Overview

The Route Rollover feature allows schools to carry student bus bookings from one academic period to the next based on actual travel usage.

Rather than manually recreating bookings every term, RollCall analyses historical travel data, automatically identifies regular travellers, and creates bookings for the next academic period in just a few steps.

The rollover process is completed per route and consists of two stages:

• Stage 1 – Student Selection

• Stage 2 – Booking Configuration

This feature is particularly useful for schools with high-demand routes, allowing seats to be prioritised for students who regularly use the service.

Accessing Route Rollover

Navigate to:

Settings → Routes

1. Select the route you wish to roll over.

2. Click the Rollover tab.

Note: Route Rollover is completed individually for each route and is separate from the annual End of Year Rollover process.

Stage 1 – Student Selection

Step 1 – Select the Reference Period

Choose the academic period you want RollCall to use when analysing student travel.

Examples include:

• Term 1

• Term 2

• Full Year

The selected period determines which bookings are used to calculate each student's usage percentage.

Step 2 – Set the Usage Threshold

Use the Usage Threshold slider to determine which students should automatically be included in the rollover.

For example:

• A threshold of 70% means students who travelled on at least 70% of available trips will automatically be included.

As you adjust the slider:

• Students meeting the threshold appear in the Included list.

• Students below the threshold move to the Excluded list.

The student lists update instantly as the threshold changes.

Step 3 – Review Student Usage

Each student displays useful information to help determine whether they should continue onto the route.

Information includes:

• Usage Percentage

• Assigned Stop

• Typical Travel Days

• Booking Heatmap

• Cross-Route Indicator (if applicable)

The Assigned Stop is the stop the student most frequently used during the selected reference period.

The Typical Travel Days are automatically calculated from the student's historical bookings.

Step 4 – Review Cross-Route Usage

If a student also travels on other routes, a Cross-Route Indicator is displayed.

Selecting or hovering over this indicator allows you to view:

• Route Group

• Route Name

• Booking frequency

• Show-up rate

• Typical travel days

This helps prevent duplicate bookings and assists when reviewing students who regularly travel on multiple services.

Step 5 – Manually Adjust Students

Although RollCall automatically selects students based on the usage threshold, you can manually override these selections.

You can:

• Add students who did not meet the threshold

• Remove students who should not continue

If required, click Reset Overrides to return to the automatic threshold selection.

Step 6 – Search for Students

Use the search bar to quickly locate students.

Search is available across:

• Included students

• Excluded students

• Stop assignments

Once you are satisfied with the student selection, click Next.

Stage 2 – Booking Configuration

Step 7 – Review Booking Groups

Students are automatically grouped based on their historical travel patterns.

Examples include:

• Monday to Friday

• Monday, Wednesday & Friday

• Tuesday & Thursday

Grouping is automatic, helping reduce manual setup.

Step 8 – Edit Travel Patterns

If required, you can:

• Add or remove travel days from a group

• Move students between groups

This allows booking patterns to be customised before creating the new bookings.

Step 9 – Select the Booking Period

Choose the booking period for the rollover.

You can either:

• Select an existing Academic Period

• Enter a Custom Start and End Date

When an Academic Period is selected, RollCall automatically populates the booking dates.

If custom dates are entered, those dates will take priority.

Step 10 – Select the Repeat Pattern

Choose how the bookings should repeat.

Available options:

• Weekly

• Fortnightly

Note: Fortnightly bookings begin from the selected start date and repeat every second week thereafter.

Step 11 – Review the Booking Configuration

Before continuing, review:

• Student groups

• Assigned travel days

• Booking period

• Repeat pattern

If changes are required, you can return to Stage 1 without losing any selections.

Step 12 – Confirm the Rollover

Click Confirm to review the rollover summary.

The confirmation screen displays:

• Total students included

• Number of booking groups

• Booking period

• Repeat pattern

Choose a Rollover Mode

If any students have been excluded from the rollover, you will be asked how their future bookings should be handled.

Update Only (Recommended)

Creates or updates bookings for the selected students only.

Excluded students:

• Keep their existing future bookings.

Bookings outside the selected travel pattern are also preserved.

This is the safest option and is selected by default.

Clean Slate

Removes all existing future bookings for the selected route and booking period before creating the new bookings.

Excluded students will lose their future bookings for that route.

Before confirming, RollCall displays:

• Number of affected students

• List of students whose bookings will be removed

Use this option when the rollover should become the new source of truth for the route.

When All Students Are Included

If every student has been included:

• The rollover mode selection is hidden.

Both options produce the same outcome, so no selection is required.

Completion

Once the rollover has completed, RollCall displays a confirmation message summarising the results.

This includes:

• Students processed

• Booking groups created

• Bookings created

• Previous bookings replaced (if applicable)

If any bookings could not be created, RollCall will identify the affected dates and explain the reason.

Examples include:

• No route event exists

• Route event is already in progress or completed

• Route capacity would be exceeded

Important Notes

• Route Rollover is completed per route.

• Students are automatically sorted by their travel usage percentage.

• Student selections can be manually overridden at any time before confirmation.

• Cross-route information helps identify students travelling on multiple services.

• Weekly and Fortnightly booking patterns are supported.

• Returning to Stage 1 does not remove your Stage 2 changes.

• Route capacity is automatically validated before bookings are created.

• Update Only preserves existing bookings and is recommended for most schools.

• Clean Slate replaces all future bookings for the selected route and booking period.

Best Practice Recommendations

✅ Select the correct reference period before adjusting the usage threshold.
✅ Review students near the threshold before confirming.
✅ Check cross-route usage for students travelling on multiple services.
✅ Review automatically generated booking groups before creating bookings.
✅ Use Update Only unless you intentionally want to replace all future bookings.
✅ Review the confirmation summary before completing the rollover.
✅ Check any skipped or failed dates after completion to ensure all required bookings have been created.

This version combines all functionality described in the acceptance criteria and API reference into a single, client-friendly training guide while avoiding technical implementation details.