This article will cover the following topics about the Transportation Module:
- Setting up Vehicles
- Setting up Drivers
- Setting up Locations
- Adding Routes
- Scheduling Pickups and Dropoffs
- Completing Daily Routes
Setting up Vehicles
When you select Transportation from the menu on the left side of the page you will land here:
Click on Actions and then Manage Vehicles:
From the Manage Vehicles page click on +Add New Vehicle:
In the Create a New Vehicle box that opens, fill out the information for the specified vehicle. If the vehicle is a Commercial vehicle, remember to check the "Commercial" checkbox or the correct billing data will not be applied. When finished hit Create Vehicle and on the next screen hit Update Vehicle.
Setting Up Drivers
When you are finished entering your Vehicles, navigate back to the main Transportation page. We are now ready to create Drivers. This is done from the Staff edit screen. Navigate to the staff person you want to designate as a driver and click on Edit:
Check the Driver box and click on Update Staff at the bottom of the page. Do this for each staff member will be driving.
Setting up Locations (Optional)
When you are finished adding your Drivers, navigate back to the main Transportation page. We are now ready to add Locations. We add these by clicking on Actions in the top right corner of the page and selecting Manage Locations:
Now you want to click on +Add New Location in the top right corner of the page:
Next fill out the details for the location and click on Create Location. Then click on Update Location. Do this for each location you need to enter:
Adding Routes
When you are finished adding your Locations, navigate back to the main Transportation page. We are now ready to create Routes. Click on +Add New Routes in the top right corner of the page:
Fill out the information for the new route and click on Save:
Scheduling Pick Ups and/or Drop Offs
Now that we have our Route created we can start filling it out by adding clients and schedule them. To do this we need to click on Schedule View:
With the Schedule View toggled on you can click on the first day you want to start scheduling transportation:
From here you need to fill out the Start Time and End Time and Clients for Pick Up and/or Drop Off and click on Save:
You can fill out the rest of the week as needed. If the rest of the week is identical, you can click on the day you just completed and click on Copy:
A new box will pop up allowing you choose other days to copy this information to:
Click on Go! and it will copy to the days you have chosen:
Now there is a schedule created for a week. If you need this scheduled for a month (or longer) you can click on the copy button:
From here you can select the Start Date and End Date. The start date should be the date of the next week you want to continue on, NOT the current week you just created:
This completes setting up and scheduling a transportation route. If you look underneath the route, there is a key there stating that things in Blue are scheduled, and things in Green are a completed route.
Completing Daily Routes
In order to complete a route you need to make sure Scheduling View is toggled off and click on the day that was completed and Enter Pick Up and/or Drop Off Information:
Click on the correct option for the information you want to enter and fill out the information:
On the above screen you need to fill out the Start and End Times as well as confirm who was actually transported. You can do this by clicking the Green Check Mark next to the individual or if everyone is being confirmed you can click the Double Green Check Mark above the names and approve all at once. Click on Save and when we return to the Transportation page you will see that the day we entered information for is now Green:
You will do this for each day that transportation was provided. In order to generate billing for these individuals the routes need to be Green.