Graduation operation · Transportation and lodging
A class from out of town fills three buses, and that usually turns into a WhatsApp group and a spreadsheet nobody can check at the bus door, at eleven at night, with the driver honking. Here charters have boarding points with coordinates, QR-scanned lists, reassignment between vehicles and room blocks with the release date in plain sight.
The problem and the fix
If any of these situations sounds familiar, it is because they happen in almost every graduation company, until the right system comes in.
The bus list is a printed spreadsheet that was already out of date when it left the office.
The list lives in the system, with QR scanning and a live count of who boarded and who's missing, and the printed version comes out instantly, grouped by boarding point.
Nobody knows how many seats can still be sold without leaving people stranded at the pickup spot.
Occupancy per vehicle with the technical reserve highlighted: seats held for last-minute reassignment don't count toward what can be sold.
The meeting point is described in text and half the class goes to the wrong place.
Each stop has an address, a landmark and coordinates with six decimal places, with a map link, in the order the bus passes.
The hotel releases the rooms nobody confirmed and the company finds out too late.
The room block stores the release date, and the dashboard opens with blocks expiring with rooms still empty, the silent loss in this module.
Assigning rooms to guests is a puzzle done by hand.
Automatic assignment respects people per room and doesn't touch anyone who already has a room, continuing the existing numbering.
Valet and accessible parking are never organized at the door.
Numbered parking spots created in bulk, credentials by license plate, reserved accessible spots and vehicle entry and exit logs.
In practice
Everyday situations at graduation companies, from the problem to the result, using the modules on this page.
The class was leaving from three different points in the city and check-in delayed departure by almost an hour.
Each passenger got their own boarding QR, and the operator on each bus scanned the list by phone, with a count of who was missing on screen.
All three vehicles left on time, and anyone who didn't show up was marked as a no-show without anyone crossing out names on paper.
A block of twenty double rooms had half without guests, and the release date was in three days.
The dashboard highlighted the block expiring with rooms left, and the team went after the graduates who hadn't confirmed yet.
Twelve rooms were filled and the rest were returned to the hotel on time, with no no-show charges.
The downtown bus ended up seven passengers over capacity two days before the trip.
The screen showed the overflow and let the team move selected passengers to the second vehicle, refusing anyone already boarded on another trip.
All seven were moved with their boarding point reassigned, and the company avoided hiring a third bus.
How it works
Every step is a real module, and what comes out of one goes into the next without anyone typing it again.
Module by module
8 modules and 47 features on this page, all running on the same class, graduate and event records.
The contracted trip, with supplier, vehicle, cost and capacity.
Where the bus stops, at what time and how to get there.
Graduate, guest, staff and supplier on the same vehicle.
Scanning at the bus door, done on a phone.
The paper that goes to the bus door, because at five in the morning it's what works.
The deal with the hotel and what it releases if nobody confirms.
Who sleeps where, with check-in and check-out recorded.
Parking spots, valet, plate-based credentials and accessibility at the door.
Compare the modules and choose the setup that fits your operation.