Transportation management

Set up a vehicle and pickup route, schedule a bus or airport transfer, assign confirmed campers, and record every boarding and drop-off.

Provider dashboard → Schedule → Transportation. Parents: Dashboard → Bookings → booking details.

Add a vehicle

Owners and managers set up transportation. Start with a vehicle, then a route, then a scheduled trip. Assigned staff and instructors use the trip roster to record attendance.

Open vehicle setup.

Go to Schedule → Transportation → Vehicles → Add vehicle.

Enter the vehicle details.

Enter a recognizable name, such as Blue airport shuttle. Set Passenger seats to the number of camper seats available, from 1 to 200. Add the license plate if useful, then Save.

Check the saved vehicle.

The vehicle appears in Vehicles and becomes available when scheduling a trip. Edit vehicle lets you update its details. A vehicle with a scheduled trip cannot be archived, and capacity cannot be reduced below its assigned rider count.

Actual vehicle form with fictional demo details. Open the image for full resolution.

Plan pickup stops and airport routes

Create the route.

In Transportation, open Routes → Add route. Enter a name and choose Bus / shuttle route or Airport transfer.

Add stops in travel order.

Enter each stop’s name, address, and Minutes after departure. For a 9:00 departure, offsets of 0, 15, and 45 mean 9:00, 9:15, and 9:45. Routes need 2 to 30 stops. Use Move up / Move down to change their order, then adjust the offsets so they remain in increasing order. Save.

Check the journey.

View route in Maps opens routes with up to five stops when the addresses fit the Maps link-length limit. This keeps links within the mobile-browser waypoint limit. Check that Maps shows every intended stop and confirm travel times before scheduling. For longer routes or addresses, review the listed stops separately in Maps. Route planning is manual; KidzMaps does not automatically optimize driving routes.

Good to know. Saved trips keep a copy of their route stops. Editing a route template changes future trips, not trips already scheduled. Create a separate return route with stops in the correct travel order.

Actual route screen with fictional demo data. Open the image for full resolution.

Schedule a trip and assign staff

Schedule the journey.

Open Trips → Schedule trip. Enter a trip name and choose an active route, vehicle, and direction. If Schedule trip is unavailable, first add an active vehicle and route.

Set departure and end times.

Enter Departure and Trip end in the timezone shown on the form. The end must be after departure and include the last stop. For example, a route with a final stop 45 minutes after departure needs at least 45 minutes. Schedule the return journey as a separate trip.

Give the operating team access.

Select the active team members who will record boarding and drop-off, then Save. A driver name is a label only: the driver also needs a team account and a trip assignment to use the roster. Owners and managers manage all trips; other staff and instructors see only their assigned trips.

Review the saved trip.

Select the trip in the list. Check the vehicle, driver, timezone, and Route & pickup times before assigning campers. KidzMaps rejects overlapping scheduled trips for the same vehicle.

Actual trip setup with fictional demo data. Open the image for full resolution.

Assign campers and flight details

Check the confirmed booking.

Open Bookings and confirm the camper’s enrollment and any purchased transportation add-on. Assignments do not charge the family and are not automatically created when an add-on is purchased.

Choose the camper and session.

Return to Transportation, select the trip, and choose Assign camper. Search by child or program, then choose the confirmed enrollment and session.

Set pickup and drop-off.

Choose the camper’s pickup and drop-off stops. Pickup must come before drop-off on this route. Airport transfers also have optional Flight number, Terminal / meeting point, and Flight time fields. Enter flight time in the timezone shown beside that field.

Save and check the roster.

Save, then confirm the child appears as Expected with the correct pickup and drop-off. The assigned count increases. A child cannot have overlapping active trips, and assignments cannot exceed the vehicle’s seat capacity.

Good to know. An inactive enrollment cannot board. Its seat remains reserved until a manager removes the transportation assignment. This prevents restoring the enrollment from overbooking the vehicle.

Actual assignment form using fictional demo campers. No real family information is shown.

Record boarding and safe drop-off

Open the correct trip.

Use Search trips or Departure date, then select the trip. Review the camper’s pickup and drop-off before recording attendance. Expected means assigned; it does not confirm that the child is on the bus.

Record boarding or absence.

Choose Board when the child gets on, or No-show when the child does not travel. On board identifies riders whose drop-off still needs to be recorded.

Record safe drop-off.

Choose Record drop-off after the child leaves the vehicle. If enrollment becomes inactive during travel, the roster keeps On board visible and shows that drop-off is still required. Record drop-off remains available; do not board an inactive enrollment.

Correct an attendance mistake.

For an active enrollment, owners and managers can choose Correct, enter a reason, and reset the rider to Expected. Record the correct outcome afterward. Corrections are unavailable for inactive enrollments. Attendance history retains the original entry and correction.

Actual boarding roster with fictional demo names. Open the image for full resolution.

Change assignments and close the trip

Change the vehicle or staff.

Select the trip → Vehicle & staff. Choose an available vehicle with enough seats, update the driver or assigned team, and Save. Everyone must be dropped off before switching vehicles. Changing a driver name alone does not grant roster access.

Remove or move an assignment.

Use Remove on an unboarded rider’s row to release their seat. Record drop-off before removing someone on board. To change the route or times after assigning campers, create another trip, remove the unboarded assignment from the original trip, and assign the camper to the new one.

Complete the trip.

Choose Complete trip after all active expected riders have an attendance outcome and nobody remains On board. Enable Include closed trips to find completed journeys later.

Cancel a trip when needed.

Choose Cancel trip and confirm. Nobody can be on board. Pending assignments are marked canceled, and parents see the canceled trip in their booking. Contact affected families through Messages; cancellation does not automatically notify them or issue a refund.

For parents: find your child’s trip

Open the booking.

In your parent dashboard, open Bookings and find the booking that includes your child’s transportation assignment. The Transportation panel appears after the provider assigns the child to a trip.

Check pickup and drop-off.

Review the vehicle, pickup and drop-off addresses and times, timezone, optional flight details, and attendance recorded by staff. Families see only their own children and their own pickup and drop-off stops.

Request a change.

Contact the provider through Messages for pickup changes or a missing assignment. Transportation history remains visible if enrollment becomes inactive. Staff-recorded boarding is not live GPS tracking.

Download rosters and resolve common problems

• Download roster exports the selected trip as a CSV with camper, program, pickup, drop-off, flight details, attendance, and enrollment status. Keep this file private and delete it when no longer needed.
• Cannot find a camper: check that the booking is confirmed for this provider and that the child is not already assigned to this trip. Search by child or program and select the correct session.
• Vehicle is full: choose a larger available vehicle through Vehicle & staff when nobody is on board, or remove an unboarded assignment. Inactive assignments still reserve seats until removed.
• Trip changed: another team member updated the roster. Refresh, review the latest attendance, and retry the intended change.
• Boarding is outside this trip date: verify that you selected the correct trip and scheduled times. Boarding is available from 12 hours before departure until 12 hours after the trip ends.
• Cannot complete or cancel: check the On board count. Complete trip also requires an outcome for every active Expected rider. Record the actual attendance before closing the trip.
• No trips visible: clear Search trips and Departure date, or enable Include closed trips. Staff and instructors should ask a manager to assign them to the relevant trip.