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Rollover & New School Year Guide

The rollover process is also included as a PDF via the link at the bottom of the article. 

Each school year in EZRouting is represented by a school session. At the start of a new year you typically:

  • Create or verify school sessions.

  • Run Rollover to carry forward the right data.

  • Review and update key settings (bell times, boundaries, feed schools, etc.).

These steps reduce manual setup and help ensure accurate routing for the new year.

Video Walkthrough

Process Checklist

☐ Step 1 – Review existing school sessions

☐ Step 2 – Create a Sandbox to backup your current session

☐ Step 3 – Conduct the Rollover from CURRENT school session

☐ Step 4 – Clone Routes from Previous School Session

☐ Step 5 – Clone Transportation Plans from the previous school session

☐ Step 6 – Remove graduated students from routes in NEW school session. 

☐ Step 7 – Adjust the bus schedules for students whose school change affected transportation. 

☐ Step 8 – Final Clean Up: Route all unrouted students who did not get routed with Auto Assign.

☐ Step 9 – Verify key settings in the new year
 

Step 1 – Review existing school sessions

Before performing the rollover, it is important to ensure each school has the correct grade levels and feed school. 

A feed school is a school that students will go to after they graduate from their previous school. After reviewing the feed school and grade info, you can also change the selected students by clicking the green ticks next to their names. Once you are satisfied with all settings, click the green SAVE button.

To begin a new school year, EZRouting has a rollover process that will assist in rolling over students to the new grade

Before starting this process, we’ll need to set up your new School Session and check your feed grades and schools.

Steps

  1. Click on the General settings drop-down and select School Years & Sessions
  2. Setup your School Session for the coming year if not already in the list. 
    • If they are in the list, check the dates and adjust if needed. Use the + icon to add new School Sessions if needed.
  3. When you add a School Session, use the actual calendar year. The school year will calculate and display when you click Save.
  4. Click on the Grades option in the drop-down filter. Double check grades to make sure they are in the correct sequence.
    • While in the Grades sections, this would be a good opportunity to review your walking distance for each grade to make sure they are correct.

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Step 2 – Create a Sandbox to backup your current session

You may want to make a backup of the database before starting the rollover. We will set up a sandbox to create our “backup”. 

This sandbox can be deleted once the rollover is complete and there are no issues. If you need to use the sandbox, you can reset the sandbox as your default database.

Steps

  1. Go to current school session and choose edit/add new.
  2. Click the school session for for the current year in the list.
  3. Choose Add Sandbox. 
  4. Name the sandbox “Backup of [Insert School Year]” 
  5. Check the stops and routes box 
  6. Click Create to make your sandbox. 

The following is important information which provides directions about what to do in the next steps depending on how your system data is updated. 

Please read carefully. 

No nightly updates into your system from your SIS system: Go to Step 3

Nightly Updates from your SIS, and your SIS has not rolled over: Go to Step 3

Nightly updates from your SIS, and your SIS has rolled over: Skip Step 3. Go to Step 4

Note: The system compares the file that comes through nightly to what is already in the system. Once your file has 50% of students with a grade change, it will start syncing to the upcoming school year. This will correct any incorrect grades for students who did not advance or any incorrect schools for districts with multiple feed schools.

Step 3 – Conduct the Rollover from CURRENT school session

Ensure you are working in the CURRENT SCHOOL YEAR before conducting the rollover

Steps

  1. Click on the Students tab. 
  2. Click on Operations and then Rollover. 
  3. Verify the feeder schools. 
    • If any of these are incorrect, stop and go to the schools tab and edit the school to set the correct feeder.
    • The list will show all students and the next grade that will be indicated for the student. 
  4.  To correct Feeder Schools if they are not correct:
    • Go to the Schools tab and edit to select the correct Feeder then return to Student Tab and Select Operations and then Rollover. Click Save then click Yes to continue

Step 4 – Clone Routes from Previous School Session

After the rollover, you will need to clone the routes from the CURRENT school session into the NEW school session

Steps

  1. Make sure you are still in the CURRENT session before cloning. 
  2. Go to the Routes tab
  3. Click Operations and choose Clone Routes 
  4. Select which school session to clone the routes to (i.e. 2026-2027) 
  5. Click on Select All to check all routes
  6. Click the Clone Routes button. 
  7. Click Yes to confirm

Step 5 – Clone Transportation Plans from the previous school session

You will need to do this step even if your district does not currently use Transportation Plans. This will allow you to use the Auto Assign feature to re-route your students with a school change in an upcoming step.

Steps

  1. From the Students tab (in the current school session 2025- 2026), click on Operations, choose Batch Edit under Transportation Plans, then select Remove All. 
  2. Click SAVE at the top of the Batch Edit page.
    • Note: We will regenerate these in just a moment in an upcoming step. They will be generated from your current bus schedules.
  3. Go back into the Batch Edit tool. 
  4. Under “Transportation Plans, select Regenerate transportation plans from bus schedules and click the SAVE button at the top of the Batch Edit page. 
    • Note: This step ensures that transportation plans match the correct bus schedules for routed students. 
  5. Go back to the Batch Edit tool.
  6. Under Transportation Plans select Clone transportation plans then select Clone to [School Session Year]. 
  7. Click the SAVE button then click Yes to confirm. This process will take a few minutes to run.

Step 6 – Remove graduated students from routes in NEW school session

Switch to the NEW school session in the upper right corner of the screen.

Steps

  1. Click on the Students tab
  2. Filter for Grades and select Graduated 
  3. Click on Operations > Batch Edit under Bus Schedules
  4. Select Remove All 
    • This will remove all bus assignments for graduated students. 
  5. Click the SAVE button the click Yes to continue.

Step 7 – Adjust bus schedules for students whose school change affected transportation

For students who moved from Elementary to Middle schools and from Middle to High Schools or any other situation where the rollover created a school for a grade promotion, you will need to locate those students and adjust their bus schedules 

You will want to start with the Middle schoolers that moved to High school before doing the elementary to middle students, so that you can ensure spaces on buses for elementary to middle students and new kindergarteners.

Remember to continue working in the NEW school session to complete the rollover process. 

Steps

  1. Verify no vehicles have zero (0) capacity
    • Under the Vehicles tab, check your vehicles to make sure none of them have zero (0) capacity. Otherwise, this will cause problems when you try to auto assign students. 
      • To quickly see bus capacities: Click the Report drop down and select the Vehicle Summary Report. The capacities will show. If any show 0, edit the vehicle, and update the capacity.
  2. Remove existing bus schedules from students.
    • Go to the Students tab filter on Grades. Select 9th grade (or the grade that moves to High School at your district). Then select Filters > Riders > All Riders (It is very important to have only the students you want to Auto Assign marked as Riders) 
    • Click on Operations Batch Edit under Bus Schedules Select Remove All 
    • Click SAVE.
  3. Route the students to their new routes
    • Go to the Students tab and filter on Grades. Select 9th grade (or the grade that moves to High School at your district). Add the filter with Transportation Plans. 
    • Go to Operations > Auto Assign > Search Assignments. This will search for those students that can be routed using existing trips based on their transportation plans. 
    • Review the assignment suggestions. If they look correct, Click Save Assignments. 
      • Note: You may have students who are not routed automatically because their previous stop is not currently on a route going to their new attending school. 
  4. To see the 9 th Grade students that didn’t get routed: Go to Filters > Transportation Plans > With Transportation Plans. Go back to Filters, and choose Bus Schedules Unrouted 
    • To verify the filtering is correct, click on the magnifying glass in the search bar. This should be showing: Grade 9 With Transportation Plans Unrouted 

Repeat step 7 for other grades that moved schools (for example from Elementary to Middle).

Step 8 – Final Clean Up: Route all unrouted students who did not get routed with Auto Assign

To identify all Students that were routed in the previous school session which did not get auto assigned, you can identify these by filtering for Transportation Plans and Unrouted students. These students can be routed as normal. 

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Step 9 – Verify key settings in the new year

After rollover, switch to the new session and review:

  1. Schools and bell times

    • Open several school records.

    • Confirm school types, grades served, and bell times for AM/PM are correct.

  2. School boundaries and walk zones

    • Confirm boundaries and walkzones reflect any changes for the new year.

    • Adjust as needed to align with board policies and practice.

  3. Feed schools (if used)

    • Verify feed school relationships (e.g., elementary → middle → high) and adjust for any reconfiguration.

  4. Vehicles and routes

    • Confirm that expected vehicles and routes are present and assigned to the correct schools.

    • Spot‑check a few routes on the map.

  5. Students

    • Check total student counts by school and grade.

    • Confirm sample students have the expected schools, addresses, and eligibility.

Troubleshooting

  • Rollover took too long or appears stuck

    • Refresh the page and check status.

    • If it still appears stuck, contact support with your source and target sessions and approximate start time.

  • Data looks duplicated or out of sync

    • Confirm you are viewing the correct session.

    • If students or routes don’t match expectations, compare counts between the old and new sessions and identify patterns (by grade, school, or route).

  • You’re not sure which rollover options to select

    • Start with a sandbox session.

    • Run rollover into the sandbox first, review, then repeat into the production session once you are comfortable with the settings.

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