Student Exception Report
What Is This Report?
The Student Exception Report helps operators confirm that a route or bus has been properly checked before it is completed—for example, ensuring no students are left on board. These checks are performed when a driver, supervisor, or staff member taps their smartcard during the route.
When a route is completed, the driver app records which stops were verified through smartcard taps and whether those checks occurred within the expected time window. This report consolidates that information in one place, making it easy to identify any stops where the check was missed or performed late.
What Does the Report Show?
Each row in the report represents one stop on a route run. The report shows:
| Column | What it means |
|---|---|
| Route | The name of the route the bus was running |
| Stop | The specific bus stop for that check |
| Driver | The driver who operated the route |
| End Route Datetime | The date and time the route was completed |
| Not Check within the allocated time | Shows X if the stop was not checked in time. Blank means it was on time. |
| First Smartcard Tap Name | The first person who tapped their smartcard at this stop (e.g. the driver) |
| Second Smartcard Tap Name | The second person who tapped (e.g. a supervisor) |
| Supervisor Tap Name | The third tap, typically a supervisor or school staff member |
Understanding the "X" mark
An X in the "Not Check within the allocated time" column means the stop check did not happen within the expected time window. These are your exceptions — the stops that need attention.
A blank in that column means the stop was checked on time — no action needed.
How to Access the Report
- Log in to the Control Hub
- Navigate to Reports
- Select Student Exception Report
If you cannot see this option, contact your system administrator to ensure you have the correct permissions.
How to Generate the Report
Once on the report page, you will see a filter panel. Fill in the filters before generating.
Step 1 — Choose your routes
You have two options:
- All Routes (default — checkbox is ticked): The report will include every route available to you. Leave this ticked if you want a full overview.
- Specific routes: Untick "All Route" to reveal the Route Category and Route selectors. Choose one or more categories, then select the specific routes you want to report on.
Step 2 — Set the date range
Enter a Date Range From and Date Range To. The report will show all stop events where the route was completed within those dates.
Tip: For a daily check, set both dates to the same day.
Step 3 — Include historical data (optional)
Tick Include Historical Data if you want to include routes, stops, or drivers that have since been deactivated or deleted. By default, only currently active records are shown.
Step 4 — Generate
Click one of the two buttons:
- Generate — displays the report on screen in an interactive table
- Export CSV — downloads the report as a spreadsheet file
How to Read the Results
Once generated, the report table is searchable and sortable. You can:
- Use the search box to filter by route name, driver name, or stop name
- Click column headers to sort
- Use the export buttons (Copy, CSV, Excel, PDF, Print) at the top right of the table to save or share the results
Focus on the exceptions
Look for rows with an X in the "Not Check within the allocated time" column. These are the stops that were either not checked or checked too late. Review the associated route, stop, driver, and tap names to understand what happened.
No X marks
If the "Not Check within the allocated time" column is blank for all rows, all stops on those routes were checked on time during the selected period.
Empty report
If no results appear at all, this means:
- No route runs were completed in the selected date range, or
- The selected routes had no stop check data recorded, or
- The date range or route filters did not match any data
How to Setup Data
Step 1— Turn on Smartcard Check
Edit the ESM route and enable the Smartcard Check option
Step 2— Set up Smartcard number that will be used to check
- Navigate to ESM | Smartcard Check
- Click ADD NEW SMARTCARD CHECK button to create new driver, supervisor, or school staff entry. Enter the required details, including the smartcard number that will be used to tap on the route and verify the bus before ending the route.
- Click edit (pencil) icon to update an existing entry.
Frequently Asked Questions
Why are some tap name columns blank? A blank tap name means no smartcard was tapped at that position for that stop. For example, if only the driver tapped and no supervisor was present, the Second and Supervisor Tap Name columns will be empty.
What is the difference between the first, second, and third tap? These represent up to three separate smartcard taps at a stop — typically the driver, a supervisor, and a school staff member. Not all stops will have all three taps.
Why does a stop show X even though a tap name is filled in? The X is based on timing, not on whether a tap occurred. A tap could have happened but still be recorded as late if it was outside the expected time window.
I expected to see a route but it's not showing up. Check whether "Include Historical Data" is ticked — the route or its stops may have been deactivated. Also confirm the date range covers the period when that route was running.
Can I export the report? Yes. Click Export CSV to download a spreadsheet, or use the Excel/PDF buttons within the on-screen table after generating.