Tour / Movement - Vehicle relocation

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There are two types of Vehicle Movements in Odyssey. These relate to the movement, or storage of client's vehicles.

Tour level vehicle movements - Relocation or Storage

Vehicle Relocations

A vehicle relocation can be offered to clients, when they begin their tour at the beginning of a Trail, ride their way to the end of the trail, and then require their vehicle to return home.

To create a new vehicle relocation

From the Main Menu | Tour | Movements | Vehicle
Click the + Single Day button

Tour | Movements | Vehicle | Details/Details

Select Vehicle Relocation from the drop down list of Vehicle movement masters
Select a Vehicle "Product" from the drop down list - this is the list of possible to-from locations that you offer to clients, in this case we are relocating a vehicle from Tekapo to Twizel
Select the appropriate date and time for the movement
Select whether to charge for this item, and whether this charge for this movement should be included in Agent Commission calculations

Assign this movement to a client

From the Main Menu | Movements | Vehicle | Bookings tab
Click on the + sign beside the name of the client who wishes to have their vehicle relocated

Assign this vehicle relocation to the relevant client by clicking the + button

Office Notes

Record any Notes for the Office in the Notes field

Itinerary & App

Record any text relating to this vehicle relocation to be included in the Itinerary and App, and tick the tick box if you wish it to show.

For Depot staff to assign driver for the relocation

From the Main Menu | Depot | Diary | Vehicle tab, Using the '>' hover button, will open this popup window.

Assigning a driver for a vehicle relocation

A Driver can be assigned, and the driver name then displays on the lefthand column on the vehicle records window.
Depot staff also have the ability to move the vehicle relocation day to a different date, using the left and right arrow tools over the date field, to enable the optimum allocation of available staff resources.

Creating a return shuttle for the Driver

Then of course, the driver for the vehicle relocation needs to get back to the Depot. You can book the driver on a shuttle. The process for creating a return shuttle for the Driver, is

On the Master Vehicle relocation Record, we recommend that you have added an office note to remind Reservations staff to add a shuttle booking for the driver to get back to the Depot (or to the site of the vehicle drop)

An Office Note on the Vehicle relocation record

And then the Res person would see this to prompt them to make the Shuttle booking for the Driver.

To make the new shuttle movement for the driver, we recommend you create a new Walk-in booking (shuttle only / no cost) for the Driver, perhaps using the driver's first name in the first field, and yourcompanystaff for the surname. And we suggest that you might like to make a note on the Pax booking that there is a Driver shuttle that's been created. This way, there is nothing to remember, and the driver's shuttle booking will automatically be on the manifest for the appropriate day.

We also suggest you consider clearing the briefing time for the staff member, on the Walk in booking, so that it doesn't clutter up your briefing calendar views

Clear the briefing date/time for staff members on shuttle runs after a vehicle relocation

Some of our clients prefer the Depot staff to make this walk in booking when planning their vehicle relocations, as sometimes it's easier to move vehicles a day or two ahead of time from a resourcing point of view.

Vehicle relocations on the daily summary screen

Vehicle relocations show in their own tab on the Depot's Daily Summary screen, and also appear in an orange highlighted text block at the top of the screen.

Vehicle relocation shows in orange highlighted text at the top of the daily summary

Vehicle Storage

Various forms of vehicle storage can potentially be offered to clients who are out on the trail with you.

Vehicle storage could be inside, outside, secure, not secure, or even an allocated parking space.

To create a new vehicle storage record

From the Main Menu | Tour | Movements | Vehicle
Click the + Single Day button

From the Vehicle Master drop down list, choose Vehicle Storage
From the Default Vehicle Product drop down list, choose the type of storage - e.g. Outside, Secure, etc
Select the appropriate date for the storage, using the < > if required
Select whether to charge for this item, and whether this charge for this storage should be included in Agent Commission calculations

Assign this movement to a client

From the Main Menu | Movements | Vehicle | Bookings tab
Click on the + sign beside the name of the client who wishes to have their vehicle stored

Assign this vehicle storage to the relevant client by clicking the + button

Click the Create Additional Days button, so that this client has a storage record created for every day of the tour

Office Notes

Record any Notes for the Office in the Notes field

Itinerary & App

Record any text relating to this vehicle storage to be included in the Itinerary and App, and tick the tick box if you wish it to show.

Itinerary info for a Vehicle storage record

Learn more about allocating parking spaces here