Managing Long-Term Bus Bookings in RollCall

Modified on Thu, 14 Nov at 1:40 PM

Introduction

This guide explains how to manage long-term bus bookings in the RollCall system. Long-term bookings are used for assigning students to transport routes over extended periods, typically for multiple weeks, months, or an entire term/year.

Understanding Long-Term Bookings

"Booking" in RollCall refers to assigning/allocating students to transport routes over longer time periods. These bookings:

Usually have a repetitive pattern of use
Help guarantee seats for students who use transport regularly
Assist with provisioning transport and managing utilisation

Making Long-Term Bookings in the Admin Console

Before you begin: You need to have added the bus dates for this route for the bookings to work.

School Admin users can make long-term bookings through multiple methods:

1. Individual Student Bookings

Open the Student record from the Student Settings screen
Select the Bus Bookings Tab
Select the event group (AM/PM)
Choose the Route and Stop
Select the booking period by using the calendar drop down
Select Apply
Choose the pattern of bookings
Click Apply

2. Bulk Student Allocation Bookings - Book multiple students onto the bus at once

Open the Routes Screen
Select the route you want to book students on by pressing "ACTIONS"
Select the "Assign Students" Tab
Drag the students from the left panel into the desired stops on the right panel
Click "Assign Students"
Make any customisations to the pattern of the booking
Select a Start Date and End Date for the booking

Making Long-Term Bookings in the Parent App

Before you begin: The school must provide access to the Bookings tab (via RollCall Support) and have added a valid Booking period in their system for parents to access Long-Term bookings feature

Parents can make long-term bookings through the Bookings feature in the Parent App:

Go to the Bookings screen
Select the + button in the top right corner
Select Student and Period
Select Apply
Select Add New Stop
Select Group (AM/PM), Bus, and Stop
Select date range
Select Save button
Once all Booking selections have been made, select Confirm
Select Yes

Note: Repeat steps 5-8 to create another Bus Booking, e.g., for PM (afternoon bus)

Important: If a bus is at full capacity for any given date, parents will not be able to book their child to it for that date

Confirmation and Visibility

Once a booking is made, it will be visible in the Transport screen for admin users
Parents will receive a confirmation email for bookings made through the Parent App
Parents can view their bookings in the app and web portal
In the web portal, parents can view all bookings for the calendar year

Managing Existing Bookings

Reviewing Bookings

Use the "Student Transport Report" for detailed booking information
The Transport screen displays passenger manifests for each event
Each Student's record (Bus bookings tab) displays a calendar of student bookings

Removing Bookings

Only admins can remove a pattern or period of bus bookings for a student:

Go to the Student Settings Screen
Open the Student record
Select Bus Bookings Tab
Select the event group
Choose "No Bus" and "No Stop"
Select the period to remove the bus bookings from
Select Apply
Choose the pattern of bookings to REMOVE
Click Apply

Key Considerations

Long-term bookings are ideal for regular, recurring travel patterns
They help with managing bus capacity and utilization
Admin users have full flexibility in managing bookings for all students
Parents can only make bookings for their own children
Parent access to bookings can be controlled by the RollCall provider

Need Help?

If you have any questions about long-term bus bookings, please contact our support team at [email protected].