Create trips
Understand how daily trips are generated automatically, how to add a trip by hand, and how a trip moves from scheduled to completed.
A trip is one run of a route on a specific day — for example North Line — Morning, on Monday. Most trips are created automatically for you. You only create a trip by hand for exceptions, such as a make-up day.
Who this is for
Administrators and transport coordinators who oversee daily bus operations.
How daily trips are generated automatically
You don't add trips one by one. The system creates them for you:
- Every school day, a trip is created for each active route, ready to run.
- Trips are created for the school's working days only, and holidays and closures are skipped automatically.
- Each trip starts already filled in with the route's default vehicle and crew, its stops, and the students assigned to it. These details are captured as a snapshot, so the trip's record stays accurate even if you change the route later.
- A trip is created only once per route per day — you'll never get duplicates.
What you need for trips to appear
A route only produces trips when it is active and has stops (and usually students). Make sure the route is set up before you expect its trips to show up.
Trip statuses
| Status | Meaning |
|---|---|
| Scheduled | The trip has been created and is waiting to start. |
| In progress | The crew has started the trip; it's running now. |
| Completed | The trip has finished — either marked complete, or completed automatically once every student has been accounted for. |
| Cancelled | The trip will not run (for example, an unplanned closure). |
Create a trip manually
Use this for a day that wouldn't normally have a trip — a Saturday make-up class, an exam day, or a special outing.
Open Trips
Go to Transport → Trips, then click Add trip.
Fill in the trip details
| Field | Required | Notes |
|---|---|---|
| Route | Yes | The route to run. Its stops and students are copied onto the trip. |
| Service date | Yes | The day the trip runs. |
| Vehicle | No | Overrides the route's default vehicle for this trip only. |
| Driver | No | Overrides the route's default driver for this trip only. |
| Assistant | No | Overrides the route's default assistant for this trip only. |
If the vehicle or crew you pick is already busy on another trip at that time, you'll see a warning so you can choose someone else.
Save
The trip is created with the status Scheduled, ready for the crew to start.
One trip per route per day
You can't create a second trip for the same route on the same day. If a trip already exists, open that one instead.
Run a trip
A trip moves through its life like this:
Start the trip
When the bus sets off, the driver or assistant starts the trip. Its status changes to In progress and the start time is recorded.
Mark attendance along the way
As the bus reaches each stop, the crew marks who boarded or was dropped off. See Trip attendance for the full flow.
Finish the trip
The trip is completed — either automatically once every student has been accounted for, or by the crew tapping complete. The end time and any delay are recorded.
Change the crew on a trip
If the usual driver, assistant, or vehicle isn't available for a single day, change the crew on that one trip without touching the route:
- Open the trip from Transport → Trips.
- Choose Change crew.
- Pick a different driver, assistant, or vehicle. People or vehicles already busy at that time are flagged.
The route's defaults are unchanged, so tomorrow's trip goes back to the usual crew.
Cancel a trip
If a trip won't run — for example an unexpected closure — open it and cancel it, adding a short reason. A cancelled trip can't be restarted; create a new trip if needed.
Common use cases
- Normal day — do nothing; trips appear automatically.
- Saturday make-up day — create a trip manually for that date.
- Driver off sick — change the crew on the affected trips.
- Snow day — cancel the day's trips with a reason.