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GullySystem
Transport · School Bus Operator Management Software

Rosters, boarding ticks, fitness certificates and distance fees in one system.

One record holds the whole run. Kerbside boarding ticks, stop rosters, fitness certificates, route permits and distance-slab term fees sit together, and the attendant works from a phone. The transport manager reads seat load per chassis, permit expiry and unpaid slabs by school without opening a single route sheet.

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  • Route sheets and sibling slabs entered your way
  • Children, guardians and unpaid fees migrated
  • Bell timings and slab rules adjusted on request

Operators carrying children for one school or several keep stop rosters, duty lists, kerbside ticks, fitness certificates and distance-slab fees in School Bus Operator Management Software, which GullySystem configures. Each child sits on a stop. Each bus carries a route, a seat count and papers that expire on separate dates. Attendants tick children on and off from a phone.

Where it breaks today

What goes wrong before the software.

Printed route sheets go stale

A child joins on Monday, yet the attendant on bus 7 still carries last week’s sheet under a board clip, and the new stop is passed in the rain. A guardian’s call is the first warning.

No proof of who boarded and where they left

At midday the school office asks whether a child travelled. The attendant’s pencil tick shows a name but no stop, no hour and no alighting point, so nothing can be read back to the guardian at the gate.

Nobody knows how full each bus runs

Children are added to a route with no check on the chassis. A 40-seat bus ends the term with 52 names, standees crowd the aisle past the handrail, and the route behind it runs half empty.

Substitute drivers are chosen from memory

When a driver falls ill at dawn, the supervisor rings round and sends a spare who has never swung into the narrow lane near the school gate. Nobody checks licence classes. Stops run late.

Vehicle papers expire on separate dates

Fitness certificate, route permit, insurance cover note and emissions test each expire on a separate date for every bus. A traffic officer finds the lapse at a roadside check. The office does not.

Fees follow stops, and stops change

A term fee depends on the distance slab of the stop, siblings carry a reduced rate, and children change stops mid-term. The ledger, the bus pass and the receipt book then disagree by October.

How it runs

How the work flows through it, step by step.

  1. 1

    Enrolment

    A guardian asks for transport. The office writes down school, home address, shift and nearest stop, then offers a route with a free seat on a bus that runs the right bell.

  2. 2

    Route and roster

    Stops are ordered into a route with pickup and drop times for each bell. Children are placed on stops, and seat load per chassis is read before any name goes in, so no standee is ever planned.

  3. 3

    Duty list

    Drivers, attendants and spares are rostered to routes for the term. Leave is entered against each name, and a substitute is picked only from people whose licence and medical check are valid.

  4. 4

    The run

    At the kerb the attendant ticks each child on. At the school gate the child is ticked off. The afternoon run repeats it all, and guardians receive a message naming the stop each time.

  5. 5

    Upkeep

    Diesel, odometer readings, tyre retreads, brake liner changes and workshop jobs are logged by bus. Papers are renewed ahead of the date. The new certificate is attached to the vehicle for the next checker.

  6. 6

    Fees and dues

    Term or monthly fees are raised on the stop’s slab. Receipts are posted and bus passes printed, while unpaid balances are listed by school and by route so the office knows whom to chase first.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Enrolment and transport requests

Record each request with school, class, guardian numbers, home address and chosen stop. A waiting list holds children whose nearest route has every seat taken, from kindergarten up to the senior classes.

Routes and stops

Build ordered stops with pickup and drop times for each school bell, then copy a route into the next term. Stops that no child rides from any longer are spotted, so no bus idles at an empty gate.

Seat load and bus allocation

Match each route to a bus with the right seat count, and count children against seats before the term opens. A name that moves between stops during the year is counted again, so no bus drifts past its limit unnoticed.

Child roster by stop

Keep the attendant’s list as a live roster. It carries guardian numbers, allergy and asthma notes shared by the school, and the named adults allowed to collect a toddler at the gate.

Boarding and drop confirmation

The attendant ticks children on and off from a phone, and each tick keeps its stop and hour. A guardian’s truant call is entered before the bus pulls away from the gate. No pencil, no clipboard.

Guardian and school messages

Send a message when a child boards or reaches the gate. Send another when a route is held up by a diversion, a flooded underpass or a puncture, and holiday notices reach every guardian together.

Driver and attendant duty

Hold licence expiry, badge dates, medical checks and leave for each driver and attendant. Roster only spares who hold the right licence class for that bus and are free on that shift.

Fitness, permits and insurance

Each bus carries fitness certificate, route permit, insurance cover note and emissions test dates. A reminder precedes every expiry, and a bus with a lapsed paper is flagged on its route before dispatch.

Fuel and workshop log

Record diesel filled, kilometres run, tyre retreads, alternator and battery changes, and brake liner jobs by bus. Then read running cost per route against the term fees collected on it, month after month.

Fees, passes and receipts

Raise fees on a distance slab, apply the sibling rate, print the bus pass, post receipts and list unpaid balances school by school. The stop change date sits beside each revised slab.

Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

  • Vehicle and Trip Management

    Each route is stored with its bus, ordered stops and run times, and every morning or afternoon trip is logged against it with the kilometres covered.

  • Fuel and Driver Records

    Diesel filled, odometer readings and tyre or battery jobs are entered per bus, so running cost per route is read beside what the route earns.

  • Asset AMC Tracking

    Every certificate, permit and cover note carries an expiry and a reminder lead time, and a lapsed paper shows against the bus before it goes out.

  • Attendance & Time Tracking

    The attendant records each child on at a stop and off at the gate, and the hour and stop are kept for the school office to read.

  • WhatsApp, SMS and Email Notifications

    Boarding, arrival and delay messages are sent from the same ticks the attendant makes, using wording the office has approved beforehand for each guardian.

  • Invoice Management

    Term and monthly fees are billed from the stop’s slab, receipts are posted against them, and each school sees only its own dues.

  • Service Reminders

    Licence expiry, badge renewal and medical check dates are held for each driver and attendant, and a reminder precedes every date so cover is arranged early.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

Who uses it

One system, each person sees their part.

For the transport manager

Read routes on the road, seat load per bus, papers falling due, duty gaps for tomorrow morning and fees outstanding by school. One screen. No calls to the depot.

For the office

Take enrolments, move children between stops, send holiday notices, print bus passes and post fee receipts at the desk. Guardian calls are answered from the same roster. Nothing is lost between desks.

For drivers

Open the day’s route with stops in order, note diesel and odometer readings at the pump, and report a breakdown, a blocked lane or a detour from the phone.

For attendants

Hold the live roster for the bus, tick each child on and off at the footboard, and mark an absentee. The driver need not wait.

For school coordinators

Check which children reached the gate this morning and which are still on the bus, through a login that shows only that school’s children.

Reports

The numbers the owner asks for.

  • Riders against seats, by bus and stop
  • Boarding log by route and attendant
  • Guardian absence calls by week
  • Licence and medical expiry roster
  • Fitness and permit dates due
  • Diesel and tyre cost per route
  • Term fees outstanding by school
Good fit

Who this is built for.

  • Contract operators serving several schools
  • Schools running their own buses
  • Contractors hiring buses by the term
  • Operators adding attendants to routes
  • Fleets with pre-school minibuses
Honest answer

When it is not the right choice.

  • An owner with a single bus and one school can keep a stop list and a fee notebook, since there is no second route to clash with the first.
  • Operators whose work is mainly staff shifts for companies will find Employee Transport Provider Management Software closer.
Made to fit

Adapted to your business before it goes live.

You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.

Schools, shifts and timings

Each school’s opening bell, dismissal bell and holiday calendar are entered. Pickup and drop times follow term dates, and a staggered half-day shifts every route that serves that school without anyone redrawing a sheet.

Fee slabs and sibling rates

Each stop is placed in a distance band. One-way and round-trip rates, sibling discounts and each school’s fee due dates are entered to match the way you bill at the counter today.

Vehicle paper types

The papers your transport authority asks for are listed bus by bus, with the lead time you want for each reminder. Speed limiter seals, fire extinguisher refills and first-aid boxes can be added as dated checks.

Rosters migrated

The office hands over its child lists and fee registers, and every name, stop and unpaid balance is compared on screen against them before the first run leaves the depot.

Messages to guardians

Guardians hear about boarding and route delays by SMS, email or a messaging app, and the office approves the wording of each message before it goes out.

Hosted by GullySystem

The system runs on GullySystem servers, so the office, the drivers and the school coordinators open one shared roster from their own logins on any phone or desk.

Works alongside

  • SMS
  • WhatsApp
  • Email
  • Card and payment gateway
  • Accounting export
  • Spreadsheet import
Common questions

Questions owners ask before a demo.

Does it track the bus live on a map?

No. It records stop-by-stop confirmation from the attendant’s phone. Live vehicle location would need a tracking unit fitted to each bus, and that is scoped as a separate item.

Can an attendant work with a poor signal?

The phone page needs a connection. A stretch with no signal is ticked afterwards, and the hour of each tick shows when it was entered, while your office decides how late entries are treated.

How are sibling and distance-slab fees handled?

Slabs are attached to stops, and a second child from the same family picks up the sibling rate. When a child moves to another stop, the new slab applies from a date the office chooses. Nothing is silently recalculated.

Do morning and afternoon routes differ?

Yes. A route has separate pickup and drop runs, which may carry different stops, a different bus or a different attendant. Each run keeps its own roster and its own ticks.

Can guardians see their child’s status?

A guardian receives messages at boarding and at school arrival. A guardian login can be added to view the route and stop, and it shows only that guardian’s own children, never another family’s.

What about children with medical or allergy notes?

The school’s note, such as an asthma inhaler or a peanut allergy, is held on the child and shown on the attendant’s list. What is recorded, and who may read it, is agreed with the school during set-up.

How do vehicle paper reminders work?

Each bus holds its fitness certificate and permit dates. The manager gets a reminder ahead of each date, and the renewal is attached to the bus once the new paper arrives.

Is a demo available before we decide?

Yes. A demo walks through one route, one roster and one term’s fee run with sample children, so your transport manager can set it beside the sheets used today.

What leaves the system if we change provider?

Rosters, route lists, duty logs and fee ledgers can be exported as spreadsheets, and the proposal names each file and column layout you would receive before any work begins.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Industries

Businesses that use this.

Related

Related products.

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See School Bus Operator Management Software with your own data.

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