Transportation is configured at two levels. Institution Admin controls whether requests are enabled and which frequencies are available. Campus Admin manages vehicles, routes, stops, and fares for campuses they can access.
A student can manage their own request. A parent can open a linked student in the Family Dashboard and work in that selected student’s context; the parent does not receive staff transport permissions.
Before you begin
- Select the correct linked student before submitting or paying for a request.
- Set a route total before entering stop fares for a billing frequency and effective period.
- A Campus Admin approval creates a charge; Finance verification is still required before the request is confirmed.
Configure a route, submit a request, approve it, and verify its payment
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Set institution transport rules
An Institution Admin opens Transport Management settings. Enable the service and student requests as appropriate, choose the allowed billing frequencies, select a default frequency, set the payment due period, and decide whether to accept requests, allow waitlisting, and enforce vehicle capacity. Closing new requests still allows Campus Admin to review existing requests.
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Add campus vehicles
A Campus Admin opens Transport Management, selects an assigned campus, and adds vehicles with their identifying details and passenger capacity. Assign a vehicle to the route it operates. Capacity helps campus staff assess requests and can be enforced according to the institution setting.
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Create a route and service schedule
Create a route for the selected campus. Enter its route name and endpoints, operating days, departure and return times, and assign an available vehicle. The route must be active before students can request it.
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Arrange route stops
Add stops in travel order. Provide a clear stop name, address or landmark, optional map location, outbound arrival time, and return arrival time. Set whether pickup and drop-off are allowed at each stop. Keep the sequence and times current so students can choose valid stops.
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Set cumulative stop fares
For each enabled billing frequency, enter the cumulative fare at each eligible stop with its effective start date and optional end date. The route total fare must be set for that frequency and effective period first. Use the campus currency. New effective rates preserve earlier fare periods rather than silently changing past requests.
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Configure the Transport tax application
If transport charges should be taxed, configure the applicable tax for the campus Transport Fee type under System Settings > Taxes > Tax Applications. Make sure the effective period covers the service quote or charge date. The request form calculates the applicable tax automatically.
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Student or parent checks a route and fare
Open the student workspace and select My Tasks > My Transport. Review the active campus routes, days, times, stops, and fare basis. Start a request by choosing a route, billing frequency, pickup stop, drop-off stop, service start date, and optional end date. The quote shows the stop-to-stop amount and applicable tax before submission.
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Submit and follow the request
Submit while working in the intended student’s context. The request appears in that student’s My Requests with its route, stops, service period, frequency, quote, and status. If the institution permits waitlisting or a route is near capacity, the request may be waitlisted for staff review. Submission does not mean approval.
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Campus Admin reviews the request
A Campus Admin opens Transport Approvals for an assigned campus and reviews pending and waitlisted requests. Check the student, route, pickup and drop-off stops, service period, frequency, fare, tax estimate, and passenger capacity. Approve to create a Transport Fee charge, or reject with a clear reason; the student and parent can see the decision in the selected student’s My Transport.
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Student or parent pays; Finance confirms service
After approval, the Transport Fee charge appears in the selected student’s My Finances with its due date, stop-to-stop description, and applicable tax lines. The student or parent submits payment evidence using the normal finance workflow. Finance reviews and verifies the evidence; only after verification is the transport request marked confirmed. If Finance rejects evidence, the balance remains due and updated evidence can be submitted.
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Download and verify the transport pass
A student can use My Tasks > My Transport directly. A parent first selects the intended student in the Family Dashboard, then opens that student context and selects Download Pass to get the PDF after payment is verified and the request is active. Scanning its signed QR opens a public verification page showing the current assignment and pass status; an expired pass is reported as expired. The Valid through and Paid on dates follow the institution date format.
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Review history and notifications
The student and a parent working in that student’s context can review request status, decisions, and rejection reasons in My Transport. Status emails may be queued at submission and after decisions; an email being queued does not prove inbox delivery. Campus Admin can review approval history in Transport Approvals.
An approved request has an invoice awaiting payment. Transport is confirmed only after Finance verifies payment evidence for the selected student.
How stop fares are calculated
Each stop rate is cumulative from the route origin. The request fare is the drop-off cumulative fare minus the pickup cumulative fare for the selected frequency and effective date. For example, if a pickup stop is PKR 500 and the later drop-off stop is PKR 900, the base fare is PKR 400 before applicable tax.
The chosen drop-off must be later in the route than the pickup, and both stops must allow their selected use. A valid effective fare must exist at both stops in the same campus currency.
Capacity and waitlists
Institution settings control whether waitlisted requests are allowed and whether capacity is enforced. Vehicle capacity is a review and approval constraint, not a guarantee that every request will be accepted. Campus Admin should review the current route and vehicle assignment before approving.
Parent access follows the selected student
Select the correct linked student before opening My Transport or My Finances. Requests, charges, and payment evidence belong to that student. Switching students changes the records shown; parent access does not authorize campus administration or Finance actions.
Pass validity and future service
The selected billing frequency is used for the quoted service period and pass validity. Each approved request creates one Transport Fee charge; the system does not automatically create a later recurring transport charge. Submit a new request for a later service period and complete its approval and payment workflow.
A pass is available to download while the paid request is active. Its QR verification page reports the current assignment status, and its Valid through and Paid on dates use the institution date format.
If a route or fare is unavailable
- Confirm transport is enabled, requests are open, and student requests are allowed in institution settings.
- Confirm the route is active, assigned to the student’s campus, and has active stops with pickup and drop-off enabled as needed.
- Check that the selected frequency is enabled and that both stops have matching effective fares in the campus currency for the requested date.
- If an approved request has no invoice, ask Campus Admin to confirm its approval status. For payment still due, ask Finance to review the payment evidence and Transport Fee charge.
Recommended next step
For evidence submission and receipts, see Payment evidence and receipts. For student finance, see Student fees, payments, and accounts.