Client Bookings

How to create a booking?

 

 

Client bookings are created from the Client Profile Page; this can be accessed by selecting the "Clients" menu item in the sidebar and then locating the required client from your list by searching and selecting the name.

 

 

Now that you're in the client's profile, you'll need to scroll down the profile to locate the section to creating new bookings underneath the "Future Bookings" tile as shown below.

 

 

Purpose / Booking Date:

When creating a client booking, the first step is to select a Purpose / Funding Source for this trip, this selection will subsequently populate the mobility requirement for this trip.

Below the booking constraint name field, the user must indicate whether the booking is recurring and specify the start date. An optional finish date can also be provided.

Please note that if the "Date of last booking" field is not populated for a recurring booking, this booking will be created indefinitely, however, the recurring bookings will only be shown up to 6 weeks in advance.

 

 

Time Preference:

The next step in the new client booking form is to allocate a time preference for this booking.

A core feature within the Orcoda Booking System (OBS) is the capability for users to specify preferred pickup or drop-off times when creating a client booking.

This functionality is crucial as it directly informs the solver in the scheduling platform (Transport 360), ensuring that when daily runs are scheduled, clients are picked up and dropped off punctually according to their specified requirements.

 

 

The "Will Call" option will schedule the booking for the selected day but without a pick-up or drop-off time.

 

Attendants and Notes:

The next section of the booking form relates to client notes and booking attendants, please note that the "Client Notes" and "Client Notes for Driver" will be automatically populated from the client's full profile. 

The "Booking Notes" provided are unique to this specific booking and will be visible to the driver. Additionally, separate booking notes can be added when setting up the return leg of the journey.

 

 

Booking Address:

Next in the form is the booking location options, the user can either search from a list of pre-configured locations (Origin/Destination name) on the account or enter the location address (Origin/Destination address) manually as shown below.

 

Please note that when searching a pre-configured location address, the user can search "Home" which will prepopulate the clients home address as configured in their full profile.

 

To ensure that an entered address functions throughout every part of the system from bookings to dispatch to driver devices, it is important that it is entered correctly.

A correct address is selected from the dropdown menu with  in the bottom right corner.

A correctly entered address does not contain the name of the location, a unit number, or location descriptors; however, it must contain a street number.

The unit number (if applicable) and any location descriptors may be entered into the ORIGIN/DESTINATION OPTIONAL fields.

By adding an "Origin/Destination name" alongside a new Origin/Destination address", this will save the address as a Named Location once the booking has been created.

 

Finalise the booking:

Before the user can finalise and create the booking, a few steps will need to be taken at the bottom of the booking form.

If the client has requested a return booking this will need to be actioned at the bottom of the form by selecting "Create return trip" and then populating the required fields.

 

 

After this has been completed, the user can complete the booking by first selecting "Calculate Cost" and then selecting "Create Booking" at the bottom of the form.

Please note that the costs will need be calculated before the user can proceed with creating the booking.

Once the booking has been created, the user will be able to view this booking in three separate pages in the booking platform.

1. Clients Summary Page under "Future Bookings"
2. Clients Full Profile under "Existing Bookings"
3. Bookings Page (accessed from the menu sidebar)
   
   
   

How to edit or cancel an existing booking?

 

Existing bookings can be managed from either the Client Profile or the Bookings Page.

 

Client Profile:

 

Within the client profile, bookings can be managed from either the Client Summary Page or the Full Profile Page. The Client Summary Page will only display Future Bookings whereas the Full Profile will display all bookings (past and future) in the Existing Bookings tile.

The user will then need to select the booking that they wish to manage, this will open up a page to make any adjustments, view an audit log of changes or cancel the booking at the bottom of the page.

Please note that any bookings that fall within a locked day will need to be cancelled within Transport 360 the scheduling platform.

 

Bookings Page:

Users can also manage upcoming bookings directly from the Bookings Page, this page can be located from the menu sidebar as shown below.

 

 

To manage a booking, the user should begin by selecting the desired day from the calendar view above. Once the day is chosen, the user must find the specific booking for that day. After locating the booking, select it to access the edit booking page, where the necessary modifications can be made.

 

Edit Route

To modify the details of multiple instances of a recurring booking, locate the relevant booking in the EXISTING ROUTES section of the client's Full Profile page, or click the EDIT ROUTE link on the EDIT Booking page. This will take you to the Edit Route page, where you can make changes to the recurring booking details, skip a booking for a specific date, and review any previously skipped dates.

Please note: If you make updates to a recurring booking on the Edit Route page, any future occurrences that have not yet been edited (indicated by a spanner icon) will reflect the new cost calculations. Be sure to select "Calculate Cost" before clicking "Update Route" to ensure accurate pricing.