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The Ultimate Guide to Biometric School Bus Attendance

Author: huifan   Time: 2021-05-27

What is the biometric school bus time attendance?


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The main goal of the school transportation system is to provide students with a safe and reliable way to commute to get off work. However, most schools must strictly manage a limited budget while keeping transportation services at the same level and affordable for everyone.


Frankly speaking, by implementing an intelligent school bus tracking system, schools can achieve what seems impossible-while maintaining safety standards, managing school fleets effectively and profitably.


So, how can the tracking system achieve this goal? For those of you who have not yet implemented this system and want to know how the process works, here are the step-by-step instructions:


1. Create a school account

First, after signing the agreement, a unique account will be created for the school. The school uses the given address to register, and then the school determines the radius of the pick-up point that best covers its service area. Next, verify and activate the account.


2. Receiving hardware

Then order, ship and receive the recommended hardware at the school. Generally, the hardware includes the following:

a) GPS trackers: These devices are the basis of the tracking system-they pick up signals from navigation satellites and determine location coordinates and speed.

Nowadays, GPS devices used for school buses have many functions, such as real-time tracking on websites or apps, speed monitoring, vibration sensors, emergency buttons, vibration alerts, voice monitoring, accident detection, automatic ignition cutoff, etc.

There are many types of trackers, but the choice of equipment depends on the tracking target, vehicle specifications, cellular service provider, and ideal input voltage.

b) SIM cards: Schools must also purchase the necessary number of SIM cards and attach an appropriate monthly data plan to transmit GPS tracking data.

c) RFID cards: These are radio frequency identification chips embedded in the card, which are uniquely coded for each student. Every time a student enters or leaves the school bus and various places in the school building, the student must use this feature.

d) RFID scanners: These devices can read students' RFID cards and record attendance.

e) Smart phones that support NFC: Since all phones have GPS functions, school bus drivers can use them instead of GPS trackers (limited functionality). Then, a smart phone with NFC (Near Field Communication) function can additionally perform functions similar to an RFID card reader.


3. Hardware installation

The technicians then ensure that the GPS tracker is properly installed in the bus's circuit and install the necessary number of RFID scanners at the entrances and exits of the school bus and at designated locations within the school.


4. Data input

The school needs to organize all the necessary details about vehicles, drivers, flight attendants and students. Then format this information and enter it into the tracking software. Schools can choose to include the student’s street address, or choose to provide detailed information about the pick-up point and the number of students at each stop.

HFSecurity Biometric Schoolu Bus Attendance System

5. Route planning

Then, the system uses all the input data and uses artificial intelligence to propose the most effective route, thereby minimizing the distance traveled, time spent and fuel consumption. And to maximize vehicle utilization, driver productivity and operational efficiency.

a) Automatic routing

If the student address is not included, the school needs to provide detailed information about the pick-up point and the number of students at each station. Then, the system automatically creates routes and itineraries by selecting the most consistent stop-considering shift time and attendance software , pick-up point density, vehicle seat capacity, road conditions, turning restrictions, etc.

b) Automatic allocation

When the student address is included, the system will automatically determine the best pick-up point, and take into account the walking distance of the given address, as well as other factors mentioned above, to assign students to these bus stops.


6. Provide printed RFID card

After assigning students to each bus stop and determining the route/journey, a unique RFID card will be prepared and printed for each student. These are then provided to school authorities for distribution to students.


7. Create user profile and share credentials

Create user profiles for all stakeholders who need to access the system, and user access levels are determined by role types.

For example, parents should be able to access the real-time location of the bus where their child is located, rather than all the bus information; while the transportation manager needs to be able to see all school buses on the map and be able to indicate them to the driver at the last minute.

Next, these credentials will be shared with each stakeholder's application link. A unique application is provided for each stakeholder.

The setup process is now complete, and it's time for the bus to hit the road.


8. Daily route planning and real-time optimization

The route plan for each trip is shared with the driver and bus attendants, and detailed student information for each stop is provided.

All these pre-planned routes have been optimized during the journey-responding to student absences, changes in student boarding and landing locations, driver-initiated changes, new roads, changing road conditions, accidents, child safety hazards, roadblocks, new orders To the district etc.


9. Student attendance

Students swipe their cards when getting on and off the bus, which marks their attendance for the day. Similarly, they can also track and record their movements in and out of classrooms and public areas of the school.


10. Real-time alerts and reports

Finally, all stakeholders can access the online time and attendance real-time location of the bus as well as notifications and alerts on their mobile devices. For example, parents will be notified of the estimated time of arrival (ETA) of the school bus, and every time the route changes, the driver stops unplanned or the driver exceeds the speed limit/time, they will also be alerted to drive lightly.

In addition, during commuting or in school, parents can fully understand the whereabouts of their children.

Stakeholders can access reports about relevant information at any time.

For example, school authorities can access detailed attendance reports for all students. The transportation manager can evaluate the efficiency of the fleet by viewing reports on the distance traveled, fuel consumption, mileage, repairs and breakdowns of each bus.

They can also configure reminders to perform regular maintenance checks on each school bus.

HFSecurity school bus attendance system

How to track the child's school bus location and its help in real time?


All safety-conscious parents are looking for a solution that can track their children's school bus location in real time, and this is where the school bus GPS tracking system comes in.

The real-time bus tracking system can provide you with the real-time GPS location of the school bus and tell you whether your child gets on or off, and when to get on the bus.

Parents can access all this information from anywhere, whether at home or at work.


This is all the advantages of a real-time tracking system!

How does this work


  • Connect all stakeholders: The real-time school bus tracking system is a customized geolocation software that can fully connect the school, the school bus system, and parents/guardians, enabling them to locate the school bus and the child when they are going to school or home at any given point in time On the way, or on a school trip or short trip.


The parent mobile application can be quickly downloaded and run on all Android and iOS systems (including computers, tablets and smartphones), and allows parents to determine the exact location of their children and buses in real time. The custom settings of the map make it easy for the parents of the child to see the current location of the bus and the estimated time of arrival at the next stop.l.


  • Multiple automation functions: The application is uniquely designed with multiple automation functions that can be customized and personalized, so notifications can be sent to let everyone know when the bus is approaching the destination. The record of the location of the school bus is judged according to the established interval.


As an integrated solution, it allows schools and parents to share important information and integrate all information into one platform.


How it helps


The real-time function of the tracking system enables parents to have more peace of mind and peace of mind in ensuring the safety and security of their children when transporting their children to and from school.


Let's take a look at all the benefits that a school bus tracking app can bring to parents:

  • Wait no more!


Due to the tight schedule of parents, they cannot waste time attendance system waiting for the bus at the bus stop to pick up and drop off their children.


The real-time GPS school bus tracking system provides the exact location of the bus, which can help parents determine when to stop at the bus stop and pick up their children, thus saving valuable time.


Automatic routing, planning and scheduling of bus stops helps to save time, so there is no need to wait too long!


Children no longer need to stand at the bus stop waiting for the bus in the hot sun, freezing temperature or pouring rain.


  • Comprehensive child safety protection:


Transportation safety is the biggest concern for parents.

The best school bus tracking system allows the school administrator to keep track of the driver's speed limit and provides the option of contacting the driver on duty. This gives parents peace of mind when ensuring the safety and peace of mind of their children.


  • Emergency notifications, alerts and reports:

Through emergency SMS alerts and notifications, parents can quickly obtain important information about bus delays, bus breakdowns, route deviations, unplanned bus stops or emergency situations.

Parents can access and analyze school bus route data (historical and real-time) from multiple reports when needed.


  • No more calls!

With the tracking system, parents no longer need to call the school to check the status of the school bus.

Every parent will get a real-time update of the latest location of the school bus.

This is especially useful during school trips and short trips. This provides parents with unprecedented service and convenience!


  • Never miss the bus again!

The system allows parents to drop their children at the next bus stop, just in case they miss the bus


  • School bus attendance record:

This mobile application can help parents view their children's complete and accurate school bus attendance records anytime, anywhere without contacting school authorities.


  • Privacy of child/parent data:

The system runs on a completely secure platform that ensures 100% privacy of all child data and parent contact information.

School administrators can securely store and manage all data through the Central Management System (CMS), thereby preventing unauthorized personnel from accessing or misusing the data.

Parents cannot access other children's data. With a unique "parent user" password used on the parent app, you can access only your children.


  • Self-management:

Parents can monitor the route time of the bus, in case there is a delay or a deviation in the route and cannot immediately change their plans.

This avoids unnecessary frustration of parents and interference with their daily work.

Parents can arrange alternative pick-up and drop-off services for their children in case they cannot arrive in time and delay the arrival of the bus.

This ensures that the children will not be left unattended after getting off the bus at the bus stop.


  • Real-time school bus tracking: using transportation management software,

The school can easily track the bus in real time and accurately report its location to the school authorities. This helps the authorities quickly respond to any emergency, breakdown or accident that may occur on the school bus.

HFSecurity biometric school time attendance

Real-time tracking can also help school authorities monitor the speed of buses and pay close attention to driver speed limits. This helps to improve the safety of children traveling on school buses and the driver’s sense of responsibility.


  • Children's safety / peace of mind for parents:

Parents in the school management software mobile application connect to the school's transportation system. In this way, parents can track their children and find the school bus at any time during the journey. This provides a guarantee for the safety of the child and gives parents complete peace of mind.


  • Elementary school student tracking and attendance

In the school bus software, RFID cards are used to record all children's school bus attendance every day.

The software also provides a quick search function, you can quickly find the child's personal information, such as the parent's contact number.


7 tips for choosing the best school bus tracking software



1. Compatibility

One of the best features of the bus route selection software for schools is that it is compatible with different software and hardware standards, such as the addition of GPS tracking for students or auxiliary data collection.

Although this is not possible with software, it allows you to participate in the seller’s own product format. Choose software that is easy to extend without relying on vendors.


2. Optimization standards

To be sure, optimization is not an independent strategy-it depends on your requirements for your route. Efficient bus tracking software will consider all optimization forms so that you can choose the best route according to your needs.

In addition, the ideal software allows bus drivers to optimize their routes.


3. Warning of no-entry area

There are many places on the bus route that do not allow students to enter. Whether it is a violent area, an area for offenders or a disputed area, your bus route selection software should provide you with reliable options to keep it away from these areas.

You can ensure safety by keeping students away from dangerous areas.


4. GIS mapping

GIS mapping is one of the important aspects to ensure the safety of school buses. When dealing with buses, Google, MapQuest, and Bing cannot help you. The software you choose must prevent the bus from turning sharply.


5. Time and cost effectiveness

The bus tracking software used in schools must be keenly observing the driving style of bus drivers. It will help school authorities monitor the performance and efficiency of drivers.

In addition, they can make the best use of the driver's free time. Using the bus routing system, you can control costs in an easier way by applying low fuel consumption, engine diagnostics, and automatic driver logs.


6. Minimize the waiting time span

An efficient tracking system can reduce the long waiting time for students.

With this, parents can get notifications about the departure and arrival times of the school bus. In addition, this feature can minimize the risk of road traffic accidents.


HFSecurity Biometric Time Attendance system

7. Better maintenance

The bus route selection software with GPS function provides the convenience of better maintenance of buses to school. The automated GPS system can help them easily extract the maintenance time of the school bus.

In addition, the issue of voucher recovery can be solved through mileage tracking. Therefore, please choose a bus routing system with GPS function.


There are many school bus route selection systems to choose from. But the safety of students is the top priority. Therefore, please use powerful and powerful software, which provides you with a good reason to choose it.