Booking - Movement
This page is under redevelopment.
Once a Booking for your client has been created, you can customise their Movements.
A movement can be in relation to People (e.g. Shuttle movement), bikes, custom shuttles, bags, or vehicles.
Learn more about movement types Here
The movement information on a Booking has been pulled through from the Movement tab on the Departure, and also from the Daily Locations screen that has been previously populated.
To move quickly to one of the movement types, click below:
Booking level Shuttles now have their own page here
Booking level Custom shuttles now have their own page here
Starting over
If you don't want to use the Departure level records, or have made changes you aren't happy with, and wish to start over with no Movements at all, click the Start over button
Bike Movements
The Bike tab shows bike movements via a shuttle from one location to another, the date and time of the shuttle movement, the name of the shuttle driver, the charge type, the number of clients from this Departure on this sector, the number of hire and / or own bikes, whether the transfer is to be charged, and a space for office notes. These bike movements form part of the itinerary.
To create booking level bike movements
Remember before attempting to make shuttle or bike movements at Booking Level, they must have been previously set up at Departure level. Any bike movements required will need to have been set up as a shuttle movement also.
To include a Bike movement, where there isn't one:
Step 1
- On the Booking | Movement | Shuttle tab for each client, click on the orange + in the Bike column.
Step 2
- In the pop up window that appears, ensure that the correct Movement Product is selected (i.e. Hire Bike, or Own Bike), then close the window
- A green tick will appear where the orange + sign was, to indicate that this client's bike is now booked on this shuttle, and the Bike movement count will increase by 1 automatically. Note that any counts are for this Departure only. Other departures using the same shuttle/bike movements are not considered here.
- Repeat for all Bike movements for this booking, so that every bike movement that's required has a green tick
or, use the fill down button to populate the bike movement product record that is on the first line, to every existing bike record on this booking. Note that the fill down button does not create new bike records, and it will not function if the first movement product is empty.
- If all of your bookings are using the same bike movements, click the Apply to All button
- Now the total bike movement count will include a bike movement for all bookings on this departure
TIP: If one of the group us using a different bike movement rate, e.g. in our example, if one member is bringing their own bike, change the Movement Product on that bike movement to Bike Transfer - Own
To edit/customise a bike movement for this client
- Hover over the "Bike movement" record until it appears orange, then click to edit it
- Change the charge rate by clicking on the Movement product drop down list, and selecting a different rate
- Click the override button if you wish to override the standard rate
- Tick charge for this item if the customer is to be charged for this shuttle movement
- On the Notes tab, enter any Notes. The Notes field is a transitional field. Click into the field once to enter Office Notes. Click on Notes - Driver, and then the Notes field changes for you to enter Notes for the driver. These notes appear on the driver manifest Click on Notes - Itinerary, and then the Notes field changes for you to enter Itinerary Notes. These notes appear on the Itinerary which goes to the client. Click on Notes - Finance, and then the Notes field changes for you to enter Finance Notes. These are internal notes for your finance team.
- To delete the bike movement, click the minus icon at the top right of the window
Bag
(eg: Bags/Luggage) can be moved from one location to another, automatically matching a client's accomodation.
The bag movements are initially set at Departure level to suit the majority of the group, and can then be changed on each individual booking record, to suit the individual's needs.
To add a new bag movement
- Click the + Bag button
- You will be prompted to choose a Bag Movement category. Select a bag movement category from the Category drop down list. Learn more about bag movement categories Here
- Select a movement rate, e.g. rural, from the Movement Rate drop down list
- Change the date from the calendar tool if required
- Change the To and From locations from the drop down lists, if required. (Click the Show All button to reveal the full list of locations, if required)
- Select the number of bags from the Bag Quantity drop down list
- Enter the Rate to be charged in the Rate field
- Tick charge for this item if the customer is to be charged for this bag movement
- Enter any Notes. The Notes field is a transitional field. Click into it once to enter Office Notes.
Click on Notes - Driver, and then the Notes field changes for you to enter Notes for the driver. These notes appear on the driver manifest
Click on Notes - Itinerary, and then the Notes field changes for you to enter Itinerary Notes. These notes appear on the Itinerary which goes to the client.
Click on Notes - Finance, and then the Notes field changes for you to enter Finance Notes. These are internal notes for your finance team.
- To delete the bag movement, click Delete
- To make a copy of this bag movement, if there is a similar movement, click the Duplicate button, then edit the duplicate
To apply the changes you have made here to all bookings on this Departure
- click the Apply to all button
Once the Depot staff have generated a bag run for a particular day (doing this "sequences" the run, either using the Geo locations, or by manually resequencing the bag movements), there will be a small orange number indicating the sequence of each individual bag movement at Booking level.
This is an important indicator to you that if you add or change a bag movement now, you may cause the Depot staff some disruption, as they have already planned this bag run. Contact the Depot to let them know of the change you have made.
Vehicle
Vehicles can be stored for 'x' of days, or relocated from one location to another, as part of an itinerary.
Vehicle movements are initially populated at Booking level, using vehicle movements from the Master record.
The vehicle movements can then be changed on each individual booking record, to suit the individual's needs, and booking level vehicle movements are then SUMMARISED on the Departure | Movement | vehicle page
To add a vehicle movement at booking level
- Click the + Single Day, or + All days button
If using the All Days button, vehicle movement records can only be created from Day 1 of the Tour/Departure. If a -1 day is required, that record would have to be created manually.
- Select a vehicle movement type, e.g. Vehicle Storage or Vehicle Relocation, from the Type drop down list
- Change the date of this vehicle movement from the calendar tool (or arrows) if required
- Select a product, e.g. Route/Sector, or Daily - Secure, from the Product drop down list
- Enter the time for the vehicle relocation
- Enter vehicle details; make, colour, rego
- If desired, select the driver who will do the vehicle relocation
- Enter the Rate to be charged in the Rate field, or use the override function to override the standard cost
- Tick charge for this item if the customer is to be charged for this bag movement
Notes
- Enter or amend any Office Notes
- Enter or amend any message for the Driver into Driver Notes. The Driver notes appear on the driver manifest
- Enter or amend any Notes for the Itinerary
- To delete the vehicle movement, click the grey minus button
To edit a vehicle movement
- Click once on the line entry you wish to edit
To apply the changes you have made here to all bookings on this Departure
- click the Apply to all button