Casual Traveller Exception Management (Transport Screen)

Purpose

This functionality defines the Casual Traveller Exception  displayed in the RollCall Transport Screen and outlines the process for correcting it. It ensures that students who regularly use bus transport are accurately recorded as Bus Travellers. This supports correct parent engagement, clean transport data management, and enables RollCall providers to collect bus fees effectively through RollCall.

User Roles

• School Admin

• RollCall Support

Key Concepts

Casual Traveller Exception

An exception shown in the Transport Screen when a student's booking option is set to Casual instead of Bus Traveller.

Bus Traveller

A student whose booking option is set to Bus Traveller, indicating they are a regular user of school transport.

Booking Option

A setting in the Student Record that determines whether a student is a Casual or Bus Traveller.

Exception Column

A column in the Transport Screen that displays transport data issues requiring attention, such as Casual Traveller Exception or Wrong Stop.

Functionality Details

Process Overview

The Casual Traveller Exception is corrected by updating a student's booking option from Casual to Bus Traveller. This can be done individually in the Transport Screen or in bulk using the Student Update upload feature.

Steps

Correcting the Casual Traveller Exception Individually

1. Navigate to the Transport Screen.

2. Locate students with the Casual Traveller Exception.

3. Click the student’s name (opens Student Record in a new browser tab).

4. In the Student Record:

   • Change Booking Option from Casual to Bus Traveller.

   • Click Save.

5. Return to the Transport Screen and repeat for other affected students.

Note: The exception will remain in historical records but will not reappear in future bus runs.

Correcting the Casual Traveller Exception in Bulk

1. Run a Student Transport Report to identify students using the bus but set as Casual.

2. Compare with the Student Report to confirm which students should be Bus Travellers.

3. Prepare a Student Update file with booking option set to Bus Traveller.

4. Import the Student Update file using RollCall’s Admin tools.

Recommended for larger groups of students (e.g., 50+).

Rules and Constraints

• Only update booking options with school approval.

• The Exception Column should be kept clean for critical exceptions.

• Historical exceptions remain visible in reports and transport history.

• Updating the booking option prevents the exception from appearing in future bus runs.

Interactions with Other Features

Parent Engagement

Setting a student to Bus Traveller ensures their parents can be engaged through RollCall for communication and transport fee payments.

Transport Screen

Keeping the Exception Column clear improves visibility of important transport issues (e.g., Wrong Stop exceptions).

Common Use Cases

Use Case 1

A school requests all students who regularly travel on the bus be set to Bus Traveller to support parent engagement and fee collection.

Use Case 2

Cleaning the Transport Screen to remove Casual Traveller Exceptions for students who are regular bus users.

Use Case 3

Preparing for a new term or year by updating all regular bus users in bulk to avoid transport screen clutter.

Troubleshooting

Issue: Exception Still Showing After Update
Solution: This is expected — historical exceptions remain in reports but will not appear in future bus runs.

Issue: Unsure Which Students Should Be Bus Travellers
Solution: Run and compare the Student Transport Report with current booking options. Confirm with the school before updating records.

Issue: Bulk Update Required
Solution: Contact RollCall Support for assistance with preparing or importing Student Update files.

Where to Find This Functionality

Transport Screen

Location: Main Menu → Transport Screen
Use this screen to view and correct Casual Traveller Exceptions.

Student Record

Location: Accessible by clicking the student’s name in the Transport Screen.
Use this screen to update the student's booking option.

Student Update Upload

Location: Reports → Export Student Report → Prepare Update File → Import via Admin Tools.
Use this process for bulk updates.

Related Functionalities

Parent Engagement: [Link to functionality documentation]

Ensures parents of Bus Travellers are correctly engaged to receive communication and pay transport fees.

Student Update Upload: [Link to functionality documentation]

Allows bulk updating of student data, including booking options.

Additional Context

For a broader understanding of how transport management and parent engagement operate within RollCall, please refer to our [Overview Document: RollCall Parent Engagement Overview]([Link to overview document]).

Additional Notes

• Always confirm changes with the school before updating student booking options.

• Maintaining accurate booking options improves operational efficiency, reporting accuracy, and parent engagement.

Related Documents

• RollCall Client Overview — Parent Engagement

• RollCall Client Functionality — Student Update Upload

• RollCall FAQ — Transport Screen Exceptions