You run bus lines for a school or nursery and want two answers: does each bus still have a free seat before you accept a new subscriber, and which parents are behind on the monthly subscription? The free school bus subscriptions sheet gives you both, in Excel, Google Sheets or online.
The problem it solves
It starts simply: one or two lines and twenty subscribers. Then the lines multiply, a student stops mid-month, another asks for a discount, a third pays two months ahead. You end up counting seats from a sheet of paper, gathering payments from chat messages and never knowing exactly what each parent owes. A bus that is already full may get one student too many.
How the sheet solves it, step by step
- In Settings write today's date (or =TODAY() to keep it current) and the number of free seats at which the "nearly full" alert appears.
- In Lines write each line: code, name, driver, driver phone, bus number, capacity and monthly amount.
- In Students write each subscriber: code, name, grade, parent, phone, line, subscription start date, a stop date if they left, and any monthly discount.
- In Payments log each payment with its date, student code, amount and method.
- Open Follow-up, Summary and Lines for the calculated seats and arrears.
What each sheet does
Lines is the capacity sheet: for each line, the subscribers occupying seats, free seats, occupancy and an alert. It shows "open", "nearly full", "full" or "over capacity", with red or yellow rows, plus the expected monthly revenue and the arrears for that line.
Students works out each subscriber's monthly amount (the line amount minus the discount), the months due from the start date to today or to the stop date, total due, paid, balance, months late, last payment and a status: "paid", "late" or "paid ahead".
Payments is the input log: one row is one payment, the student's name and line fill in automatically, and a code that does not exist is flagged.
Follow-up lists late parents from the largest balance with their phone, so you know whom to call first.
Summary adds up occupied and free seats, full lines, due, paid, arrears, collection rate and what was collected this month.
Why it helps
- You see each bus's free seats at a glance, so you do not accept a subscriber into a full line.
- You know what each parent owes to date without hand calculation.
- A discount or a mid-year stop is one cell each.
- You chase late payers in a clear order instead of searching messages.
A quick walk-through with the sample sheet
The numbers below come from the sample sheet, not from real statistics. It has three lines with 19 seats and thirteen students, one of whom has stopped and no longer holds a seat, so 12 seats are occupied and 7 free, about 63.2% occupancy. The Maadi line has 5 seats and 5 subscribers, so it shows "full"; the Nasr City line has 6 seats and 4 subscribers, leaving two, so it shows "nearly full"; the Shorouk line has plenty of room and shows "open".
As of 1 November 2026 (today's date in the sample), the amount due is 27,800 and 22,700 has been paid, of which 6,300 was paid this month. Arrears are 6,000 across six parents, and 900 is paid ahead by one parent, giving a collection rate of about 78.4%. The largest balance, 1,800, belongs to a student two months behind, so that student tops the follow-up list. The student who stopped mid-October no longer holds a seat, but the 800 balance stays visible until it is settled.
The online version
Open the page and the sheet loads on the example. Edit any cell and watch the results change, add a student or payment with a simple form instead of hunting for the last row, import your own .xlsx file or export your work. Your data stays in your browser on your device.
Who it suits
It suits a school, nursery or study group running a limited number of lines that wants a clear record without a large system, and a bus owner or transport contractor who serves a school and follows up parents' subscriptions. If you track tuition itself, try the nursery and school fees sheet; for daily attendance, the student attendance sheet. This one covers the bus only.