This is the how-to for the Settings Section in the Orcoda Booking system.
Settings
The Setting page, accessed via the Settings link of the Navigation menu, provides access for approved users (ie account type CLIENT) to configure the system, manage functionality, run reports, add & download data, manage finance, and resolve issues. Approved users gain access to functionality via the links shown below in the Navigation menu:
- Regions
- Titles
- Operators
- Team
- Services
- Providers
- Sites
- Vehicles
- Financial
- Issues
Regions
The Regions page, accessed via the Settings page and the Regions link of the Navigation menu, provides access to manage regions. Regions are used to divide up service areas. A Region is distinguished in the system by having its own Client base, Vehicles and Funding Sources. Regions may be accessed via the SETTINGS tab at the top of the screen, then by clicking the REGIONS link underneath the tabs at the top of the page. From here the relevant region may be selected.
Adding a New Region
A Region can be added from the bottom of the Regions page.
Enter the new region name in the REGION NAME field, and the region code in the REGION CODE field, then click the CREATE REGION button to save.
The Region Page
The landing page for a Region selected from the Regions page allows users to view the selected region's details, add localities (ie. Brisbane South), and provides links to edit the region's operational days via the EDIT CALENDAR link, and to edit the region via the EDIT REGION link.
Adding a Locality
A region may contain one or more localities that are used to group customers for reporting purposes.
A Locality can be added from the bottom of the Region page for a selected region.
Enter the new locality name in the LOCALITY NAME field, and the locality code in the LOCALITY CODE field, then click the ADD LOCALITY button to save.
Edit Region Name or Code
A Region's name or code may be edited by clicking the EDIT REGION link on the relevant regions page (See The Region page). This navigates to the Edit Region page.
From here, the region name and code can be edited. Click the UPDATE REGION button to save.
Edit Calendar
The Edit Calendar page, accessed via the Regions page, provides functionality to restrict days and dates of the year.
A date may be restricted by selecting the restricted date from the RESTRICTED DATE field, add the name for the date or label of the holiday (ie. Christmas Day) in the REASON field, then click the ADD RESTRICTED DATE button.
Edit Region Work Days
Operational days may be viewed and set via the Edit Calendar page. To view and edit, navigate to the bottom of the Edit Calendar page. Click the OPERATIONAL DAY checkboxes to toggle (days of the week with ticked checkboxes will be restricted and unable to be booked on).
Titles
The Titles page, accessed via the Settings page and the Titles link of the Navigation menu, provides functionality to view and manage available titles for clients.
From here, enter a title in the TITLE NAME field. Click the ADD TITLE button to create.
Note: Checking the Pin title to top of list ensure that the title will be prioritized when displayed in dropdown menus.
Client Titles
Titles can be created beyond the standard Mrs, Miss, Mr, etc from the Clients page. Enter the new title (ie Sir, Madam, etc) in the TITLE NAME field, then click the ADD TITLE button to save.
To pin the title to the top of the list (and to dropdown menus), click the PIN TITLE TO TOP OF LIST checkbox.
Operators
The Operators page, accessed via the Settings page and the Operators link of the Navigation menu, displays existing operators. From here, users may select an existing operator to view and update contacts. This navigates to the Operator page.
To add a new operator click the ADD OPERATOR link.
Add Operator
The Add Operator page, accessed via the Operators page, provides functionality to add a new operator to the system.
From here, enter the operator's details, then click the CREATE OPERATOR button.
Operator
The Operator page, accessed via the Operators page, displays an operator's details, as well as the contact information for the operator's employees.
From here, users may click the ADD ADMINISTRATIVE EMPLOYEE link to add a new administrative employee.
Add Administrative Employee
The Add Administrative Employee page, accessed via the Operator page, provides functionality to add a new administrative employee to an operator.
From here, enter the administrative employee's details, then click the CREATE EMPLOYEE button.
Team
The Team page, accessed via the Settings page and the Team link of the Navigation menu, allows for the addition and management of staff. Team members may be searched by given name, family name, or type (ie booker/client) and selected edit/view their details.
New team members can be added via the ADD TEAM MEMBER link.
User Access Type
Users are assigned either BOOKER access, or CLIENT access.
BOOKER access has restricted access to the site, seeing only the Clients, Bookings, and Locations links in the Navigation menu.
CLIENT access has full access to the site, seeing Clients, Bookings, Locations, Fleet, Runsheets, Reports, and the Settings links in the Navigation menu.
Add Team Member
A Team Member can be added via the Team page and clicking the ADD TEAM MEMBER link. From here a new team member's details can be entered.
Click the ADD TEAM MEMBER button to save.
Edit Team Member
The Edit Team Member page, accessed via the Team page, provides functionality to update a team members details.
A team members Account type can be updated via the ACCOUNT TYPE dropdown menu.
Services
The Services page, accessed via the Settings page and the Services link of the Navigation menu, shows all the mobility codes for clients.
From here, users can view existing codes and their associated loading/unloading durations.
Click an existing code to edit. This navigates to the Edit Constraint page.
Edit Constraint
Users may edit the loading and unloading times for mobility codes in the Edit Constraint page, accessed via the Services page.
Note: Users are strongly advised against changing Constraint names without rigorously checking that there will be no overlap with other constraint names, and that no conflicts with other departments will occur.
Additional Constraints
The Additional Constraints page, accessed via the Additional Constraints link of the Navigation menu, shows existing Additional Constraints. From here, users can edit existing constraints (click to edit), as well as add new Additional Constraints at the bottom of the page.
To add new Additional Constraint, enter the name and code in the relevant fields, and click the ADD ADDITIONAL CONSTRAINT button to save.
Edit Additional Constraint
The Edit Additional Constraint page, accessed via the Additional Constraints page, allows users to update an existing Additional Constraint.
Purposes
The Purposes page, accessed via the Purposed link of the Navigation menu shows existing Purposes and their corresponding details, including assigned Purpose Constraints.
When a Purpose is added to a Booking, any Purpose Constraints added to a Purpose will be automatically applied to the Booking.
Users may edit the Purpose Constraints for a Purpose by clicking on the relevant Purpose. This navigates to the Edit Purpose Constraint page.
Edit Purpose Constraint
The Edit Purpose Constraints page, accessed via the Purposes page, displays existing Purpose Constraints.
New constraints can be added by selecting the appropriate constraint from the Purpose Constraint dropdown menu, then clicking the Add Purpose Constraint button.
For P2I reporting purposes, a purpose may be mapped to a P2I Reason by selecting the appropriate reason from the P2I REASON dropdown menu, then clicking the UPDATE PURPOSE button.
Providers
The Providers page, accessed via the Settings page and the Services link of the Navigation menu, provides access to existing providers in the system. From here, users can select a provider to view and update their details. This navigates to their Edit Provider page.
New Providers can be added via the ADD PROVIDER link.
Add Provider
The Add Provider page, accessed via the Providers page, provides functionality for users to add a new provider to the system.
Enter the provider's details in the relevant fields, then click the ADD PROVIDER button.
Edit Provider
The Edit Provider page, accessed via the Providers page, provides functionality to update an existing provider's details. From here, update the relevant information and click the UPDATE PROVIDER button to save.
Sites
The Sites page, accessed via the Settings page and the Services link of the Navigation menu, displays sites for the organisation. From here, click an existing site to update its details. This navigates to the Edit Site page.
A new site can be added via the ADD SITE link.
Add Site
The Add Site page, accessed via the Sites page, provides functionality to create a new site for the organisation. Enter the relevant information in the appropriate fields then click the CREATE SITE button.
Edit Site
The Edit Site page, accessed via the Sales page, provides functionality to update an existing site's details.
From here, enter the relevant information in the appropriate fields then click the UPDATE SITE button.
Vehicles
The Vehicles page, accessed via the Settings page and the Vehicles link of the Navigation menu, provides functionality to view and manage vehicles in the fleet.
From here, vehicles in the fleet may be searched via the SEARCH VEHICLES... field. Select a vehicle to view and manage. This navigates to the Vehicle page.
New vehicles may be added via the Add Vehicle link.
Vehicle
The Vehicle page, accessed via the Vehicles page, provides users access to assign preferred drivers to the vehicle, as well as editing the selected vehicle via the EDIT VEHICLE link.
Preferred drivers can be assigned via the DRIVER dropdown menu. Setting the priority for the driver (zero being the highest) will cause the highest priority driver to be selected when the vehicle is schedule, if the driver is available.
Edit Vehicle
The Edit Vehicle page, accessed via the Vehicle page, provides functionality to edit an existing vehicle.
From here, a vehicles details can be added or updated, then saved by clicking the UPDATE VEHICLE button.
Add Vehicle
The Add Vehicle page, accessed via the Vehicles page, provides functionality to add a new vehicle to the system.
From here, users can then enter the relevant information, taking care to ensure the OPERATOR is set to your company, the vehicles IDENTIFIER is unique, and the REGION is correct.
Click the ADD VEHICLE button to save.
Financial
Financial Landing page
The Financial page, accessed via the Setting page and the Financial link of the Navigation menu, shows the current status for the subsections of the Financial section.
From here, select from the following subsections to view and manage:
- Reportable Types
- Cost Schedules
- Funding Types
- Funding Sources
- Invoices
Reportable Types
The Reportable Types page, accessed via the Financial page and the REPORTABLE TYPES link on the Navigation menu, provides access to existing reportable types, and to add new reportable types.
Reportable types are associated with Funding Types in order to indicate reporting targets of trips.
Click an existing type to view, add, and edit details (See the Reportable Type page).
To add a new reportable type, enter the type name in the REPORTABLE TYPE NAME field, then click the ADD REPORTABLE TYPE button.
Reportable Type
The Reportable Type page, accessed via the Reportable Types page, provides access to the details of a selected reportable type. From here, users may view, add, and update the reportable type's localities. The type may be renamed via the EDIT REPORTABLE TYPE link (See Edit Reportable Type).
New localities may be added at the bottom of the page. Select and enter the appropriate information, then click the ADD REPORTABLE TYPE LOCALITY button to add.
Select an existing locality to view and update its details (see Locality page).
Note: Trips will not be reported if the customer's age is not within the corresponding age range.
Edit Reportable Type
The Edit Reportable Type page, accessed via the Reportable Type page, provides functionality to update the name of an existing reportable type.
To update, enter the new name in the REPORTABLE TYPE NAME field, then click the UPDATE REPORTABLE TYPE button to update.
Locality
The Locality page, accessed via the Reportable Type page, provides access to the details of a selected locality. From here, users may view, add, and update age ranges for the locality.
The locality's Reporting and Service ID's may be updated via the EDIT LOCALITY link.
Select an existing age range to update it's details.
New age ranges may be added at the bottom of the page. Enter the appropriate information, ensuring to check the ATSI CLIENT checkbox if relevant, then click the ADD AGE RANGE button to add.
Edit Locality
The Edit Locality page, accessed via the Locality page, provides functionality to update the locality's Reporting ID and Service ID (both used for reporting purposes).
Enter the appropriate information in the relevant fields, then click the UPDATE LOCALITY button to save.
Edit Age Range
The Edit Age Range page, accessed via the Locality page, provides functionality to update the details for an existing age range.
Enter the appropriate information, ensuring to check the ATSI CLIENT checkbox if relevant, then click the UPDATE AGE RANGE button to update.
Cost Schedules
The Cost Schedules page, accessed via the Financial page and the COST SCHEDULES link on the Navigation menu, gives users access to add, edit, or delete cost schedules and their associated rules.
Details of an existing Cost Schedule may be viewed by clicking on the relevant Cost Schedule. This navigates the user to the Cost Schedule Rules page.
Bookings may be recalculated via the REAPPLY COSTINGS link.
See Add Cost Schedule for details on creating new Cost Schedules.
Add Cost Schedule
New Cost Schedules may be create at the bottom of the Cost Schedules page.
From here, enter the name of the new schedule in the COST SCHEDULE NAME field.
Select the appropriate GST RULE, UNIT FOR COST CALCULATION, and ROUNDING option.
Click the ADD COST SCHEDULE button to create.
Note: The UNIT FOR COST CALCULATION option determines whether the Cost Schedule calculates the cost of the trip by the estimated distance (KILOMETRES) travelled, or the estimate duration (MINUTES) of the trip.
Reapply Costings
The Reapply Costings page, accessed via the Cost Schedules page, provides functionality to recalculate bookings associated with a Cost Schedule that has been updated (see Edit/Delete Cost Schedule Rule).
Select the relevant cost schedule from the COST SCHEDULE NAME dropdown menu or click the REAPPLY FOR ALL COST SCHEDULES checkbox to select all cost schedules.
The bookings being recalculated can be restricted by region and date. Select the relevant region from the Region dropdown menu, then specify the start date and end date in the DATE RANGE START and DATE RANGE END fields.
Click the REAPPLY COST SCHEDULE button to recalculated relevant bookings.
Cost Schedule Rules
The Cost Schedule Rules page can be accessed by clicking on the relevant schedule on the Cost Schedules page. From here, users can edit the schedule via the EDIT link, view and edit existing rules for the schedule (click an existing rule to edit), as well as add new rules at the bottom of the page.
New rules can be added to the cost schedule at the bottom of the page. See Adding a rule to a cost schedule for details.
Note: When a cost schedule is changed in any way, any recurring bookings that use that cost schedule will be updated. Therefore, when recurring bookings are processed at night, any future recurring bookings that have not been edited (have spanner icon) will be updated with the new cost calculation.
To update any other bookings, use the Reapply costings page.
Adding a Rule to a Cost Schedule
Rules for a cost schedule can be added at the bottom of the Cost Schedule Rules page. Enter the relevant details, then click the ADD RULE button to save.
Calculate per unit rate from Range Start
The CLACULATE PER UNIT RATE FROM RANGE START checkbox on the Cost Schedule Rules page and the Edit/Delete Cost Schedule Rule page modifies the way in which the Cost Schedule Rules are applied.
Unchecked: The PER MINUTE or PER KM fee is multiplied by the TOTAL trip duration or distance, then added to the FLAG FALL.
ie Total cost equals:
total duration * Per Minute fee + flagfall
or
total distance * Per KM fee + flagfall
Checked: The PER MINUTE or PER KM fee is multiplied by the TOTAL DURATION OR DISTANCE MINUS THE RANGE START, then added to the FLAG FALL.
ie Total cost equals:
(total duration - range start) * Per Minute + flagfall
or
(total distance - range start) * Per KM + flagfall
Edit/Delete Cost Schedule
Users may edit or delete a Cost Schedule by clicking on the EDIT link on the Cost Schedule Rules page. From here, the COST SCHEDULE NAME as well as the GST, UNIT FOR COST CALCULATION, and ROUNDING rules can be updated.
After updating the information, click the UPDATE COST SCHEDULE button to save changes.
To delete the cost schedule, click the DELETE COST SCHEDULE button.
Edit/Delete Cost Schedule Rule
Users may edit a Cost Schedule rule by clicking on the relevant rule on the Cost Schedule Rules page. From here the relevant changes can be made. Click the UPDATE RULE button to save changes.
To delete the selected rule, click the DELETE RULE button.
See Calculate per unit rate from range start for details on calculating per unit rate from range start.
Funding Types
The Funding Types page, accessed via the Financial page and the FUNDING TYPES link on the Navigation menu, gives users access to update and add new Funding Types.
Add Funding Type
Funding types can be added at the bottom of the Funding Types page by entering the relevant data into the fields. To assign DEX or P2I status, select the appropriate option from the REPORTABLE TYPE from the dropdown menu. Click the ADD FUNDING TYPE button to save.
Edit Funding Types
Funding Types can be edited by selecting the relevant Funding Type on the Funding Types page. Users can then update the appropriate information, then click the Update Funding Type button to save.
To assign DEX or P2I status, select the appropriate option from the REPORTABLE TYPE from the dropdown menu.
Funding Sources
The Funding Sources page, accessed via the Financial page and the FUNDING SOURCES link on the Navigation menu, gives users access to add, edit, or delete Funding Sources. Funding Sources can be searched in the SEARCH FUNDING SOURCES... field.
Existing funding sources may be viewed and edited by clicking on the relevant Funding Source. This navigates the user to the Edit Funding Source page.
Download Funding Sources to CSV file
To download a CSV file of existing Funding Sources, click the DOWNLOAD CSV link at the top of the page. This will download a file to the user's default location (usually the Downloads folder).
Add Funding Source
Funding Sources may be added at the bottom of the Funding Sources page. Enter the appropriate information into the fields, then click the ADD FUNDING SOURCE button to add.
Edit Funding Source
Funding sources may be edited or deleted by selecting the relevant Funding Source from the Funding Sources page. This will navigate to the Edit Funding Source page. From here the relevant changes may be made and saved by clicking the UPDATE CLIENT ACCOUNT AND NOTES button.
To delete the selected funding source, click the DELETE FUNDING SOURCE button.
Payment Received by Driver
The PAYMENT RECEIVED BY DRIVER checkbox on the Edit Funding Source page can be checked to reveal the PAYMENT MESSAGE FORMAT field.
From here, a message can be constructed to be displayed to the driver providing information to process the onboard client's payment. This message currently appears at the beginning of comments to the driver in the Driver App (below CONSIGNMENT---).
Use the following codes to populate the message with relevant information in the PAYMENT MESSAGE FORMAT field:
- %fare_amount% provides the dollar amount to be charged.
- %funding_source_code% provides the code for the funding source to be entered.
- %funding_source_name% provides the name of the funding source to be entered.
Note: If the fare amount is zero the message will only show "No Pay".
Example:
The text:
Charge client $%fare_amount%. Use the funding source %funding_source_name% (use code: %funding_source_code%).
becomes:
Charge client $10.00. Use the funding source TMR TAM-HVL-100% (use code: TMR TAM-HVL-100%).
Note: In the future this message will be moved to a separate field.
Invoices
The Invoices page, accessed via the Financial page and the INVOICES link on the Navigation menu, provides functionality to view and manage invoicing for the organisation. This allows users to group a customer's trips into a monthly invoice that can be exported in a format suitable for Xero.
From here, select an existing invoice to view and manage by clicking the VIEW link next to the relevant invoice. This navigates to the Invoice page.
Unfinalised invoices can be viewed and managed via the UNINVOICED link.
Note: Invoices that are marked as SAVED TO XERO are hidden by default. Click the SHOW ALL link to reveal these invoices. Revealed invoices will be indicated by a check mark 
in the SAVED column. See the Invoice page for details on marking an invoice as saved to Xero.
Exporting a Xero CSV
Invoices may be exported in Xero format via the Invoices page. From here, select the required invoices by clicking their corresponding checkboxes. This will enable the DOWNLOAD CSV link. Click the link to download the CSV file.
Invoice
The Invoice page, accessed via the Invoices page. provides functionality to view and manage a selected invoice for a client.
From here, an invoice can be marked as having been saved to Xero via the INVOICE SAVED TO XERO checkbox, and clicking the SAVE button.
Individual trips can be removed from the invoice by clicking the REMOVE button.
A CSV file of the trips for the selected invoice can be downloaded by clicking the DOWNLOAD CSV link.
Note: Clicking the HIDE button will permanently remove the invoice from the INVOICES page.
Uninvoiced
The Uninvoiced page, accessed via the Invoices page and the Uninvoiced link of the Navigation menu, provides functionality to view un-finalised invoices for the clients.
From here, invoices can be finalised by clicking the CREATE INVOICE button for a client. To review the details of the un-finalised invoice, click the DETAILS link for the relevant client link. This navigates to the Details page.
Note: Un-finalised invoices for the current month will not be able to be finalised and the corresponding CREATE INVOICE buttons will be disabled.
Details
The Details page, accessed via the Uninvoiced page, provides a detailed list of all trips for the selected client.
Payment Services
The Payment Services page, accessed via the Invoices page and the Payment Services link of the Navigation menu provides functionality to view and manage payment services for the organisation.
From here, select an existing payment service to update. This navigates to the Edit Payment Service page.
To add a new payment service, enter the service's details in the PAYMENT SERVICE NAME and XERO TEMPATE fields, then click the ADD PAYMENT SERVICE button.
Edit Payment Service
The Edit Payment Service page, accessed via the Payment Services page, provides functionality to update the details for an existing payment service.
From here, update the relevant details then click the UPDATE PAYMENT SERVICE button to save changes.
