---
title: "Bookings"
description: "This window will display your booking information and allow you to insert new or change existing bookings. Accessed by going to Main -> Bookings."
canonical_url: "https://support.caremaster.com.au/articles/bookings-88tfKnoI8W"
md_url: "https://support.caremaster.com.au/articles/bookings-88tfKnoI8W.md"
---
# Bookings

![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018072467/original/3q4jXlk0Bp6QGf2kYv3gKtrRovzP4cOayg.png?1622073081)

This window will display your booking information and allow you to insert new or change existing bookings. Accessed by going to Main -> Bookings.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018072518/original/SlQuJoKcMiPwKJvOcyv_bpkfXLo8Mwr8bw.png?1622073120)

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1\. Date Booked – date when booking was entered into Trips.2. Date – Date of the transport event3. C – Confirmed. If booking has been confirmed, it will display a green tick in this column.4. Pr – Priority5. O – Support Rating6. IND – Indigenous. If client is indigenous, this column willdisplay a green tick.7. Status – status of booking.8. Fundg – Funding type of trip

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9\. W – Ways10. Pkup – Pickup time11. Appt – Appointment time12. Trip and Booking Totals for the selected date13. Filter bookings by location/depot14. Display bookings “From Selected Day”, “Selected Day Only”, by “Client Name” or “All Bookings”15. Filter – can use this to search through the bookings16. Funding split – will highlight the clients that match the chosen funding split option.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018072578/original/i229s4z_dcWnLDuITLWtp5U9MaxmzOo-AQ.png?1622073147)

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1\. Insert – Create a new booking2. Change – edit the highlighted booking3. Delete – delete the highlighted booking4. Not used5. Forward - Copy the highlighted booking forward6. Return – create a return booking for the highlighted booking7. Single – print highlighted booking8. All Today – print all bookings for selected day9. Close – Close the booking window

These functions can also be accessed by Right Clicking on a Booking. This will also display a Query option allowing you to specify the criteria for the bookings displayed.

Right Click Menu -> Query Form

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018072665/original/ksrbAkRinKtHFbX1kJc-mcpBgEB0qVMGWQ.png?1622073196)

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018072701/original/-I6cMF5i61BRXhNYa2lS8ElLeT3YLNBDlg.png?1622073214)

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1\. Saved Queries – queries that you have previously saved from the Trips Query section2. Query Operator – left click on this button to change the operator (=, > or < etc)3. Type the value you want to use in the query4. Clear - Clear current query.

Booking Form

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018072877/original/Me-0s3g3ir3yzQjCr9C31Yo7JbzF-W3zOw.png?1622073309)

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Trans Date: Date of Transport Booking (can enter via calendar button)Client Name: Enter the client’s name for transport. Partially type a client’s name (Surname first) then press either TAB or Enter to display a list of clients.Carer For: If booking a carer, this will display which client they care for.Silent Phone: Informational only. If checked, their phone number is silent.Wheelchair: This should be ticked if a client requires a wheelchair. The client’s name will be highlighted green in the bookings and trips screens.Hoist: This should be ticked if a client requires a hoist.Special: This should be ticked if a client has special requirements. The client’s name will be highlighted yellow in the bookings and trips screens. If wheelchair and special are ticked, the client will be highlighted in red. Class: This is the Client Classification.Profile: This is the Profile classification.Funding: This is the Funding Type for this client’s Trip.Payer: This is the payer responsible for paying for the Trip.Priority: Priority of the Booking. Low will not display a colour in the booking screen, medium will be blue and high will be red. This will show in the Pr (Priority) column.Treatment: Only used for Health Transport.Rating & Level: This is the Rating and Level calculated from the answers given in the Support Rating Tab.Status: The status drop down box can be Future, Cancelled, Transferred, Unmet, Standby or Posted.UC Code: This is entered when the booking status is changed to Cancelled or Unmet.Trnfrd To: This is entered when the booking status is changed to Transferred.

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Pickup From & Destination: Pickup and drop-off location for the booking. The Client’s Address button will automatically enter the client’s address and the Destinations button will bring up the list of destinations.Auto Add Return: If this checkbox is ticked, it will automatically add a return trip for that client.Individual or Group: This indicates whether the booking is an individual or group booking.1 Way, 2 Ways or Other: This indicates how many trips should be reported to the MDS for this booking.Trip Purpose: This drop down box will let you select a purpose for the trip.Amount Asked: This is the amount asked from the client for the booking.GST Included: If this is ticked GST is included in the Amount asked field.Returning Transport Event: This will be ticked if the trip is a return trip that was added using the Auto Add Return option. Informational only.Send Account: If this is ticked, an account should be sent to the Payer.Don’t Charge: If this is ticked, there will be no charge to the Client for the Trip.Pickup Time: This is the Pickup Time of the booking.Pickup Date: This is the date of the pickup.Actual Pickup Time: This is the time the client was actually picked up.Apptmnt Time: The time of the client’s appointment if applicable.Apptmnt Date: The date of the client’s appointment if applicable.Estimated Drop Off: This is the estimated time they will get dropped off.Duration: The expected duration of their appointment.Complete Date: The date that the trip was completed.Complete Time: The time that the trip was completed.Kms: Expected Kms for the booking.Hours: Estimated time for the booking$ Recd: Amount received for the booking. Entered after the event or by Trips OBV.Receipt #: Number of the receipt for this trip. This is manually entered and should match your receipt or invoice number from your accounting system.Client Alert: This is an additional text alert displayed in red. When it is entered in the client record it displays the booking and trip records.Confirmed: If this is ticked a green tick will be displayed in the C column in the bookings screen.

Taxi Fare Card Issued: This check box enables you to record if a Taxi Fare Card has been issued for this booking.

Support Rating Tab

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018074147/original/nwLqYszaMnDVc2HNlxYI5mCasR58Tiuh6g.png?1622073898)

Shows the support rating of the client. The default support rating is set in the client record. This tab informs you of the transport requirements of the client. The support rating can be modified for a particular trip without affecting the default.

Comment Tab

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018074856/original/NXNF60hH9AuGHIfxJYcznrIcx-uK_lOymg.png?1622074228)

You can input a comment that may be displayed on the driver’s run list or OBV unit. If a comment is entered into a client’s record it will be transferred to the booking record on client lookup. To setup frequently used comments go to Data → Comment Presets and insert your comments. These will then appear in a drop down list in the comment field. This also applies to the Trip form.

Recurring Tab

On this page, you can create or modify the recurring pattern for a trip. You can tell if a trip is recurring if it has a circle  ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018074960/original/KK4RJpkyyjXy7H0kFM9XKWvmN95w0wjnsQ.png?1622074271) in the Status column of the Bookings or the Allocations windows.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018075013/original/Sv9IkpT190r3cxtDdR9zS_QHBOREmr2Ocw.png?1622074297)

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To create a recurring trip:1. Tick “Create Recurring Transactions”2. Select an End Date for the Recurring Transactions3. Select a Recurrence Pattern with Daily (Every X Days), Weekly (Every X weeks, on specific day(s) of the week) or Monthly (Day X of every X Months or the first specific day(s) of every X Months.4. BOOKINGS ONLY (Journeys skip to step 5): You can optionally select a linked client (If duplicate transport event is ticked in the control settings) this allows you to select either a client or a carer to create the exact same recurring booking.5. The summary window will display all of the proposed recurring bookings or transactions and display a total. Check this summary then click the Tick to create the recurring transactions.To modify a recurring trip:1. Go into the record that you are trying to edit, select the recurring tab then tick “Modify recurring events on save”2. Make the adjustments you want to, i.e. change the end date or the recurrence pattern.3. The summary window will display all of the proposed recurring bookings or transactions and display a total. Check this summary then click the Tick to create the recurring transactions.

History Tab

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018077562/original/fH25Jr4ZQaS6nHvAt2ftNJUQQ2fxvLzV0g.png?1622075326)

This tab keeps a record of the actions that were performed on the selected trip. An “Insert” action will tell you which user created the trip/booking and when. A “Modify” action will tell you which user modified the trip/booking and when.

New Booking Wizard

The new booking wizard is a step by step breakdown of the current Bookings form. This makes the booking process easier and ensure you don’t forget any required details. Click on the Main tab -> Bookings Wizard. See above page for details of each field.

The first step of the wizard requires you to enter the date and Client details then click Next.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018077652/original/s1jkjEaeBbDOp5rw-9prPtxVavRqv9QgqQ.png?1622075365)

Choose space types, if required and click Next.

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The following space types have been added since Trips Enterprise:• Ambulatory• Guide Dog• Front Seat only• Walker• Electric Wheel Chair• Back Seat only• Seats needed• Extra time needed.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018077751/original/C22UXZzykHH0VR3U_7jI7JlqXwHKNXoIig.png?1622075409)

Specify the pickup, appointment and duration times.

To add multiple destinations for this client use the + button. This takes the appointment time and duration time to calculate the Pickup time for the next trip.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018077778/original/jK1dV9XAG3mZ7F1Ab427skUwLNxaZ1ugmw.png?1622075440)

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018077797/original/uVOnrbgrG4YlrGQ0RfDnHSWPU2f1QzHlKQ.png?1622075450)

In the above example, I have specified the appointment time 8:30am and duration 30 minutes, the pickup time for the next trip will be automatically entered as 9:00am. You can change the pickup time if necessary.

Use the – button to delete a destination. Use the sliding bar to view the multiple trips. The Time and Kms fields are auto populated with an approximate travel time based on the specified pickup and destination address fields.

When you add a destination - the pickup and destination field is automatically swapped from the previous destination. To change the destination, click on the destinations button.

Select the purpose for each trip if it is different from the first.

Finish filling out the scheduling information then click Next.

Fill in the costing information then click next.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018077836/original/9HuXppNCOXVYG7k7DdPgANVAkXLT4vg2rg.png?1622075473)

If this a recurring trip, you can set the details for the trip here.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018082341/original/sJ47LjbWVhh8GxZ_M3ZKrnVh6TS2Xi6jwA.png?1622077514)

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Tick the box Create Recurring Transactions if you wish to make this a recurring trip. You can still make it a recurring trip using the bookings form if you wish.Select the end date for the recurring transactions, no events for this recurring trip will occur after the selected date.Set the Recurrence pattern, on the left set how often the trip will occur, and then use further settings on the right to set future dates.Add a linked client if needed.Look at the bottom field giving details on what trips will be created given the details you’ve provided.

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When you are have reviewed the details and are ready, click Next.You will then need to review the booking details which will be summarized at the bottom of the map displaying your trip.

Use the + to zoom in and the – button to zoom out on the map.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51018082412/original/Fd11ppS12H-JQdlNC2Cx1tWvJJ1ZSQz3Kw.png?1622077544)

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Clicking on the Open Full Form on Ok checkbox will open the booking in the form view.Click OK to close the trip summary window.Note: If you have the duplicate transport event control setting enabled, when you click OK, it will pop up with the Linked Transport Event alert so you can make a duplicate booking.