Routes - Managing Deletion and De-activation

Overview

Routes in RollCall are critical components of your transport data history. Deleting or modifying them should be done with extreme caution, as these changes are permanent and cannot be undone. Deleted routes eliminate all associated data, such as stop sequences, bookings, and bus check records, which may affect historical reporting capabilities.

Because route records can be linked to historical trip activity, we strongly recommend archiving or deactivating routes rather than deleting them.

Recommended Practices

Option 1: Archive the Route

If you want to retain route data for reporting but hide it from operational views:

1. Create an Event Group called "Z_Archive" (the "Z" helps sort the group to the bottom of lists).

2. Ensure no event group options are checked.

3. Move the route to this archive group via the Edit Route tab in the Route Actions screen.

Routes in archived groups:

• Will not display for drivers or parents.

• Are hidden from the dashboard and transport screens (unless filters are adjusted).

• Remain fully accessible for administrative reporting.

Option 2: Mark the Route as Inactive

If the route is no longer in use and reporting is unnecessary:

1. In the Edit Route tab of the Route Actions screen, uncheck the “Active” checkbox.

2. Inactive routes will be:

   • Removed from future bus dates and bookings.

   • Hidden from active transport workflows.

   • Restorable at any time by rechecking the “Active” checkbox.

State Record Retention Requirements

All clients are advised to consult relevant State or Territory regulations regarding student transport records. Even if your jurisdiction does not require the creation of transport records, it may mandate their retention once created.

Always generate and save all relevant reports before deleting any route that was previously in use.

How-To Guide

To Make a Route Inactive

1. Go to Route Settings.

2. Navigate to the Edit Route tab in the Route Actions screen.

3. Uncheck the Active box.

To Archive a Route

1. Create an event group called "Z_Archive" with no options selected.

2. In the Edit Route tab, assign the route to this event group.

To Delete a Route (inactive/unused routes only)

1. In the Route List, turn off the “Active” filter to view inactive routes.

2. Navigate to the Edit Route tab for the desired route.

3. Click Delete.

Still Need Help?

If you're unsure which action is best for your situation or need help preparing reports before deleting routes, please contact the RollCall Support Team:

? support@rollcall.com.au