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GullySystem
Education · School Transport Management Software

Routes, students, boarding and transport fees.

Run school buses from one record. Routes and stops are drawn once, each child is mapped to a stop and a bus, and boarding is marked on the trip itself. The term’s transport fee comes off the same list, so every child holding a seat is billed and every billed child holds a seat on a named bus. Parents hear from the office.

  • Routes, stops, timings and fee slabs entered
  • Student list, parent numbers and buses migrated
  • Attendants and drivers trained on a real morning run

GullySystem sets it up around your routes. Each child is mapped to a stop and a bus, boarding is marked on the trip itself, and the term bus fee comes off the same list. Parents hear from the office by WhatsApp or SMS, never from the driver, who is busy steering through traffic at the school gate.

Where it breaks today

What goes wrong before the software.

Transport and fee lists differ

One sheet lists the children on each route while another lists who paid, so a child can ride all year on a seat that was never billed.

Parents call to ask where the bus is

The office rings the driver, who cannot pick up while changing gears in heavy traffic, and more parent calls arrive the whole morning.

Boarding is not recorded

The attendant knows who boarded, yet nothing is written down at the stop, so when a child does not return home the question is first asked in the afternoon.

Routes are not reviewed

Children move house and stops lose their riders, while a bus may travel a long detour for one child who lives past the old railway crossing. Routes stay as drawn.

Vehicle papers expire unnoticed

Fitness, permit, insurance, emissions certificate and licences sit in one file, and an expiry date is noticed only when an inspector or an insurer notices it first.

Fuel use is not linked to distance

Fuel slips arrive without an odometer reading. Buses covering very different distances look alike on paper, because nobody wrote the odometer figure beside the litres on the slip at the pump.

How it runs

How the work flows through it, step by step.

Illustration with sample figures. Your screens are built around your own records.
  1. 1

    Term set-up

    Draw stops from where children live now. Give each a pick-up and drop time, assign buses, drivers and attendants to routes, and a route short of a driver shows up well in advance.

  2. 2

    Student mapping

    Map the child to a stop, a bus and a trip, whether morning, evening or both, and seats free on that bus reduce by one. Parents’ numbers go on the same record.

  3. 3

    The term fee

    Fee is raised by the distance slab of the stop, for the term, against that child, and parents pay online or at the counter. A receipt goes back.

  4. 4

    The morning trip

    The attendant opens the trip on a phone and marks each child as they board, stop by stop, down the length of the route. A child who does not board is marked, and the message reaches the parent before the bus leaves the area.

  5. 5

    Trip and fuel log

    Log odometer at start and end, litres filled, the fuel slip and anything that went wrong with the bus against the trip.

  6. 6

    Renewals

    Fitness, permit, insurance, emissions certificate and licence renewals sit on the bus and the driver, and each appears on a list before it lapses.

Modules

What is inside.

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

Routes and stops

Set each route with its stops in order, the expected arrival time at every stop and the distance slab that stop belongs to. Children mapped to a stop move with it.

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Buses and their papers

Record registration, seating capacity and the fitness, permit, insurance and emissions certificate dates for every vehicle, with scans kept against it.

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Drivers and attendants

Keep licence number and expiry, badge, address and phone for each driver and attendant, and the bus and trip they are on.

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Student-to-stop mapping

Assign one child to one stop and one bus for the morning trip, the evening trip or both, with seats taken and free counted per bus. A mid-term stop change moves the child. Both buses show the new seat count.

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Boarding attendance

Create morning and evening trips from the route. The attendant marks boarding stop by stop on a phone, and marks drop-off in the evening at each gate or roadside halt along the return run.

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Messages to parents

Send not-boarded alerts, delay and route-change notices, and fee reminders and receipts by WhatsApp or SMS, kept on the child’s record.

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Transport fee by term

Raise fee by distance slab and trip type per term for children who hold a seat, with sibling and staff concessions set as rules.

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Collection and dues

Accept payments online, by bank transfer or at the counter, each with a numbered receipt from the transport series that stays apart from tuition. See dues by route, class and term.

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Fuel and trip logs

Record odometer readings, litres filled and the bill against each trip, with kilometres per litre by bus and month, so a thirsty bus shows up early.

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Bus upkeep

Track servicing due by kilometres or date, breakdowns and what each repair cost, so a bus that repeatedly fails on one route is visible.

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Location feed, where a device is fitted

Where a tracking unit is fitted, its feed appears beside the trip on the route screen, next to the stop list and the boarding marks. The device and SIM are bought and fitted separately.

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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

    Transport coordinators set each route with ordered stops, expected arrival times and distance slabs, and children mapped to a stop move with it.

  • Fuel and Driver Records

    Drivers and the transport office log odometer readings, litres filled and the fuel bill per trip, giving kilometres per litre for each bus by month.

  • WhatsApp, SMS and Email Notifications

    Not-boarded alerts, delay notices, route changes, fee reminders and receipts go to parents by WhatsApp or SMS and stay on the child’s record.

  • Receipts Management

    Parents pay online, by transfer or at the counter, and the office reads dues by route, class and term against each receipt.

  • Attendance & Time Tracking

    Morning and evening trips are generated from the route, and the attendant marks boarding stop by stop and drop-off on a phone.

  • Service Reminders

    Servicing falls due by kilometres or date, and breakdowns and repair costs are kept per bus, which shows a vehicle failing repeatedly on one route.

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 transport in-charge

See routes, buses, drivers and today’s trips, and spot any trip that has not started before parents begin to ring the office. Move a bus and its children to another route when a vehicle breaks down on the road, and the new driver sees the stop list.

For drivers and attendants

See the morning trip, its stops in order, the children due at each and the boarding marks on a phone held at the door.

For the front office

See fee raised and collected, dues by route, mid-term admissions and stop change requests, and answer a parent at the counter without opening a register.

For accounts

See collections by term and mode, concessions given, and what fuel and repairs cost per bus against route income, bus by bus and term by term.

For principals and owners

See trips run against trips planned, children boarded against children mapped, collection against what was raised and papers falling due.

Reports

The numbers the owner asks for.

  • Boarded against mapped, by route and day
  • Trips planned against trips actually run
  • Fee raised, collected and outstanding by term
  • Seats taken and seats free on every bus
  • Fuel filled and kilometres per litre by bus
  • Fitness, permit, insurance and emissions certificate dates due soon
  • Driver licence and badge expiry
Good fit

Who this is built for.

  • Schools running their own fleet of buses and vans
  • Schools hiring vehicles from an operator
  • Transport operators carrying children for more than one school
  • Colleges and sixth-form centres running long-distance routes
  • Schools collecting transport fee apart from tuition
  • Coaching centres running vans to nearby neighbourhoods
Honest answer

When it is not the right choice.

  • It is not a GPS device. The software records the trip and shows live location only from a tracking unit the school buys and fits, which is a separate decision and a separate bill.
  • No software makes a fleet compliant. Fitness, permit and licence dates are kept as records with a reminder before they lapse, and the inspection stays yours.
  • Two vans and one man who knows every child by name will manage fine with a printed list pinned beside the driver’s seat.
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.

Your routes, stops and slabs

Routes, stops, timings and the fee slab each stop falls into are entered first, followed by terms, concessions and your receipt series.

Students and buses migrated

The transport list, parent numbers, bus and driver details and this term’s payments come in from your spreadsheets. One route is checked end to end before the rest are loaded.

Fee collection as you take it

Online payment, transfer and counter receipts are set up to match how your office collects, with numbering following the series your accountant uses.

Training the attendants as well as the office

Marking boarding on a phone decides whether the system works, so attendants and drivers are shown it on a real morning run before term begins.

Hosting and support

We host and back up the system. Any change requested after the first term, whether a new stop, a revised slab or a fresh receipt layout, goes to the same team.

Works alongside

  • WhatsApp
  • SMS
  • Mobile wallets and payment gateways
  • Accounts export
  • Google Maps
  • GPS tracking devices
In use

SAM Tours: school transport on a single ledger

Registration, fee collection, routing and finance write to the same records, closing the gap between journeys run and fees collected.

Read the case study
Common questions

Questions owners ask before a demo.

Can parents follow the bus on their phone?

There is no parent app. Parents receive messages from the office on WhatsApp or SMS, including not-boarded alerts, delays and fee receipts, never from the driver’s own phone. A live position on the route screen needs a tracking unit fitted to the bus, which is bought and installed separately. Geofence, over-speed and panic-button alerts are not part of this software, and a tracking vendor would have to supply them.

Does a parent hear if a child misses boarding?

Yes, as long as the attendant marks the trip. Any child not marked as boarded sends a message to the parent’s number on the record, which the office can read afterwards beside the trip.

How is boarding marked without a network?

The attendant opens the trip on a phone and marks each child by name, stop by stop, because no RFID or QR card is used at the door. It works through a web page and needs a mobile signal, so on a stretch without coverage children are marked when the signal returns. We say this before you buy.

Can it also collect the transport fee?

Yes. Fee is raised per term by the distance slab of the child’s stop, and parents pay online, by transfer or at the counter. Anyone riding without paying appears on the dues list. The bus fee carries its own receipt series rather than appearing inside one combined bill with tuition, so accounts can read it separately.

Does it work beside our school management system?

Yes, beside it. Buses, routes, boarding and the transport fee stay here, while your school management system keeps admissions and tuition, with neither touching the other’s records. No built-in link to a school management system exists, so any exchange of student lists is quoted as its own piece of work.

Is this software already running at a school?

No client is named on this page. Before you commit, you see a demo running one of your actual bus routes, with its stops, pickup order and fee slabs already in place.

Can transport fees reach the school accounts?

Through your accountant, yes. Collections by term, route and payment mode export for your accounting package, and a direct connection to it is separate work.

We outsource our buses. Is it still useful?

Yes, often more so. Your school keeps the student mapping, boarding record and fee, while the operator runs the vehicles, and both work from the same trip list.

Who owns the student and parent data?

The school does. Access is by role, so a driver sees a stop list and not a database, and the proposal covers a full handover.

What does it cost?

No price is published. Buses, routes and how much must change for your terms and slabs decide it, together with GPS devices, wallet or gateway links and accounts export. Students and buses to migrate add work. You see a demo on one of your own routes first.

When might the transport in-charge use it for the coming term?

Stops along each route, buses with their papers, drivers and attendants, and student-to-stop mapping are what a term depends on, so they are set up and used first. Boarding attendance and parent messages follow. Fee collection, trip logs, upkeep and the location feed come after. The proposal carries dates.

What does the school have to share?

Share the route and stop list, fee slabs by stop, the student roll with parent contacts, and the bus papers register. A boarding sheet, a trip log and a fee receipt show how it runs today. The transport in-charge, an attendant, the front office and accounts should be available. Details of fitted GPS devices are needed.

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

Industries

Built for.

The trades this product is set up for. Pick yours to see how the work runs there.

Related

Related products.

Your requirements

See School Transport Management Software set up around your records.

Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.

Share your requirements