School Bus Tracking · Available now

Keep each school bus run, boarding and decision connected.

School Bus Tracking keeps a district or operator's bus runs connected to their stops, promised delivery time, driver and vehicle assignments, student boarding records, and transport partner. A Dispatcher prepares each run and its supporting records.

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OverviewRun status list

School Bus Tracking · Loads

Run status list

Loads in one list

New load

Loads in view

Draft

Planned

Dispatched

Draft2

Maple Ridge morning routeHilltop Learning District

04 Nov

Riverbend middle school runRiverbend Public Schools

26 Oct

Add

Planned1

Pine Hollow afternoon routeEast Creek Education Trust

27 Oct

Add

Dispatched1

East Creek morning routeHilltop Learning District

24 Oct

Add

In transit1

Cedar Grove afternoon routeMaple Ridge School District

23 Oct

Add

Exception1

Hilltop accessible routeOak Meadow Academy Group

03 Nov

Add

Maple Ridge morning routeLoads · LDS-13904

Draft

Promised delivery at04 Nov

OrganizationHilltop Learning District

OwnerAmina Yusuf

CounterpartySilverbrook Transit Co.

Review the revisionLDS-13904 · Maple Ridge morning route

Transport Supervisor examines the current run revision and supporting evidence.

Waiting for Transport Supervisor

ApproveReturn

Example screen with sample data

Tables, ready to use: 14
Saved views: 14
Roles with set permissions: 5
Reports and dashboards: 8

Features

See the run behind every decision

Every feature works on the same records. Pick one to see the screen your team works in.

Bus runs

Plan a school bus run and follow its recorded progress through delivery.

Preparation
Execution
Outcome

Loads
Load stops
Load assignments
Operation receipts
Review decisions

Explore bus runs

OverviewMy bus runs

School Bus Tracking · Bus runs

My bus runs

Loads

New

Record number	Subject	Status	Promised delivery at	Owner
LDS-76997	Maple Ridge morning route	Draft	18 Oct	Sofia Costa
LDS-44230	Pine Hollow afternoon route	Planned	11 Oct	Sofia Costa
LDS-98165	East Creek morning route	Dispatched	22 Oct	Hyejin Park
LDS-17648	Cedar Grove afternoon route	In transit	29 Oct	Fatima Idris
LDS-43721	Hilltop accessible route	Delivered	28 Oct	Carlos Mendez

6 of 6 records

Maple Ridge morning routeLoads · LDS-76997

Draft

Promised delivery at18 Oct

OwnerSofia Costa

Example screen with sample data

Stops and windows

Keep ordered pickup and drop-off observations with each bus run.

Sequence
Window
Observation

Load stops
Loads
Student boardings

Explore stops and windows

OverviewBoardings awaiting review

School Bus Tracking · Stops and windows

Boardings awaiting review

Approval conditions

New

Parent	Organization	Route	Authorized stop	Boarded at	Passenger count
Hilltop accessible route	South Valley Schools	Maple Ridge AM	Maple Ridge Elementary entrance	25 Oct	7
Pine Hollow afternoon route	Riverbend Public Schools	Pine Hollow PM	Pine Hollow Library curb	20 Oct	23
Hilltop accessible route	Riverbend Public Schools	East Creek AM	East Creek Community Center	16 Oct	9
Pine Hollow afternoon route	Hilltop Learning District	Cedar Grove PM	Cedar Grove north gate	28 Oct	9
Pine Hollow afternoon route	Maple Ridge School District	Hilltop accessible AM	Hilltop Transit Plaza	14 Oct	7

6 of 6 records

Maple Ridge AMStudent boardings · SB-75405

Submitted

ParentHilltop accessible route

OrganizationSouth Valley Schools

Authorized stopMaple Ridge Elementary entrance

Boarded at25 Oct

Passenger count7

Example screen with sample data

Assignments and readiness

Connect each run window to an eligible driver and ready vehicle.

Driver
Vehicle
Interval

Load assignments
Drivers
Vehicles
Vehicle defects
Loads

Explore assignments and readiness

OverviewDriver eligibility

School Bus Tracking · Assignments and readiness

Driver eligibility

Drivers

New

Driver code	Name	Active	Eligibility until	External authority
DRV-012	Amina Yusuf	Yes	12 Oct	State pupil transport office
DRV-018	Carlos Mendez	No	15 Oct	County school transport board
DRV-023	Hyejin Park	Yes	16 Oct	Regional driver licensing office
DRV-031	Ravi Mehta	No	13 Oct	District fleet compliance unit
DRV-037	Fatima Idris	Yes	14 Oct	State commercial license bureau

6 of 6 records

DRV-012Drivers · DRV-17415

Yes

NameAmina Yusuf

Eligibility until12 Oct

External authorityState pupil transport office

Example screen with sample data

Student boardings

Record and independently review boarding observations for a bus run.

Context
Observation
Decision

Student boardings
Loads
Load stops
Record attachments
Review decisions

Explore student boardings

OverviewRun attachments

School Bus Tracking · Student boardings

Run attachments

Record attachments

New

Parent	Title	Evidence type	Visibility	Uploaded at	Uploaded by
Hilltop accessible route	Maple Ridge boarding roster	Boarding roster	Internal	12 Oct	Sofia Costa
Oak Meadow morning route	Pine Hollow driver inspection	Driver inspection	Shared	21 Oct	Hyejin Park
South Valley activity bus	East Creek stop change notice	Stop change notice	Internal	18 Oct	Amina Yusuf
Riverbend middle school run	Cedar Grove trip sign-off	Trip sign-off	Shared	22 Oct	Kwesi Boateng
Cedar Grove afternoon route	Hilltop lift inspection	Lift inspection	Internal	14 Oct	Elias Romero

6 of 6 records

Maple Ridge boarding rosterRecord attachments · RA-23622

Internal

ParentHilltop accessible route

Evidence typeBoarding roster

Uploaded at12 Oct

Uploaded bySofia Costa

Example screen with sample data

Review and evidence

Keep run evidence, independent decisions and operation outcomes together.

Preparation
Review
Outcome

Review decisions
Operation receipts
Record attachments
Loads
Team members

Explore review and evidence

OverviewReview decisions

School Bus Tracking · Review and evidence

Review decisions

New

Parent	Reviewer	Decision	Decided at	Source revision	Reason
Riverbend middle school run	Carlos Mendez	Approve	15 Oct	870	Boarding roster matches headcount
Oak Meadow morning route	Sofia Costa	Return	22 Oct	790	Stop change needs parent approval
Pine Hollow afternoon route	Kwesi Boateng	Approve	18 Oct	390	Driver inspection is complete
Hilltop accessible route	Mina Tran	Return	21 Oct	890	Lift test must be repeated
East Creek morning route	Fatima Idris	Approve	22 Oct	220	Arrival time is outside planned window

6 of 6 records

Boarding roster matches headcountReview decisions · RD-79220

Approve

ParentRiverbend middle school run

ReviewerCarlos Mendez

Decided at15 Oct

Source revision870

Example screen with sample data

Organizations and partners

Maintain the operators, staff and providers behind each bus run.

Operator
Membership
Provider

Organizations
Team members
Users
Transport partners
Loads

Explore organizations and partners

OverviewActive transport partners

School Bus Tracking · Organizations and partners

Active transport partners

Transport partners

New

Name	Code	Contact name	Eligibility note	Organization
Bright Route Student Transit	TRANS-BRT	Leena Farouk	Drivers have current pupil endorsements	Pine Hollow Unified Schools
Willow Lane Bus Services	TRANS-WLB	Marco Santos	Lift-equipped vehicles are available	Riverbend Public Schools
Cedar Wheel Transport	TRANS-CWT	Hana Okabe	Insurance certificate valid through June	Oak Meadow Academy Group
Northfield School Coaches	TRANS-NSC	Ibrahim Diallo	Background checks are current	Pine Hollow Unified Schools
Silverbrook Transit Co.	TRANS-SBT	Priya Kapoor	Winter route training is complete	East Creek Education Trust

6 of 6 records

Bright Route Student TransitTransport partners · TP-15452

CodeTRANS-BRT

Contact nameLeena Farouk

Eligibility noteDrivers have current pupil endorsements

OrganizationPine Hollow Unified Schools

Example screen with sample data

Process

From planned route to recorded arrival

Plan and account for a school bus run ships ready to use. One step needs a named approval before the work moves on: Review the revision (Transport Supervisor).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

Prepare a run

Record the operator, owner, partner and delivery promise.

Maple Ridge morning routeLDS-13904 · Dispatcher
Prepare a runBy Dispatcher
Plan the run

Inspect ordered stops and their windows.

Maple Ridge morning routeLDS-13904 · Dispatcher
Plan the runBy Dispatcher
Assign the bus and driver

Inspect the driver and bus recorded for the run interval.

Maple Ridge morning routeLDS-13904 · Transport Supervisor
Assign the bus and driverBy Transport Supervisor
Review the revision

A Transport Supervisor inspects the decision against the current revision.

Maple Ridge morning routeLDS-13904 · Transport Supervisor
Review the revisionBy Transport Supervisor
ApprovalTransport Supervisor examines the current run revision and supporting evidence.
Record pickup and boarding

Keep actual pickup, stop and boarding observations together.

Maple Ridge morning routeLDS-13904 · Dispatcher
Record pickup and boardingBy Dispatcher
Reconcile completion

Compare actual delivery with the promise and inspect unresolved receipts.

Maple Ridge morning routeLDS-13904 · Transport Supervisor
Reconcile completionBy Transport Supervisor

Start with Plan a bus run

Inside a record

Agree where observations come from

Open any load to see its load assignments, the roles that work on it, its process stages and its approvals on one page.

1
Record details
Promised delivery at, Organization, Owner and Counterparty.
2
Load assignments
Each line is linked to this load.
3
Who works on it
Dispatcher, Transport Supervisor and Auditor, each with their own permissions.
4
Process stages
Prepare a run and Plan the run, with the role that acts.
5
Approvals
Review the revision, with who decides.

Run status listMaple Ridge morning route

School Bus Tracking · Loads

Maple Ridge morning route

Hilltop Learning District · Draft

Log activity

Record details

Promised delivery at04 Nov

OrganizationHilltop Learning District

OwnerAmina Yusuf

CounterpartySilverbrook Transit Co.

Load assignments

Maple Ridge morning route

Load	Driver	Vehicle
Riverbend middle school run	Carlos Mendez	Bus 46, wheelchair lift
East Creek morning route	Carlos Mendez	Bus 46, wheelchair lift
Oak Meadow morning route	Ravi Mehta	Bus 46, wheelchair lift

Load assignments: 6

Who works on it

DispatcherManage Loads, record attachments, student boardings
Transport SupervisorView Drivers, load assignments, load stops, Loads, operation…
AuditorView Drivers, load assignments, load stops, Loads, operation…

Process stages

Prepare a runDispatcher
Plan the runDispatcher

Approvals

Review the revisionTransport Supervisor
Approved

Example screen with sample data

Approvals

Review the current revision

OverviewApprovals

School Bus Tracking · Overview

Approvals

Signed in as Transport Supervisor

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine

0 selectedApproveReturn

SB-75405Maple Ridge AM
Hilltop accessible routeRequested by Dispatcher
Submitted0dActions
SB-98241Pine Hollow PM
Pine Hollow afternoon routeRequested by Dispatcher
Submitted2dActions
SB-72655East Creek AM
Hilltop accessible routeRequested by Dispatcher
Submitted2dActions
SB-85025Cedar Grove PM
Pine Hollow afternoon routeRequested by Dispatcher
Submitted6dActions

Who approves what

	Decision	Approver
	Review the revisionA Transport Supervisor inspects the decision against the current revision.	Transport Supervisor

1 approval rule · set per role in Proto

Example screen with sample data

Who can approve what

Roles

A workspace for each role

Everyone opens School Bus Tracking to the work that is theirs. Pick a role to see what it starts with.

Dispatcher

Prepare assigned operational records and execute eligible reviewed actions.

This is the first screen this role sees.

OverviewStop window schedule

Stop window schedule

Load stops · Dispatcher

Parent	Stop sequence	Address	Window start	Window end	Actual arrival at
Oak Meadow morning route	40	Maple Ridge Elementary entrance	19 Oct	21 Oct	26 Oct
Pine Hollow afternoon route	20	Pine Hollow Library curb	14 Oct	17 Oct	26 Oct
Cedar Grove afternoon route	80	East Creek Community Center	11 Oct	20 Oct	22 Oct
Hilltop accessible route	50	Cedar Grove School north gate	13 Oct	16 Oct	21 Oct
Oak Meadow morning route	70	Hilltop Transit Plaza	20 Oct	28 Oct	02 Nov

6 of 6 records

Example screen with sample data

Transport Supervisor

Review eligible revisions independently and reconcile operational evidence.

This is the first screen this role sees.

OverviewStop window schedule

Stop window schedule

Load stops · Transport Supervisor

Parent	Stop sequence	Address	Window start	Window end	Actual arrival at
Oak Meadow morning route	40	Maple Ridge Elementary entrance	19 Oct	21 Oct	26 Oct
Pine Hollow afternoon route	20	Pine Hollow Library curb	14 Oct	17 Oct	26 Oct
Cedar Grove afternoon route	80	East Creek Community Center	11 Oct	20 Oct	22 Oct
Hilltop accessible route	50	Cedar Grove School north gate	13 Oct	16 Oct	21 Oct
Oak Meadow morning route	70	Hilltop Transit Plaza	20 Oct	28 Oct	02 Nov

6 of 6 records

Example screen with sample data

App Administrator

Maintain organization configuration and membership.

This is the first screen this role sees.

OverviewDriver eligibility

Driver eligibility

Drivers · App Administrator

Driver code	Name	Active	Eligibility until	External authority
DRV-012	Amina Yusuf	Yes	12 Oct	State pupil transport office
DRV-018	Carlos Mendez	No	15 Oct	County school transport board
DRV-023	Hyejin Park	Yes	16 Oct	Regional driver licensing office
DRV-031	Ravi Mehta	No	13 Oct	District fleet compliance unit
DRV-037	Fatima Idris	Yes	14 Oct	State commercial license bureau

6 of 6 records

Example screen with sample data

Auditor

Read authorized evidence and reports.

This is the first screen this role sees.

OverviewStop window schedule

Stop window schedule

Load stops · Auditor

Parent	Stop sequence	Address	Window start	Window end	Actual arrival at
Oak Meadow morning route	40	Maple Ridge Elementary entrance	19 Oct	21 Oct	26 Oct
Pine Hollow afternoon route	20	Pine Hollow Library curb	14 Oct	17 Oct	26 Oct
Cedar Grove afternoon route	80	East Creek Community Center	11 Oct	20 Oct	22 Oct
Hilltop accessible route	50	Cedar Grove School north gate	13 Oct	16 Oct	21 Oct
Oak Meadow morning route	70	Hilltop Transit Plaza	20 Oct	28 Oct	02 Nov

6 of 6 records

Example screen with sample data

Roles and permissions

Reports

Read delivery and review patterns

Read run timing, assignment coverage, boarding reviews and unresolved receipts.

Overview

School Bus Tracking · Overview

School Bus Tracking dashboard

This quarter

Load stops in view

Loads by status

How far records got this quarter

Stage	Reached	Step
Draft	28
Planned	6	21%
Dispatched	3	50%
In transit	1	33%

Number of loads by status

Sample counts per stage

-40Draft

-10Planned

0Dispatched

-40In transit

-10Delivered

Example screen with sample data

All reports and dashboards

Who it's for

Fit the way your transport program runs

See how School Bus Tracking fits your kind of team.

School districts

Keep district-owned bus runs, boarding records and review decisions connected.

Contracted bus operators

Coordinate driver and vehicle commitments for district bus runs.

Multi-operator transport programs

Keep organizations, providers and accountable reviewers clear across shared operations.

Controls

Keep evidence with the run

Each stage of plan and account for a school bus run names the role that acts and the status it records, so a change is never anonymous.

OverviewPlan and account for a school bus run

School Bus Tracking · Process

Plan and account for a school bus run

Each stage, the role that acts and the status it records

Process stages

Approval steps

Roles involved

Tables touched

Assign the bus and driver

Transport Supervisor, Dispatcher

StatusHeld → Confirmed

RecordsLoad assignments, Vehicles, Drivers

Record pickup and boarding

Dispatcher

StatusDraft → Submitted

RecordsStudent boardings, Loads

Follow the run

Dispatcher

StatusPlanned → Dispatched

RecordsLoads

Plan and account for a school bus run

Start
Assign the bus and driverHeld → Confirmed
Load assignments
Approval
Review the revisionTransport Supervisor
Review decisions
Step
Record pickup and boardingDraft → Submitted
Student boardings
Step
Follow the runPlanned → Dispatched
Loads
Step
Reconcile completionIn transit → Delivered
Operation receipts

Example screen with sample data

See each stage in detail

AI agent

Ask Proto about the next case

Ask Proto to inspect school bus runs, review queues and operation evidence.

It can

Dispatcher: Find planned runs whose assignments are held or whose stop windows need review.
Transport Supervisor: List submitted boarding records with their parent run, route, stop and boarding time for review.
Auditor: Show failed and needs-review operation receipts with their parent run and recorded reason.

Stays with a person

The Transport Supervisor can inspect the current revision and its evidence.
Proto can organize the relevant run, stop, assignment and evidence records for that person.
A recommendation does not create a review decision or prove that an operation completed.
Keep the current user's organization and permissions in force for every request.

Set up an agent

agent · school bus tracking

Show my planned bus runs and the driver and vehicle committed to each.

List submitted boarding records with their run and authorized stop for a supervisor to inspect.

Find operation receipts that need reconciliation before another attempt.

The Transport Supervisor can inspect the current revision and its evidence.

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

School Bus Tracking
Identity provider
Fleet system
Location or routing service
Student information system

Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 14 tables

14tables

Bus runs5
Stops and windows3
Assignments and readiness5
Student boardings5
Review and evidence5
Organizations and partners5

Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

Agree the operating boundary
Select the organization, transport partner, Dispatcher and Transport Supervisor for the pilot. Define how promises, stop windows and boarding evidence are recorded.
Map the source records
Preserve stable run, driver, vehicle and partner codes. Link team members to their organization and user account, and link each stop, assignment, boarding and receipt to its parent run.
Configure a bounded pilot
Use a representative morning route with ordered stops, a ready vehicle and eligible driver. Record a boarding submission and an actual delivery time on the run.
Rehearse exceptions
Try a held bus, an expired driver eligibility date, a changed revision after approval, a rejected boarding and a failed operation receipt. Preserve the original evidence through each correction.
Reconcile and release
Compare imported run counts and linked child records with their source, inspect cross-organization access, and obtain the responsible team’s acceptance before expanding the program.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

No per-user or per-seat fees
Viewing, editing, approving and exporting records in the app is free
Pay only for machine work: API calls, imports, workflows and AI agents
Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
Usage	Per $1
Record reads (list, filter, get)	20,000
Search or aggregate queries	4,000
Record writes	4,000
Imported or synced records	200,000
Workflow runs	2,000
AI agent runs	2,000
Scheduled jobs or webhooks	20,000
File uploads (MB)	2,000
CSV or PDF exports	100

FAQ

Questions, answered

Scope, rollout and pricing for School Bus Tracking.

All questions

How do I get started?

Click Get started, then use Proto to configure School Bus Tracking for your business. Pilot one organization and a representative morning route with ordered stops, an eligible driver, a Ready vehicle and a supervisor review.

What does a bus run include?

A run has a number, subject, status, promised delivery time, organization, owner and transport partner. Stops, assignments, boarding observations, attachments, decisions and operation receipts link to it.

Can we see where a bus is right now?

The run has recorded status and actual stop times. If your team needs a live location feed, agree a connection to the fleet or location service during implementation.

How are student boardings reviewed?

The Dispatcher records the route, authorized stop, boarding time and passenger count against the run. The Transport Supervisor can inspect a submitted record against the run and its supporting observations. The boarding record carries its status and decision time.

Who decides whether a changed run can proceed?

The Transport Supervisor examines the current revision and supporting evidence. A review decision, when recorded, carries an approve, reject or return value, reason and source revision.

How do we check driver and bus readiness?

Inspect driver activity and eligibility date, vehicle readiness and linked defects alongside the assignment interval before dispatch.

What happens when a run is late?

Record actual delivery time and compare it with the promised delivery time. Keep the relevant stop observations and evidence with the run.

How are failed operations handled?

Inspect the original operation receipt, operation key, expected revision and failure reason. Reconcile any recorded effect before treating the attempt as complete.

Can several operators share the workspace?

Each run links to its organization, owner and transport partner. Configure team membership and permissions for the operating scope and rehearse cross-organization access before release.

Can we migrate existing route records?

Bring stable organization, partner, run, driver and vehicle identifiers. Import parent runs before their stops, assignments and boarding observations, then reconcile the linked history.

Set up School Bus Tracking your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

Find your application

Keep each school bus run, boarding and decision connected.

Run status list

See the run behind every decision

Bus runs

My bus runs

Stops and windows

Boardings awaiting review

Assignments and readiness

Driver eligibility

Student boardings

Run attachments

Review and evidence

Review decisions

Organizations and partners

Active transport partners

From planned route to recorded arrival

Prepare a run

Plan the run

Assign the bus and driver

Review the revision

Record pickup and boarding

Reconcile completion

Agree where observations come from

Maple Ridge morning route

Maple Ridge morning route

Who works on it

Process stages

Approvals

Review the current revision

Approvals

Waiting for you

Who approves what

A workspace for each role

Dispatcher

Stop window schedule

Transport Supervisor

Stop window schedule

App Administrator

Driver eligibility

Auditor

Stop window schedule

Admin

Read delivery and review patterns

School Bus Tracking dashboard

Loads by status

Number of loads by status

Fit the way your transport program runs

School districts

Contracted bus operators

Multi-operator transport programs

Keep evidence with the run

Plan and account for a school bus run

Ask Proto about the next case

It can

Stays with a person

Connects to the tools you use

Your data, in tables you can change

Roll out one team at a time

Agree the operating boundary

Map the source records

Configure a bounded pilot

Rehearse exceptions

Reconcile and release

Machine work rate card Included per $1 of credit

Questions, answered

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