How to manage allocated parking

How to manage allocated 'off street' / 'secure' parking  in Odyssey

This is the best solution within Odyssey where no development work is needed, eg: this will give the answers using ‘out-of-the-box functions we already have.

We simply make out that a Car Park is another vehicle, so that we can check a calendar for availability, and assign this "vehicle" aka Car park to a Departure.

Before you begin, ensure that the visibility of the ‘Vehicles’ Resource tab - for all of the Masters that will use these car parks, is turned on. Go to Masters | Views | Resources | Views and ensure the eyeball is showing for Vehicles

Setup

Add each individual Car Park as a Vehicle Resource

• From the Main Menu | Resources | Vehicle menu, add each car park as a ‘Vehicle'
• Assign different colours to each park so that they are easily identified when you come to view the vehicle calendar

Check availability: to see what car park space is available

• Prior to allocating a car park, we recommend that you view the Calendar records for the Vehicles/Carparks to see what space is available
  • From the Main Menu | Depot | Calendars | , select Vehicles, which trips are assigned
    • (or from the specific Tour | Resources | vehicle tab, click show Calendar
  • If necessary, navigate to the correct month
  • Click Show all, so that all vehicles and car parks are shown
  • Alternatively, filter the calendar by individual Car Park
  • Any of the 8 different colours will display for the parks already allocated
  • Add whatever colour / number you can see is NOT SHOWING, to the Departure/Tour, see below:

Allocating

Allocate a car park to a client on a Departure/Tour

• Assign the car park to the Departure/Tour, so that it shows in the calendar
  • From the Tour | Resources | Vehicles tab, click + Vehicle, and add the Vehicle, aka Car Park
  • the calendar for this vehicle will automatically be populated for every day of the Tour

• Remember, the steps above were just for managing the car park and creating calendar records for it. The normal process of assigning a vehicle storage record for each booking still needs to happen:
  • On the booking record for the client who has selected a secure car park, assign a Vehicle Movement - Vehicle Storage record for each day, so that it can optionally be charged for, and appear on Itineraries, etc.

Yes, It does mean the data is in effect, entered twice. 

Once on the Vehicle MOVEMENT tab - so the client can be charged

And once on the RESOURCES tab for the calendar to work.

Reporting

Create and Save a Search

A search can be created and saved, to be run as required. This report will not be as easily to visualise by Reservations staff, as compared to the Calendar view, but can be very useful from a reporting and analysis perspective.

From the Main Menu | Bookings | Search | Search Vehicle Movement Data

or

Main Menu | Depot | Options | Vehicle Search

• Enter the search criteria:
  • From the drop down list, select 1=Relocation, 2=Storage, and choose "is equal to" 2
  • Select a date range for the search
  • Enter any other search criteria which is important to you

• The search criteria could look something like this:

• Then click the Save button if this is a report you wish to run again in the future
  • Simply come to here and click Open next time you wish to run this search

• Give the search a name, and click Save

• Then Click Find

• At this point the found records are almost ready to be displayed, you simply need to tell it how to present the data - e.g. how do you wish to sort it
• Click Storage, to Sort the storage records

• And then choose a sort method you prefer, e.g. by Date, or by Trail

• The resulting search will look like this

• Use the Print button to print your report
• or use the Export button to export this report into .tsv format, and import it into Excel for further manipulation/querying