers on the same route
  • Avoid routes that crisscross large areas
  • Consider natural boundaries (rivers, highways)

Route Size

  • Keep routes at a manageable size
  • Consider vehicle capacity
  • Account for time constraints

Timing Considerations

  • Allow time for each stop
  • Build in buffer for traffic
  • Consider school bell times

Multiple Routes

For large areas:

  • Split into multiple routes
  • Assign routes to different vehicles
  • Coordinate departure times

Troubleshooting

"Map not loading"

  • Check internet connection
  • Verify all addresses are set
  • Try refreshing the page

"Optimization gives strange results"

  • Verify all addresses are correctly placed
  • Check destination location is correct
  • Remove and re-add problematic stops

"Times don't seem right"

  • Verify the arrival time is set correctly
  • Check route type (pickup vs drop-off)
  • Consider traffic conditions

Next Steps:

Last updated: October 9, 2026