STEP 01
07:52:14
Speed crosses the route limit
The limit on that stretch of the service road is set to 40 km/h in the route master. The vehicle reaches 58 km/h with 33 students on board.
Recorded speed58 km/h
Route 07 liveStop doneBus
Buses running0
On board0
Running late0
Open alerts0
Modules · transport and GPS tracking
School Transport Management System that tracks the child, not just the bus
A dot on a map tells a parent where the vehicle is. It does not tell them whether their daughter actually got on it. Educare365 records the boarding scan against the student, sends the parent the stop and the time, and keeps the route, the driver, the vehicle papers and the transport fee on the same record the school already runs.
7:30Depot · trip starts
7:42IRC Village · 9 boarded
7:48Jaydev Vihar · 11 boarded
7:55Saheed Nagar · 10 boarded
8:04Rasulgarh · 8 boarded
8:15School gate · 38 in
Quick answer
What Is a School Transport Management System?
Tear off a coupon to read a different part of the answer.
EDUCARE365 · MODULE
ROUTE 07
The short definition
A school transport management system manages routes, stops, vehicles and drivers, allocates students to a route and stop, tracks the vehicle live by GPS, records which student boarded and alighted at which stop, alerts parents, monitors vehicle documents and driving behaviour, and bills transport fees.
Every item on that list already exists in most schools. It is spread across a route chart on a notice board, a driver's register, a parents' WhatsApp group and the accountant's spreadsheet. The system's job is to put them on one record so they agree with each other.
Routes & stopsLive GPS
Boarding
scan
ComplianceTransport fee
What it actually manages
Five records, kept in one place. Routes and stops with timings and the students allotted to each. Vehicles with seats, fitness, insurance, permit and PUC. Drivers and attendants with licence, police verification and medical check. Trips — the live location, the stop ETA, the boarding and alighting scans. Money — the transport fee by route or distance slab, raised on the same ledger as tuition.
Because they share one database, a student who changes stop in October changes the route list, the attendant's scan list and the fee in the same action.
Route masterVehicle master
Driver
records
Trip logFee head
A GPS tracker vs this
A standalone GPS vehicle tracking system answers one question: where is the vehicle. That is useful, and Educare365 does it — live position, speed, stop ETA, route deviation, trip playback.
What it cannot answer is the question a parent asks at 7:45 in the morning: did my child get on. For that, the vehicle has to know who boarded, which means the student roll has to live in the same system. A tracker bought separately never has it, so the answer stays a phone call to the class teacher.
Tracker: where is the busThis: who is on the bus
Why it sits inside the ERP
The transport module shares the student record with admission, attendance, fees and the parent app. A boarding scan can therefore reconcile against class attendance the same morning, a transport fee can sit as its own head on the tuition ledger, and a student who leaves transport mid term is billed pro rata without anyone retyping a name.
It also means one app for the parent — attendance, homework, fees and the morning bus in the same place, rather than a second login nobody remembers.
One student recordOne parent appOne fee ledger
The same trip, three screens
GPS Vehicle Tracking System With Live Stop ETAs
Route 07 is running right now. Switch between the people watching it — the parent at home, the transport in charge in the office, and the attendant on the bus. One trip, one set of data, three very different screens.
Fleet · this morning
18 running642 on board
1
alert
| Vehicle & route | Status | Speed | On board | ETA school |
|---|---|---|---|---|
| Bus 07 · Nayapalli loop | Running | 32 km/h | 38 | 8:15 |
| Bus 12 · Patia loop | Running | 28 km/h | 41 | 8:18 |
| Bus 03 · Old Town | Delayed | 11 km/h | 29 | 8:27 |
| Bus 18 · Chandrasekharpur | Running | 36 km/h | 44 | 8:12 |
| Bus 21 · Khandagiri | Overspeed | 58 km/h | 33 | 8:09 |
The office sees every vehicle on one list — status, speed, students on board and the arrival time at school, with the exception highlighted instead of hidden.
Bus 07 · to school7:44 AM
Your stopIRC Village
Arriving in4 min
DriverS. Pradhan
✓ Aarav boarded Bus 07 at IRC Village · 7:42 AM
Bus is 2 stops away from school · ETA 8:15 AM
The parent sees only their own child's bus — the ETA for their stop, and the scan that confirms the child is actually on board.
Attendant · Bus 07Trip 1 · morning
Next stopJaydev Vihar7:48 AM · 12 students · 1 marked absent today
DM
Diya Mohanty
X-A · card
scanned
✓
MB
Manas Behera
VII-A · card
scanned
✓
RS
Rohit Sahoo
VI-C ·
waiting
—
SP
Sneha Panda
IX-B ·
waiting
—
The attendant sees who is expected at the next stop and scans them in. Anyone left unscanned when the bus pulls away is flagged automatically.
The differentiator
School Bus Tracking App With Student Boarding and Alighting Scans
Follow one student through one day. Every card is a scan, and every scan is a message a parent did not have to ask for. Tap a card to see what went to the phone.
7:42 AM
🚍
Boarded · IRC Village
Attendant scans the RFID card on Aarav's student ID as he steps on. The stop and the time are recorded against him, not against the vehicle.
See the parent's alert →
“Aarav Rao boarded Bus 07 at IRC Village, 7:42 AM.”
8:15 AM
🏫
Alighted · school gate
Second scan at the gate closes the morning leg. The transport record and the class attendance register are compared the same morning.
See the parent's alert →
“Aarav reached school and got off Bus 07 at 8:15 AM.”
3:30 PM
🎒
Boarded · school gate
Evening trip begins. A student who is going home with a parent instead is marked before the bus leaves, so no one is counted twice.
See the parent's alert →
“Aarav boarded Bus 07 for the return trip, 3:30 PM.”
4:06 PM
🏠
Alighted · IRC Village
Final scan at the home stop. The day's loop is complete and the trip closes with every student accounted for at both ends.
See the parent's alert →
“Aarav got off at IRC Village, 4:06 PM. Trip closed.”
What a map dot saysBus 07 was near IRC Village at 7:42 AM. Whether a particular child
is inside it is an assumption, and on the one morning it matters, the assumption is wrong.
What a boarding scan saysAarav Rao boarded Bus 07 at IRC Village at 7:42 AM — and Rohit
Sahoo did not. The second half of that sentence is the reason the module exists.
Safety & driving behaviour
Vehicle Tracking Software With Overspeed, Deviation and SOS Alerts
Vehicle tracking software earns its place the morning something goes wrong. Here is one real-shaped overspeed event on Bus 21, replayed from the trip history — scroll the strip to move through it.
STEP 02
07:52:20
Alert raised, not logged quietly
Six seconds later the transport in charge gets an alert naming the vehicle, the driver on duty, the exact location and the speed. The principal's dashboard shows it too.
NotifiedTransport in charge · Principal
STEP 03
07:54
Office calls the attendant
One call from the office, made while the bus is still on that stretch rather than at the end of the day. Speed is back to 38 km/h within two minutes.
Speed after call38 km/h
STEP 04
07:58
Acknowledged and closed
The alert is closed with a note, which attaches to the driver's record rather than disappearing into a chat. Nothing depends on anyone remembering it.
StatusClosed with note
STEP 05
Same day
Pattern becomes visible
The driver's behaviour score updates. This is the third overspeed event on that route this month, so the pattern surfaces at the monthly transport review instead of after an incident.
Events this month3
⚡Overspeed by route and stretch
↩️Route deviation
⏸️Unusually long halt
🔴Harsh braking and acceleration
🚨SOS from driver or attendant
⏪Full trip history playback
🕗Late start from depot
Fleet, drivers & money
Transport Management System Software for Vehicles, Drivers and Fees
Each vehicle carries a passport — its papers, its people and its fee slab. The papers only become urgent on the day an inspector asks for them, or the day one has quietly expired.
OD 02 AX 4417
Bus 07 · 42 seats · Nayapalli loop
Insurance
18 Nov
41
days
PUC certificate
22 Oct
14
days
Fitness certificate
09 Feb 28 Valid
Permit
31 Mar 28 Valid
Driver · S. Pradhan
Licence Valid
OD 02 BZ 9120
Bus 12 · 36 seats · Patia loop
Fitness certificate
03 Nov
26
days
Insurance
14 Jun 27 Valid
PUC certificate
20 Jan 27 Valid
Permit
30 Sep 27 Valid
Attendant · B. Jena
Police verification 22 days
OD 02 CF 7703
Bus 18 · 50 seats · Chandrasekharpur
Insurance
02 Aug 27 Valid
PUC certificate
11 Apr 27 Valid
Fitness certificate
27 Dec 27 Valid
Road tax
31 Mar 28 Valid
Driver · K. Sahu
Medical check Valid
Transport fee by distance slab
The slab is set once per route or distance band. From then on the transport fee is raised as its own head on the same student ledger as tuition — nothing is collected in a separate register. Pick a slab to see how it bills.
Two way · per month
₹900
One way · per month
₹540
Term · 10 months, two way
₹9,000
One way is billed at 60% of the two way slab. A student joining or leaving transport mid term is billed pro rata from the month of the change, and occupancy by route is reported so an underused bus is visible before the next session.
How a route goes live in Educare365
Four steps, usually one working session per route for the first few and minutes each after that.
1
Build routes and stops
Enter each route with its stops, the pick-up and drop timings and the distance slab that will drive the fee.
2
Allocate students
Assign students from the existing roll to a route, a stop and a seat. No one is retyped — they already exist in the student record.
3
Connect the vehicle
Pair a GPS device or install the driver app, then map the vehicle, the driver and the attendant to that route.
4
Run the trip
The attendant scans students in, parents start receiving alerts and stop ETAs, and the office watches the fleet on one live list.
Questions Institutes Ask
Frequently Asked Questions About Transport & GPS Tracking
The questions transport in charges and principals ask us before a demo.
A school transport management system manages routes, stops, vehicles and drivers, allocates students to a
route and stop, tracks the vehicle live by GPS, records which student boarded and alighted at which stop,
alerts parents, monitors vehicle documents and driving behaviour, and bills transport fees. The difference
from a plain fleet tracker is that it tracks the child as well as the bus.
Either a GPS device wired into the vehicle or the driver app running on an Android phone will report
location to the GPS vehicle tracking system. A fitted device is steadier for schools that own their buses,
while the driver app suits contracted vehicles that change through the year. Both feed the same live map
and the same alerts.
The attendant scans an RFID card or QR on the student's ID as they board and again as they alight. The
parent gets a notification naming the stop and the time — for example boarded Bus 07 at IRC Village, 7:42
AM — so presence is recorded against the child, not assumed from the bus being at the stop.
Yes. Parents see only their child's bus, its position on the map and the estimated arrival at their own
stop, with the ETA recalculating as the trip runs. An alert goes out when the bus is a few minutes away,
so children are not waiting at the roadside.
Yes. The vehicle tracking software sets speed limits per route, and an overspeed event alerts the
transport in charge with the location and time. Leaving the defined route, unusually long halts and harsh
braking also raise alerts, and the whole trip can be replayed later from history.
Yes. Fitness certificate, insurance, permit, PUC and road tax are held per vehicle with expiry reminders
in advance, and driver and attendant records carry licence number, expiry, police verification and medical
check, so nothing lapses without warning.
Transport fee is set by route, stop or distance slab and raised as its own head on the same student fee
ledger as tuition, with one way or two way options and mid-term joining and leaving handled pro rata.
The driver or attendant raises an SOS from the app, which alerts the transport in charge and the school
office immediately with the vehicle's current location. Parents of students on that trip can be notified
in one action, and a replacement vehicle can be assigned to the remaining stops.
Start with one route
Give us one route and we'll put it on the map
Send us a single route — the stops, the timings and the students on it. We will set it up in Educare365 and walk your transport in charge and two parents through a live morning trip, on your own data.