Create New Booking

Use the following tutorial to create a new booking.

Desktop Instructions

1. Click Create New Booking on the tool bar of any page, or in the actions widget of the bookings page.
2. Enter information for the booking.
3. Click Save.

Step By Step

 

SECTION 1 - CUSTOMER INFORMATION

New Customer

 

Returning Customer (locate existing customer records)

 

SECTION 2 - PASSENGER INFORMATION

Yes (maintains customer as the passenger)

 

No (allows you to enter passenger information different from the customer)

 

SECTION 3 - TRIP DETAILS

Trip Type (one way, round trip, as directed)

One Way (ex: airport service, in town transfers)

Round Trip (ex: to/from airport, going to/from dinner)

As Directed (ex: tours, weddings, prom)

 

Occasion (list varies depending on company preferences)

Allows users to understand the trip, plus useful for reporting.

 

Total Passengers (1-200)

 

SECTION 4 - TRIP ITINERARY

Segments Explained:

Bookings can have 1 or more segments. Breaking a booking into segments allows the option to have a separate vehicle, driver, and billing for each segment. You can however maintain the same vehicle, driver, and billing for all segments.

 

Date (segment start)

 

Start Time (segment start time)

 

End Time (Duration)

Important to fill out to assist with driver/vehicle conflict checking, billing hourly, and for all schedule views. Not using this feature will significantly affect the performance of the system.

 

Flight Details *not required*

 

Direct Transfer Toggle *not required*

Enabling this toggle switch adds "(Direct Transfer)" immediately following the scheduled time frame, in addition to only showing the start time on all customer communications pertaining specifically to this segment. This is an ideal feature when you want to set a start, and end time, but don't want the customer to see you've done so, as that can sometimes lead to the customer feeling entitled to the whole time block.

 

Address Routing

Google maps is the mapping tool we've used for address look ups. Start typing an address to see results. 

Or click "Turn Autocomplete Off" to manually enter the address.

 

Add Stop

 

Add segment related comments

 

Add new segment using the "Add Segment" button. This option is used to create a completely new segment.

 

The "Add Reverse Route" button will duplicate previously entered segments, but reverse the address order. This feature is great for airport service, dinner outings, or most bookings that require round trip service. 

 

Override *not required*

There's no need to use this feature unless you want to override the total trip length auto calculated when using "hourly" as the billing type.

 

MAP

Displays a general outline of the routing for segments entered in section 4, totals for distance, and duration calculated by Google Maps.

 

SECTION 5 - VEHICLE & DRIVER

Billed Vehicle

 

Scheduled Vehicle

By default, the scheduled vehicle will be the same as the billed vehicle. Changing the scheduled vehicle is typically used in the case of a vehicle breakdown that requires you to send a different vehicle, while maintaining billing previously entered for the booking.

Driver Selection

 

CONFLICTS

Conflicts with previously booked drivers, or vehicles will display here. The system does not prevent double booking, but will at least notify when there's a driver, or vehicle scheduling conflict.

 

SECTION 6 - NOTES

Internal Notes: Only viewable by administrators, or users you've given permission to view  internal notes.

Driver Notes: Only viewable by dispatched drivers (specific to booking), administrators, or users you've given permission to view driver notes.

Customer Notes: Only viewable by the customer, dispatched driver (specific to booking), administrators, or users you've given permission to view driver notes.

 

SECTION 7 - BILLING

Hourly: Hourly rate is pulled for the billed vehicle selected in section 5.

 

Flat: Allows you to enter a flat amount. 

 

Package: Allows you to select a package that you've previously created, and associated to the billed vehicle selected in section 5. Selecting a package will also display "Package Description" in section 6. Package billing type is an ideal option for tours, weddings, proms, airport transfers. Bookings with a set cost, and/or bookings that might benefit from a prefabricated message that you don't want constantly repeat for similar style bookings.

 

Distance: Mileage rate is pulled for the billed vehicle selected in section 5.

 

Add fees and/or discounts that were previously entered into the system as available options, or add unique ones specific to a booking. 

 

SECTION 8 - STATUS & ALIAS

Booking Status: Select a booking status. New bookings will automatically use your Default Booking Status.

 

Company Alias: Select which company alias you'd like the booking to be associated with.

 

FINISHED