"Walk-in" Clients

The Walk-in function is designed to accommodate a client who has not previously booked into Odyssey, but comes to your Depot requesting a shuttle for themselves and/or their bike. Optionally they may also be wishing to hire a bike. A bag movement function is also under development.

Once a Walkiin has been added, it is listed in the Trip/Departure Dashboard (visible to Reservations staff), Booking Dashboard (visible to Reservations staff), the Depot | Trips by Month list, Daily Diary and Manifest and Briefings screens, etc.

From these locations it can be edited, names added or removed, bike sizes and serial numbers added, dates moved, or the entire booking deleted. It can be searched for and modified, in the same way as regular bookings.

To add a 'Walkiin/Counter Sale'

From Depot | Departure Dashboard, click the + Walk-in button

The Walk-in Button on the Depot's Departure Dashboard

Select which service your walk in client has requested; either Bike Hire, PAX shuttle, or Both

Bike Hire

Select the trail from the Trail drop down list. Note that each extra field will appear as you complete the previous field.
Select the Walkin Master for this trail. For example, this could be A2O Walk in, or Lake Dunstan Walk in
Select the date the booking is required
Select the Bike Model to hire
Select the number of clients on this "walkin" booking from the drop down list
Select the duration of the hire
Click Continue

Clients

On the Clients tab which appears next, there is a line for you to record details for each passenger. Passenger 1 has their own line, then Passenger 2, etc.

Click into the first name field, and enter the first name of this passenger
Click into the last name field, and enter the last name of this passenger
Click into the email field, and enter this passenger's email address
Click into the phone field, and enter this passenger's phone number
Click into the height field to enter this passenger's height
Tick the tickbox if the client has returned the waiver form
Tick the tickbox if the client has paid

Click the more button at the end of each row to reveal a pop up box

Enter the client's fitness/experience from the drop down list
Select a different booking status if the client's booking is not confirmed
Click the delete button to delete the booking

Repeat for each client, moving to the second and subsequent records, if required

Changing the Walk-in Departure name

The default Walk-in Departure name will be the name of the first booking. If you wish to change the Departure name:

On the Client tab, Click the Edit button below the Walk-in Name, and enter a new name for this Departure, if required.

Rentals

if required, the bike model can be reselected for any client
A bike size will have been chosen, based on the client's height. This can be overridden if required
If you have the bike serial number, it can be entered
Untick the charge tickbox if this bike hire is not chargeable
To clear out the bike booking details, click the small x beside the bike booking

and then to enter fresh bike booking details, click the small + beside the bike booking

Emails

The Depot staff are able send a range of emails (up to 10) to these Walk in clients.
Click once in the box beside each client's name, for the corresponding email template. A tick will appear.
Click the Send button at the bottom of the window

To learn more about the email process, click Here

Notes | Changes

Notes

There are three Notes fields available for recording Inclusion Text, Notes for the Office, and Notes for Finance.

Click on the small orange arrow beside each Note description, to open up that field, and record the note. The Office Notes field might be a great place to record the client's booking reference, for example, or Notes to the Driver could give a pickup location. The inclusion text can be included in email communications to the client, and is used on the Payment sheet which can be printed for the client.

Departure Change

To change the Booking Date: Click the calendar tool to select a new date for the booking. You will get an alert to advise you that your booking date has now been changed. Easy!

Select a briefing time using the radio buttons

To add another booking, click the Add one more button, and follow the prompts

Printing options

There are four easy printing options for Depot Walk in Customers, a Sales order, Payment Info, a Client sheet and a Bike details sheet. Click the Print button in the top right hand corner of the window.

Sales Order

Click the Sales order button. An overview of your document will be presented. Click the preview button

This moves you to a new tab which has opened up, displaying the preview of the file. To print the file, click the Print icon in the top left corner. You can now close this tab.

Move back to the Odyssey tab, and then click the Back button to return to the Walk in screen

Client Sheet

Repeat the steps above to produce the client sheet.....

Payment info

Repeat the steps above to produce the payment info sheet....

Bike Details Sheet

Add an Unaccompanied Bag - coming soon!

PAX Shuttle

This service allows you book a passenger shuttle booking

Repeat as for the Bike hire Walkin process, but select a shuttle route and time from the drop down list, and select a shuttle rate from the drop down list, before clicking continue

A passenger can make up to two shuttle movements on a Walk in booking.

The first movement you have already selected in the initial screen. The rate, whether it is charged, and the route and time can all be changed as required for each booking.

If a second, return shuttle is required, click the 2nd Shuttle button

Select the route and time for the second shuttle from the drop down list, and select a date, then click Continue

Your second shuttle details are now able to be viewed. Switch between first and second shuttles by using the 1st or 2nd Shuttle buttons to the top right of the screen.

TIP: Check shuttle availability by clicking on the Availability button

This shows you live data of numbers booked into each shuttle. Change the date from the calendar field, or swap trails from the trail drop down list.

Continue with the walkin process, as per the process for bikes above.

Both (Bike Hire and PAX shuttle)

Repeat as for the Bike hire Walkin process, but also select a shuttle route and time from the drop down list, and select a shuttle rate from the drop down list, before clicking continue