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School staff

This guide is for school administrators, transport coordinators, and office staff who use OmniTrack to organise pupil transport. Your permissions depend on what your operator or government tenant assigned to your role.

Typical responsibilities​

  • Maintain accurate pupil and guardian contact data (within your authority).
  • Assign or verify routes, stops, and vehicles according to your school’s process.
  • Monitor day-of operations (delays, substitutions) when your organisation uses those features.
  • Answer parent questions using the data the system shows you — escalate to the operator when needed.

Roles and permissions​

  • You only see schools and pupils within your scope. If a menu or button is missing, you may not have permission; contact your tenant administrator.
  • Government operators (where used) have separate tools for multi-school oversight; day-to-day school tasks stay in the school views.

Pupils and guardians​

  • When adding or editing a guardian, double-check phone numbers and email addresses — wrong contact data breaks notifications and login.
  • Link the correct child to the correct guardian to avoid showing one family another child’s transport details.

Routes and vehicles​

  • Planned routes should match what drivers execute. If a route changes mid-year, update the plan and inform drivers and parents according to your procedure.
  • For vehicle substitutions, follow your operator’s workflow so tracking and parent information stay aligned.

Communication with parents​

  • Use official channels (app notifications, approved SMS/email) your organisation configured.
  • Do not paste internal codes, tokens, or administrator passwords into tickets or emails to parents.

Help, tickets, and ideas​

  • Use Help & tickets for operational issues (wrong stop, access problems, data corrections).
  • Use Ideas & votes for product suggestions your organisation wants to prioritise.

Audit and data quality​

  • Treat pupil data as sensitive. Only export or share lists when policy allows.
  • If you notice duplicate pupils or wrong assignments, fix them promptly or escalate — incorrect links affect safety and trust.