Transporting students with special needs is one of the most complex and critical responsibilities school districts face. Beyond the obvious challenge of getting students safely from home to school and back again, transportation directors must also consider medical requirements, mobility equipment, individualized education plans (IEPs), specialized training for drivers and aides, and the need for clear communication with families. For decades, these demands have placed enormous pressure on transportation departments, often with limited resources.

This is where Transfinder steps in, offering solutions that give districts the tools they need to ensure every student—especially those with special needs—receives safe, reliable, and personalized transportation.

Precision in Routing and Scheduling

For students with special needs, transportation is not one-size-fits-all. Some students may require a shorter ride to minimize stress, while others may need vehicles equipped with wheelchair lifts or space for medical devices. Traditional routing methods often struggle to accommodate these individualized requirements.

Transfinder’s Routefinder PLUS software transforms how districts plan and adjust routes. Transportation staff can enter detailed information about each student’s unique needs—whether that involves proximity to a school entrance, a preference for curb-to-curb pickup, or specific vehicle accommodations. Knowing a student’s unique needs and balancing social considerations for that child is important. The system then builds routes that respect these requirements, balancing efficiency with personalization.

For example, if a child has a sensory sensitivity and cannot be on the bus for more than 20 minutes, Routefinder PLUS allows planners to create a route that honors that limitation. If another student requires a bus with air-conditioning due to a medical condition, the system ensures the student is assigned to the appropriate vehicle. These details, once managed manually and prone to error, are now built into the daily operation.

Flexibility When Needs Change

Students’ needs often evolve throughout the school year. A new medical diagnosis, a change in therapy schedules, or even a family move can dramatically impact transportation. Traditionally, making these changes meant long hours of reworking routes and notifying families.

With Transfinder, those adjustments happen quickly and accurately. Transportation staff can easily reassign a student to a different route or vehicle, while the system automatically recalculates times, distances, and driver assignments. Parents are informed immediately through Stopfinder, Transfinder’s parent communication app, which provides real-time updates about their child’s transportation.

For families of students with special needs, this peace of mind is invaluable. Parents know their child’s safety and comfort are always at the center of planning, and they can track buses on a map or receive notifications if a vehicle is delayed.

Supporting Drivers and Aides

Transporting students with special needs requires more than just the right route—it requires well-informed drivers and aides. They must know which students may require extra assistance boarding, which may need a calm and quiet environment, and which have medical considerations.

Transfinder equips staff with the information they need. Through mobile solutions like Wayfinder, drivers can receive turn-by-turn directions as well as notes about student needs. This reduces stress for substitute drivers, who may not be familiar with a particular route or group of students. Instead of relying on memory or binders of paper notes, all critical details are available at their fingertips.

This not only improves safety but also ensures continuity of care. If a student typically rides with a familiar driver but that driver is unavailable, substitutes can step in with the same level of preparedness and confidence.

Reducing Ride Times, Increasing Comfort

One of the biggest concerns parents express about special needs transportation is long ride times. Spending excessive time on a bus can be overwhelming or even harmful for certain students.

Transfinder’s optimization tools help districts reduce unnecessary mileage and minimize student ride times. By analyzing traffic patterns, student locations, and school start times, the software creates routes that are efficient without compromising individual needs. The result is students arriving at school calmer, less fatigued, and more ready to learn.

Compliance and Accountability

Federal laws like the Individuals with Disabilities Education Act (IDEA) place specific obligations on districts regarding special education services, including transportation. Failure to meet these obligations can result in complaints or even legal challenges.

Transfinder helps districts stay compliant by maintaining detailed records of routes, assignments, and accommodations. If questions arise about whether a student’s transportation needs are being met, transportation directors have the data to demonstrate compliance. This transparency not only protects districts but also reassures families that their children’s needs are being taken seriously.

A Human Difference Through Technology

At its core, Transfinder’s mission is not just about buses and routes—it’s about students. For districts serving special needs populations, that mission carries extra weight. The technology provides tools, but the ultimate result is human: a student who arrives safely at school, a parent who feels confident in their district, and a driver who is empowered to provide excellent care.

Districts that partner with Transfinder often report reduced stress for staff, improved relationships with families, and better outcomes for students. One transportation director put it simply: “With Transfinder, we can focus less on the logistics and more on the children.”

Conclusion

Transporting students with special needs is one of the most demanding and important services a district provides. By combining precise routing, real-time flexibility, parent communication, and staff support, Transfinder ensures that every child’s journey to and from school is safe, dignified, and tailored to their individual needs.

With Transfinder, districts don’t just move students from point A to point B—they deliver peace of mind, equity, and opportunity.

To learn more about Transfinder technology and support, visit Transfinder.com, email solutions@transfinder.com or call 800-373-3609.

The views expressed are those of the content sponsor and do not reflect those of School Transportation News.

The post Finding the Right Route: How Transfinder Helps Districts Transport Students with Special Needs appeared first on School Transportation News.

Safety has always been the top priority in student transportation, but for special education, it carries added weight. These buses serve students who require closer supervision and stronger family communication, making safety more important. Radios and reports still help, but new technologies are giving transportation leaders the ability to act in real time.

At Royse City ISD (RCISD) in Texas, that shift has meant embracing AI-powered cameras and live video to provide the extra layer of support their riders with disabilities need.

Royse City ISD: A District on the Rise

Royse City ISD transports over 8,000 students each week across three rapidly growing counties near Dallas, including more than 800 with special needs. Executive Director of Transportation Cody Cox, a lifelong student transportation professional who started as a bus driver, leads the operation.

As the district grows, so will its transportation needs. The district grows by about 1,000 students annually, forcing the purchase of new vehicles to meet both growth and replacement needs. The challenge with such rapid expansion is maintaining the same quality of safety for every student while also meeting the area’s transportation demands. This remains especially true for RCISD’s special education vehicle fleet, and is what prompted Cox to search for an effective solution.

Turning to Technology for Support

Transporting students with special needs requires extra care. These riders may need closer supervision, and drivers must balance safe operations with clear communication and visibility into what happens on board. For districts, the challenge is finding ways to provide that extra support while maintaining efficiency across the fleet.

For Royse City ISD, rapid growth made this challenge even more pressing. To strengthen safety protocols across its special education fleet, which includes SUVs, vans, and buses, Cody Cox began looking for technology that was versatile, reliable, and cost-effective.

“I was looking for a solution that was more cost-effective without losing any of the features of our larger DVRs,” Cox explained.

Earlier this year, the district piloted Safety Vision’s SafeDrive-AI 2, pairing its dual-camera driver system with four additional interior and exterior cameras to provide real-time awareness and added coverage across its diverse fleet of special education vehicles.

For Cox’s team, live-streaming from vehicles carrying high-needs students provided critical reassurance. Dispatchers could monitor in real time, step in quickly, and support onboard staff when needed. At the same time, AI-powered alerts from SafeDrive-AI 2 added another layer of protection, helping drivers identify potential risks on the road. Recorded video also proved essential, giving the district an objective account of incidents and concerns.

“Footage is very important to investigate situations and concerns,” Cox said. “It often gives us a better understanding of what was going on so we can provide better support to staff and students.”

(Article continues after video.)

Advice for Districts Considering Safety Technology

Looking ahead, RCISD has committed to outfitting its new special education vehicles and white fleet vehicles with the SafeDrive AI 2 system piloted earlier this year. For Cox, the decision reflects not only the benefits his team has already seen but also the long-term value of proactive safety tools. His advice to other districts is straightforward: “I would recommend they try them on new vehicles or retrofit some vehicles to see just how great the coverage is for the cost.”

By starting small, he suggests districts can experience firsthand how live video, AI alerts, and recorded footage work together to enhance safety without a major upfront investment. The system’s flexibility is another advantage because it can be customized and scaled to fit any fleet size. For a growing district like RCISD, partnering with a provider that can expand with their needs is key to ensuring lasting safety across all student transportation vehicles.

Technology as a Long-Term Safety Partner

Student safety will always be the cornerstone of school transportation, but for special education fleets, that responsibility comes with unique requirements. Royse City ISD’s experience shows how technology can play a pivotal role in meeting those requirements. By giving dispatchers real-time visibility and providing drivers with timely support they can be proactive, rather than reactive, when it comes to the safety of all students and staff.

As districts of all sizes continue to face growth, tighter budgets, and increasing expectations from parents and communities, tools like live video and AI-powered alerts are helping transportation teams move from reacting to incidents to preventing them. For leaders like Cody Cox, the message is clear: scalable, customizable solutions aren’t just add-ons, they’re becoming essential partners in ensuring safe, reliable transportation for every student, every day.

Learn more at safetyvision.com.

The views expressed are those of the content sponsor and do not reflect those of School Transportation News.

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After more than two decades of working with Transfinder’s Pro software, Frank Gunn, a seasoned transportation consultant at Greenburgh Central School District, made a pivotal decision that would reshape the district’s student transportation system.

Gunn, who initially joined Greenburgh for a 45-day consulting stint and has now been there for six years, led the district’s transition to Transfinder’s browser-based routing solution, Routefinder PLUS, and its companion tool, Viewfinder.

His story is one of trust, adaptability and a commitment to excellence in student transportation.

It’s also one of loyalty.

Gunn’s journey with Transfinder began long before his time at Greenburgh, a district located in Westchester County, about 30 miles north of New York City.

“I’m 20-plus years with you guys,” he said of his relationship with Transfinder. “I was a Pro user for the longest time,” he said, “and it really didn’t give me any problems.”

He admits he wasn’t eager to make the move to Routefinder PLUS.

“I’m 63 years old and things scare me that are new,” Gunn said. But he knew that Transfinder’s award-winning routing solution Routefinder PLUS was the future and recognized his own need to adapt.

“So, I said, ‘Let’s take the plunge.’” What made the decision easier to make was knowing “the customer service I’ve always known you guys to have.”

The move paid off. Gunn describes the transition as smooth and well-supported, thanks to Transfinder’s training team.

“They walked,” he said of the implementation team. “We didn’t run. They knew I was apprehensive, and we just went through it step by step. It was never a rush thing. That’s what made this the easiest.”

That’s a good message for anyone looking to move to Transfinder’s technology, whether moving from Pro to PLUS, manual routing or leaving one vendor to partner with Transfinder: Transfinder’s support and implementation teams come alongside clients and put them at ease.

As a one-man transportation department, Gunn handles everything from routing to communication with contractors. Greenburgh Central transports approximately 2,380 students, including 360 special education and private school students going to more than 70 schools.

With 85 vehicles and 78 drivers, the logistics are complex—but PLUS has made it manageable.

Gunn highlights several features of PLUS that have streamlined his workflow:

• Speed and Efficiency: “I think it’s faster,” Gunn said. “I like that I can open up two map grids at once and print right from right-clicking on the routes.”
• Bus Pass Integration: “I can grab a group of students and print bus passes right from a window.”
• Enhanced Graphics: “The circular stops and boundaries are more crisp.” It is easy to zoom into a location to look at specific bus stops.
• User-Friendly Interface: “It’s very user-friendly. Every time I turn around, there’s another thing I learn.”

One of the most impactful additions to Greenburgh’s transportation toolkit has been Viewfinder, which Gunn describes as a game-changer for contractor communication. The district contracts with Royal Coach Lines for 90 vehicles. Viewfinder allows Royal Coach to access the same routing data Gunn uses, enabling real-time responses to parent inquiries.

“If a parent calls the bus company, they have the exact same information I have at their fingertips,” Gunn said.

This transparency and accessibility have improved service and reduced confusion.

Looking ahead, Gunn is interested in expanding Greenburgh’s use of Transfinder technology. Gunn is enthusiastic about Stopfinder, Transfinder’s award-winning parent app.

“We have to walk before we run,” he said, acknowledging the importance of a phased approach.

Support from Transfinder has been a cornerstone of Gunn’s positive experience. “Support from Transfinder is second to none,” he said. “I’ve never had a bad dealing in over 20 years.” Noting even receiving calls at 5:30 in the morning to resolve issues.

“They treat you like family,” Gunn said. “That’s the easiest way to sum up Transfinder—from the top down.”

For districts considering the switch to PLUS, Gunn offers heartfelt advice: “If you’re a Pro client afraid to take the plunge to PLUS, I’m living proof it’s idiot-proof. It would be the best decision you ever made in your life,” he said, adding, other than marriage.”

Gunn’s story is more than a testimonial—it’s a blueprint for how thoughtful leadership, trusted partnerships and innovative technology can transform student transportation. At Greenburgh Central School District, Transfinder isn’t just a vendor—it’s part of the family.

“I’m not a client,” he said. “I’m part of your family.”

Take your plunge for improvement and work with the best software and safety product as voted by the industry multiple years running. To learn more about Transfinder technology and support, visit Transfinder.com, email getplus@transfinder.com or call 800-373-3609.

The views expressed are those of the content sponsor and do not reflect those of School Transportation News.

The post How Greenburgh CSD in New York ‘Took the Plunge’ with PLUS appeared first on School Transportation News.

One of Ethan’s bus drivers failed to make a morning stop, prompting a call from a concerned and upset mother. Instead of feeling stressed by the call, the transportation director felt noticeably calmer. That’s because he had a new team member in place and was confident the incident could likely be resolved in minutes, not hours.

In the past, a missed bus stop in Ethan’s district typically meant an hour of research, at minimum. He needed details quickly and some took considerable time to acquire due to travel, driver responsiveness and staff availability. Often, it took Ethan hours to collect the information, evaluate and report on a single incident.

Face the same challenges? Level up, like Ethan did.

Motivated by the need for easier event resolution and assistance with daily operations, he shopped for a streamlined solution to facilitate efficiency. Ultimately, he brought the A-game to his operation: ARMOR Software Suite.

When integrated with high-definition REI cameras and DVRs, the suite delivers a remote, all-in-one fleet management solution designed to boost efficiency, safety and peace of mind. How would ARMOR’s innovative tools simplify your fleet management, like they did for Ethan and his team? Let’s take a look:

Track Vehicles in Real Time

Shortly after the mother’s call, Ethan accessed the Insight tool to find the bus route and capture details. A click on the stop’s location enabled him to view and download video of the alleged missed stop. Minutes later, he had video proof: The student was absent, and his driver did stop. The process would be just as easy for your operation.

Automate Processes & Communication

The Actions tool allows you to set up automated video downloads, automated event notifications, automated diagnostic warnings/updates and other useful reports. This eliminates trips to pull hard drives, speeds up event resolutions and helps reduce costs.

Simplify Video Search

AutoPilot serves as an archive of auto-downloaded and manually requested video clips. Users may filter videos by criteria to save hours of search time. Ethan frequently shares videos with other administrators via password-protected links.

Enable Live Look-In

With ten thousand students on the district’s afternoon buses, Ethan sees all types of events. ARMOR Live allows him to view and hear these events in progress, enabling him to respond quickly. Think how much time and effort it would save your team.

Access Data & Video Remotely

With ARMOR Cloud, district administrators can securely access ARMOR from anywhere, at any time, using internet-connected devices. This allows them to request the video clips they wish to review and eliminates some tasks for Ethan and his team. Even more, the cloud service minimizes server management responsibilities and costs for hardware and IT resources. Security, scalability and software updates are administered for them.

Interested in taking your fleet management to the A level? Want to score info about all of ARMOR’s tools? Contact REI or your sales representative.

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The views expressed are those of the content sponsor and do not reflect those of School Transportation News.

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As one of the largest school transportation operations in Illinois, Indian Prairie School District 204 runs a fleet of nearly 300 vehicles and more than 1,200 routes. When the impact of the bus driver shortage grew in 2019, maintaining this operation required a greater number of substitute drivers. Ron Johnson, the district’s director of support operations, looked to assist their sub drivers — as well as address a need for improved parent communication — with technology.

Indian Prairie has a longstanding partnership with Tyler Technologies, having been a user of Tyler’s routing software since 2008. Johnson turned to Tyler for solutions that would integrate with their existing software, ultimately becoming an early adopter of Tyler Drive tablets in the 2018-2019 school year. With Tyler Drive tablets installed on the district’s vehicles, paper route sheets were eliminated. Regular and substitute drivers gained turn-by-turn voice navigation through the tablets, reducing driver distraction — and, thereby, increasing student safety.

To learn more about Tyler Technologies’ student transportation solutions that connect drivers, routers, and parents, watch their Tyler Drive webinar.

Driving Efficiency

Tyler Drive tablets have also helped increase route efficiency and on-time performance at Indian Prairie.

“Before implementing Tyler Drive, our on-time network was 80.02%,” said Johnson. “Pre-pandemic, Tyler Drive helped us increase our on-time network to more than 97.50%. In 2024, with a shortage of 15 drivers, we were at 95.33%.”

Johnson attributes these improvements to drivers sticking to the approved routes that Tyler Drive guides them through. Substitute drivers are less likely to get lost, and visibility into driver activity and real-time GPS tracking helps identify inefficiencies.

Keeping Parents in the Know

In addition to using Tyler’s student transportation software and Tyler Drive tablets, Indian Prairie keeps parents informed with Tyler’s parent communication mobile app.

“Our parents were asking for a way to be alerted when a bus would arrive late and to receive timely communication from schools about bus incidents,” said Johnson. The parent app integrates with the district’s other Tyler solutions, leveraging data and dynamic communication that delivers an improved experience and real-time information for parents.

Johnson said, “Parents have access to route information and ETA, and we can notify parents of a delay on their specific route.”

Tyler’s parent app is flexible, allowing both manual and automated information and communication. While districts can manually send targeted messages to parents, approved updates in Tyler Drive automatically sync with the parent app. This gives parents instant notifications about changes to the driver, bus, or ETA for their children’s routes, without adding to the transportation team’s workload. Tyler Drive’s turn-by-turn directions also support parent peace of mind — substitute drivers can follow routes exactly as the regular drivers do, so parents know what to expect.

Leaders in Driver Support

Beyond improving their own operations with Tyler’s solutions, Indian Prairie has helped pave the way for other Illinois districts looking to implement in-vehicle driver tablets like Tyler Drive.

“We worked with the State Police, Local Police, and Department of Transportation to ensure we were incorporating safe and sound practices in the use of a Mobile Data Terminal (Tyler Drive), including the installation location and driver best practices,” said Johnson. “We wanted to ensure we were not adding a device that would create a driver distraction, as some agencies were concerned about.”

Citing increased safety for students, the district also coordinated with its State Board of Education on legislation that could make the purchase of driver tablets a reimbursable transportation expense.

Indian Prairie’s efforts — from driving legislation to establishing best practices — can help other districts reap some of the same benefits Johnson’s district has.

“We wanted a full-scale solution to solve on-time network problems, driver route reliability, parent communication, and real-time route information that was accurate,” said Johnson. “Tyler Drive does that for us!”

Tablets Support Efficiency and Drivers

Tyler Drive in-vehicle tablets support full-time and substitute drivers with optimized routes that boost on-time performance. Tyler Drive provides:

• Connected routing — Tyler Drive integrates with Tyler’s routing software, ensuring each vehicle’s route is accurate and updated to help drivers stay on track.
• Up-to-date communication — Route changes in Tyler Drive are automatically reflected in Tyler’s parent app, instantly notifying parents or guardians of a new driver, bus, or ETA.
• Turn-by-turn directions — Drivers get intuitive navigation without the distraction of paper maps and student lists.
• Maintained guidelines — Routes are calculated based on predetermined rules and riders’ needs to provide safe pickup and drop-off locations.
• Integrated messages — Drivers can receive messages from dispatchers with information about stops to skip, construction to avoid, or any other critical information.

Learn more about Tyler Drive in this webinar: Connecting Drivers, Routers, and Parents with Student Transportation.

The views expressed are those of the content sponsor and do not reflect those of School Transportation News.

The post How One District is Shaping Driver Support in Illinois appeared first on School Transportation News.

When Lori Smith stepped into the role of transportation coordinator at Bellbrook-Sugarcreek Schools, she inherited more than just a fleet of buses. She walked into a department in transition, a community in flux, and a software system she hadn’t chosen—but would soon come to champion.

Bellbrook-Sugarcreek, a growing Ohio district nestled in a nine-square-mile area, serves more than 2,600 students, with more than half relying on school transportation. Despite its modest size, the district’s transportation needs are complex, shaped by rural roads, frequent flooding, and a transient population due to its proximity to a military base.

Smith joined the district four years ago as a transportation assistant. Within 18 months, she was promoted to coordinator after her predecessor abruptly left. “It was a baptism by fire,” she recalls. “I had to learn how to be a supervisor, train my replacement, and figure out a new software system—all at once.”

That software system was Transfinder’s suite of tools designed to streamline school transportation. Smith hadn’t been involved in the decision to switch from another vendor to Transfinder. In fact, her first official act as coordinator was to finalize the contract.

“I was told, ‘This is what we’re doing. Get on board or this wasn’t going to be the job for me,’” she says.

Smith was determined to make it work. She reached out to peers as well as support members at Transfinder. Those calls changed everything, noting Transfinder’s expert “set up regular meetings, gave me homework, and held me accountable.” She said she felt empowered by the experience.

In fact, she said, the implementation experience “is why I am going to use your product as long as I’m sitting in this seat.”

Smith attended Transfinder’s Annual Client Summit in 2024, where she discovered not just tools, but a community. “I walked out of there thinking, ‘This makes so much sense now,’” she says. “Everyone took responsibility for the rocky start and committed to helping me succeed.”

Today, Smith uses a number of Transfinder’s award-winning solutions: Routefinder PLUS for routing, Tripfinder for field trips, Stopfinder for parent communication, Viewfinder for school staff, and Formfinder for managing non-public school students. Each tool has brought measurable improvements.

With Routefinder PLUS, the district eliminated manual data entry, reducing address errors and improving efficiency. “We used to hand-key everything,” Smith says. “So, every time a new student moved into the district, every time an address change happened, we would have to hand-key all of that. And as you can imagine, hand-keying means human error.”
Tripfinder, the first product Smith implemented, revolutionized field trip management. “We were able to customize it from the get-go to get information out of it, pulling, doing some data mining.”

Smith, a self-described data-driven person, said she was in the midst of preparing the district’s T-2 report, which certifies the actual expenses incurred in the transportation of eligible pupils.

“I was able to drill down into field trips. Which ones were done by bus drivers? Which ones were done by substitute drivers? Which ones were in a van? What coaches took most of the driving? How many hours were invoiced? How many miles were invoiced? Just the amount of data that you can pull out of any of the “finders” is, in my opinion, invaluable. Tripfinder runs so well.”

Stopfinder has transformed communication with parents. Instead of mass alerts that caused confusion, Smith can now send targeted messages about delays or reroutes due to flooding — a frequent issue in the district. This eliminated hysteria. “It’s been very helpful to target just specific areas,” she said.

Viewfinder has empowered school secretaries and administrators. Smith created custom views for each building, allowing staff to quickly access bus numbers, stop times, and routes. It has eliminated most phone calls about busing, she says. “The secretaries love it.”

Formfinder, the newest addition, allows Smith to manage transportation for parochial and non-public students who aren’t in the district’s student information system. “Families fill out the form, and it creates a record. It’s interesting, the versatility of all the products to be able to dig deeper for information and use it for different purposes.”

Despite the success, Smith still faces challenges. Convincing her veteran mechanic to embrace digital tools has been tough.”

Still, Smith is playing the long game. She knows that as veteran staff retire and new drivers come on board, the need for modern, efficient systems will only grow. “We’re going to have a lot of turnover in the next few years,” she says. She wants to be ready.

Her vision is clear: a fully integrated, tech-forward transportation department that serves students, supports staff, and communicates seamlessly with families. And thanks to her persistence—and the support of the Transfinder team—she’s well on her way.

Despite not being part of the decision-making process to dump a previous routing product for Transfinder, Smith said, “I am very pleased that we are where we are now. We had a very robust start.”

To learn more about how Transfinder’s tools have transformed transportation departments, call 800-373-3609, email getplus@transfinder.com or visit Transfinder.com/solutions.

The views expressed are those of the content sponsor and do not reflect those of School Transportation News.

The post From Chaos to Clarity: How Transfinder Transformed Ohio District’s Transportation System appeared first on School Transportation News.

This content is brought to you by Tyler Technologies.

In today’s world, technology is no longer a “nice to have” in student transportation — it’s a must. Whether a school district operates its own fleet or partners with a contractor, technology plays a key role in enhancing safety, improving efficiency, streamlining communication, and managing long-term costs.

If you’re a district working with a contracted fleet provider, it’s essential to ask the right questions to ensure they’re using the best tools available. And if you’re a contractor, being able to answer these questions with confidence is what sets you apart.

Here are five questions districts should ask — and what to look for in the answers:

1. What technologies are in place to ensure student safety on board?

Safety is always the top priority — and the right technology helps reinforce it. From GPS tracking to student ridership verification systems, technology can significantly improve visibility into daily operations and enhance student safety.

Districts should ask whether the contractor uses real-time tools that help monitor where buses are, who’s on board, and what’s happening during the route. Do they use a scan-on/scan-off system to verify who’s on the bus? Can drivers easily confirm they have the right passengers?

At Burnt Hills-Ballston Lake Central School District in New York, Administrator of Student Transportation Katria Hitrick has seen how technology can support drivers and help them ensure student safety.

“RFID cards and Tyler Drive help our drivers and substitutes learn who their students are and know a little bit more about them. Especially with our younger population — kindergarteners and first-graders need to be received by a parent or guardian — so when they pull up to those stops, they see the student’s grade, and they know they can’t let the child off the bus until they see an adult. Having that information helps put the driver’s mind at ease,” she said. These systems take the guesswork out of students’ needs, allowing drivers to focus on other aspects of a safe ride.

To offer drivers this level of support, look for systems that allow students to scan on and off the bus. This real-time data gives parents and drivers peace of mind, strengthens schools’ ability to maintain accurate records, and helps reduce risk. It can even improve response times in emergencies.

2. How are routes planned, and are they optimized using real-world data?

Efficient routing isn’t just about saving time — it’s about reducing mileage, fuel use, and wear-and-tear, while ensuring every student has a safe and reliable ride. Contractors should be using intelligent routing software that adapts to real-world conditions and provides visibility into delays or changes.

For example, West Ada School District in Idaho, whose fleet is managed by a contractor, uses routing technology and student ridership data to make routes more efficient — and even cancel or combine routes to better allocate their resources. Erin Sweeney, a routing specialist at West Ada SD, explained, “We’re able to see that only a couple of kids are scanning onto a route, and then we can adjust routes as needed. This has led to cost savings by identifying and canceling empty shuttles … It allows us to give our students what they actually need and helps us figure out where we can best utilize the drivers we have, because everyone’s in a driver shortage.”

Today’s best fleet contractors rely on route optimization technology powered by data and automation. Intelligent routing can lead to measurable cost savings, fewer late arrivals, and a better experience for families and drivers alike.

Look for advanced route planning tools that can automatically optimize runs for efficiency, balance loads across buses, and tailor stops for students with varying schedules, destinations, and other accommodations.

3. How are parents and schools kept informed throughout the day?

Strong communication is a major differentiator for both contractors and districts. Parents want to know when buses are delayed, when routes change, or when their child is safely on board.

Timely, accurate communication builds trust and helps prevent small issues from becoming big disruptions. Ask what technology the contractor uses to streamline communication and keep everyone in the loop. Communication tools like mobile apps, real-time alerts, and driver tablets improve how quickly and clearly information flows between dispatch, schools, and parents.

At many districts, a lack of modern communication technology means transportation departments handle a large volume of parent phone calls every day. West Ada SD even noted hiring temp workers to keep up with phone calls at the start of the school year before implementing a parent communication app.

Sweeney said, “Because of the My Ride K-12 app, parents know where their students are going or why they’re late — messages are sent right to them. They’re able to look on the app and get an idea of where the bus is and how far away it is from their stop. The number of calls went down immensely because parents weren’t panicking when the bus didn’t show up on time.”

To gain similar benefits, look for a parent communication app that delivers real-time notifications — whether a bus is running late, a stop time changes, or a student misses the bus. For a bonus, look for tools that integrate seamlessly with the district’s back-office systems.

4. What tools do drivers have to help them do their jobs better?

Your drivers are the face of the fleet — and giving them the right technology supports better performance and satisfaction.

Driver tablets play a crucial role in fostering clear and efficient communication between dispatch and drivers, ensuring that vital updates are delivered seamlessly. These tools not only enhance trust and help prevent minor issues from escalating, but also enable real-time route adjustments based on rider scans. By recording student check-ins through ID badges, routes can be adapted dynamically and drivers can make informed decisions, ensuring a safer and more reliable transportation experience for everyone involved.

These capabilities can help drivers do their jobs confidently. The driver tablets used at Burnt Hills-Ballston Lake CSD, for example, have helped the district hire experienced full-time drivers and support their substitutes.

Hitrick explained, “We onboarded 8 new drivers in 2024. If those drivers were considering a job at another district that didn’t have Tyler Drive, they came to us because we have it. Knowing we use Tyler Drive instead of a paper system is a benefit for them … On the tablets, our routes are spot-on. That supports our substitute drivers and makes their lives so much easier. Because they don’t know all the stops, they don’t know all the kids, they feel more comfortable accepting a job they may have never done before because all that information is there for them.” Beyond supporting substitutes, tablets can help any driver taking on a new route or getting to know new riders.

To support drivers, look for in-cab tablets that provide optimized routes, a student manifest, and step-by-step navigation. Advanced functionality like integrated tracking can help drivers manage student riders more efficiently — it allows students to sign in with their ID badges, displays assigned student details at each stop, and alerts drivers if a student attempts to disembark at the wrong location.

5. How is maintenance tracked and managed to reduce downtime?

A proactive approach to maintenance is critical to keeping your fleet running smoothly and avoiding costly delays.

Today’s technology allows for smarter maintenance tracking, not just paper-based checklists. This keeps vehicles on the road, reduces unexpected downtime, and promotes a culture of safety and accountability across the fleet.

Advanced transportation software and tablets can help districts keep track of parts, maintenance schedules, and inspections. This technology has helped Jessamine County Schools Transportation in Kentucky increase efficiency in their shop operations.

Transportation Data Assistant Sarah Dolen said, “Tyler’s Student Transportation system’s inventory of parts enables mechanics to easily check availability and quickly identify what needs to be ordered when making repairs. When combined with Tyler Drive, Student Transportation gives our maintenance team clear visibility into which buses are due for inspection and maintenance, as well as the specific type of inspection required.” Tyler Drive tablets streamline processes and improve communication between Jessamine’s driver and mechanics, from drivers inputting their bus mileage to mechanics providing clear maintenance timelines.

When evaluating a fleet partner, check for technology that streamlines inspections and repair workflows. With driver tablets, pre-trip inspections can be completed digitally, making it faster and easier to flag potential issues before they become a problem. Drivers can submit work orders directly from the tablet, ensuring maintenance teams have up to date and accurate information.

Partnering for Innovative Fleet Solutions

The most effective technology solutions aren’t just powerful — they’re connected. Working with a technology partner who offers fully integrated, end-to-end tools helps ensure your systems work together smoothly, giving you a clearer picture of operations, stronger communication, and a more reliable experience for staff, students, and families.

At Tyler, we work with school fleet contractors across the country to deliver the technology solutions that modern school districts demand. Our platform supports safety, improves operational efficiency, and simplifies communication — helping contractors provide top-tier service while standing out in a competitive market.

If you’re a fleet contractor looking to strengthen your value proposition, or a school district seeking more from your transportation provider, we’d love to talk about how our technology can support your goals.

Empower school transportation responsibly with Tyler.

Follow Tyler K-12 on LinkedIn for the latest updates, and dive deeper into our integrated transportation solutions in our webinar, “Connect Your Operations with Onboard iPaaS,” on October 7 at 2 p.m. ET.

The views expressed are those of the content sponsor and do not reflect those of School Transportation News.

The post 5 Essential Tech Questions for School Fleet Contractors appeared first on School Transportation News.

His cellphone notification pierced Jim’s normally quiet 6 a.m. coffee time at home. The alert pertained to school bus 12, prompting the transportation director to pull up the live feed from REI’s ARMOR Software Suite on his mobile device.* Because of the bus’s cellular-connected DVR, Jim saw bus 12 on its side along a rural gravel road.

He immediately contacted the driver to confirm everyone’s safety, then called 911. Shortly after, Jim reviewed the video clip that had uploaded to ARMOR Cloud from the DVR.* The cause was apparent: Washed-out gravel from a recent downpour caused the bus to slide off the road and overturn.

Within minutes, he sent video clips to school administrators, answered questions from parents and law enforcement, and did it remotely without leaving home. Additionally, the event video stored automatically and securely in the cloud for future reference. This streamlined process would facilitate speedy event resolution for your operation as well.

While Jim accessed ARMOR Cloud for safety reasons in this instance, the platform also provides additional benefits for transportation departments like yours:

Improved Efficiency

REI’s experienced cloud administrators manage your ARMOR server, licensing, updates and scalability. This removes technical overhead and allows your transportation staff to focus on managing the fleet instead of managing IT.

Reduced Costs

ARMOR Cloud eliminates the need for on-site servers and additional IT resources. REI handles the hosting, infrastructure and personnel needed to keep the system running smoothly.

Easy Access

Fleet data and video clips are uploaded automatically from cellular-connected DVRs and stored in a secure cloud environment. Your staff may access the system 24/7/365 from anywhere with an internet connection to review footage, check alerts, monitor vehicle activities and locations in real time, access REI equipment reports and more.

Data Security

All data and video are backed up in regional and national locations to reduce the risk of loss during power outages, storms or other disruptions.

Reduced Stress

Knowing that experienced IT professionals maintain system performance and protect your fleet data gives you and your team greater peace of mind.

Many school districts around the U.S. currently realize the benefits of ARMOR and ARMOR Cloud and appreciate their abilities to simplify operations. Contact REI today to learn how these solutions could transform your team’s approach to fleet management.

_{*Requires additional hardware and/or specific cellular service plans. Ask for details.}

The views expressed are those of the content sponsor and do not reflect those of School Transportation News.

The post Simplified Fleet Management? appeared first on School Transportation News.