To create a booking for a client in TRIPS Web -

Step 1 -

• Click on ‘’Clients’’
• Type name of Client into the search field.
• Click on the magnifying glass icon or click enter on your keyboard.
• By right clicking on the name of the client and selecting ‘’open in new tab’’ from the menu will allow you to open the Clients profile and check details before making a booking. Alternatively by clicking on the clock icon you will be taken straight to the create booking page with that Client selected and allow you to make a booking.

• If you went into the clients profile, right click on ‘’Create Booking’’ and select ‘’open in new tab’’ REMINDER: it is good practice to check that all the client’s details are correct before making a booking for the client for the first time

Step 2 - Client’s details will pre-populate; you can add more clients to create a group booking by searching a client in the search bar.

• Enter the date for the booking by clicking on the date or select the date by clicking on the calendar
• Select transport type; either Individual or Group. IMPORTANT: Selecting either individual or group will affect which service types are selectable down further on the booking form. Note: group is normally used for social outings etc. not for a situation where a husband and wife are travelling together
• If a non-funded carer has been added on the client’s profile, the option to add a carer to the booking will be available for selection.

PLEASE NOTE: Within the Client Details tab and the Side Clients tab, the Existing Booking icon is displayed. Hover over or click the icon to view further details of any bookings the client already has on the date a new booking is being added.

• Booking form will default with initial pickup at home address. If this is not the case toggle off the option of ‘‘Use home address’’ and enter the address you wish to use.
• Start typing in the address or common name of the destination, if the location is not found, click on ‘‘create location’’ and create the new address.
• Select the timing preference (drop-off is the default for the first leg of the booking).
• Enter the time the Client would like to be dropped off (make sure to enter AM or PM).
• Booking Service Type will pre-populate to client’s default booking service type. This can be changed by clicking on the drop-down arrow.
• Flexibility will pre-populate based on the Booking Service Type.
• If the Client has an appointment, toggle on ‘‘Has Appointment’’ and enter the appointment time.

• Select trip purpose from the drop-down list.
• If purpose is ‘’Allied Health’’ you can add a treatment type if you desire.

Step 3 - Transport Requirements, Cargo Space and Assistance Types are pulled through from the selections on the Client’s profile. These can be changed at a booking level by clicking on the arrow icon.

• Booking Priority – This pre-populates with the selection in the client’s profile. You can change this at a booking level. When running auto allocations this priority will be looked at.
• General Booking Notes – This can be used to add any notes applicable to the booking. E.g. Pick-up client from discharge lounge
• Message for Driver – This field will pre-populate from the client’s profile. You can edit this at a booking level if you wish.

Step 4 -

• Booking Tags – Will only be used for certain bookings e.g. A community bus may have a set fare so a booking tag would be set up for this charge (Community Bus $5.00) or you may not wish to charge for a leg of the trip so a tag would be added (No Cost) PLEASE NOTE: These booking tags are only examples. If you need a booking tag and can’t see it in your application, please discuss this need with your Management Team.
• Funding Type – This will pre-populate with the Client’s default funding type. If the Client has more than one approved funding type, you can toggle off ‘‘Use Clients funding’’ and select another approved funding type. If the funding type you want is not appearing, this is because it has not been added on the client’s profile.
• Payment Method – This pre-populates from the Client's profile but you can change it at a booking level if needed.
• Manually entering a fee – This can be done by toggling on ‘‘manually enter fee’’ and entering the fee into the field that will appear (like below)

• The Fare Estimate is populated based on what funding rule is linked to the Funding Type, Service Type you have selected for the client, the fee that you manually entered or the Booking Tag that you selected. IMPORTANT if you notice a discrepancy, please talk to a member of your management team before proceeding with making a booking

Step 5 - By clicking on ‘’add stop’’ you can create a return booking or a multi-leg booking. (this is optional and you can add as many stops within the booking form as you wish)

Step 6 - To create a recurring booking (also known as a standing order) follow the steps above then toggle on ‘‘This is a regular/recurring booking’’ (the example below is creating a fortnightly booking).

PLEASE NOTE: If a recurrence was to occur on multiple days of the week, the recommended process is to build out each day of the weeks recurrence individually. This way if one day of the week requires changes in the recurrence, the other days of the week are not effected.

==IMPORTANT -== ==Please be aware that recurring bookings are sent to a queue for creation. This means that upon saving, you may not see the bookings in the client’s profile straight away. This logic is in place for both booking creation and booking updates.==

Step 7 - You have now entered all of the relevant information, you can now select the “save and create another”, if you wish to create another booking for the client or the “Save Booking” option if making a one-off booking.