Purpose: Grant school administrators view-only access so they can look up transportation information without contacting the transportation office.
Overview
Adding school administrators as view-only users allows them to access transportation information without making changes. This is especially helpful at the beginning of the school year and can significantly reduce phone calls and emails from school staff.
With view-only access, school administrators can:
Look up a student’s bus schedule
Print bus rosters
View which students load onto which buses at their school
Before You Begin
Before creating accounts in the system, it’s recommended that you notify school administrators in advance.
Most districts send a short introductory email explaining:
What Travel Tracker Routing is
Why they are receiving access
That they will receive a registration email shortly
Sending this ahead of time helps prevent confusion or accidental deletion of the system-generated registration email.
Step 1: Create a School Administrator Role
Roles control what users can see and do. You only need to create these roles once.
Create a Role
Click the Profile icon.
Go to Roles.
Click Add.
Choose a Role Type
You have two options:
Option A: Generic School Administrator Role
Not restricted to a specific school
Faster to set up
Broader access
Option B: School-Specific Administrator Role (Recommended)
Example: Blue Moon Elementary Admin
Check the box for the specific school
Limits access to only that school’s students, routes, and buses
This option requires a little more setup but provides better data security.
Click Save.
Step 2: Configure Role Permissions
New roles start with very limited access. You’ll now define what the role can view.
Go to Security Settings.
Select the school administrator role you created.
Review permissions:
Administrator Settings: No access
Students: View-only
Schools: View-only
Stops: View-only
Vehicles: View-only
Routes: View-only
Most school administrators should remain view-only. If you need to grant edit access for a specific user, you can adjust permissions later.
Click Save.
Step 3: Add School Administrator Users
Once roles are ready, you can create user accounts.
Go to Users.
Click Add.
Enter:
First Name
Last Name
Email address
(Optional) Phone number
Select the appropriate role:
A school-specific administrator role, or
A generic school administrator role
Click Save.
What Happens Next
After saving:
The user automatically receives a registration email
They are prompted to set their password
They can immediately log in with view-only access
This is why sending the introductory email first is important—so users expect the system email and don’t mistake it for spam.
Tips and Best Practices
Create all roles and permissions before adding users
Notify administrators before sending system invitations
Use school-specific roles whenever possible
You do not need to update roles once they’re created
Where to Go Next
Review Security and Permissions for additional access controls
Add more users as needed
Adjust roles only if access requirements change
Updated