This Staff Cheat Sheet is designed to be a quick-reference guide that your team can print out or keep open in a tab. It covers the essential "Need-to-Know" steps for handling bus delays from the moment the call comes in until the parents are notified.

Staff Cheat Sheet: Managing Bus Delays

Goal: To get accurate information to parents as quickly as possible.

Phase 1: The "Quick Update" (Under 60 Seconds)

As soon as you hear a bus is delayed or cancelled:

1. Login to Content Manager and go to Transportation.

2. Click the Status tab → + Add Status.

3. Select Type: (e.g., Delayed or Cancelled).

4. Tag the Route: Pick the specific bus number (e.g., Route 12).

5. Set the Time: Is this for the Morning or Afternoon run?

6. Add a Note: Be brief but helpful (e.g., "15 min delay due to train").

7. Hit Create: The update is now live on the site!

Phase 2: Escalating to an Alert (For Major Issues)

If the delay is significant (over 30 mins) or affects all buses (like a snow day), use an Alert Banner:

1. Go to Alerts → + Add Alert.

2. Name it: "Major Transportation Delay."

3. Pick Style: Choose Banner (Top of page) for high visibility.

4. Write the Message: "All buses are running 40 minutes late today due to heavy snow."

5. Click Create Alert.

Phase 3: Communicating with Parents

Use these "Quick Scripts" if the phone starts ringing:

• For a minor delay: "We’ve just updated the website—Bus 12 is currently 15 minutes behind due to traffic. You can track live status updates on our Transportation page."

• For a breakdown: "Bus 7 has a mechanical delay. A replacement bus has been dispatched. Check the 'Status' section on our site for the most current arrival estimate."

Success Checklist

• [ ] Did I select the correct Route?

• [ ] Did I specify Morning or Afternoon?

• [ ] Does the Note explain why or how long?

• [ ] For Ongoing Issues: Did I set an Expiry Date so I don't have to remember to delete it later?