Ways to create a Vehicle Run / Container within the TRIPS Web Application -

The recommended process for creating a vehicle run is determined by how an Organisation Operates.

1. Set- Scheduled Operations: If the Organisation follows a set schedule of vehicle availability, it is recommended to create a recurring vehicle run / container from the vehicle’s profile page without assigning a driver, unless one is already determined and is also recurring. If different drivers drive complete the run, they would be assigned as their availability is confirmed prior to the day of run. 

2. As Needed Availability: If vehicles are scheduled based on demand, the run / container can be created as needed. Recommended practice for this type of scheduling would be to create the run from the “Allocations page”. An available Driver can be assigned or availability created for a driver with no availability entered at the same time and then relevant bookings allocated.

Method 1

Vehicle Run / Container Creation from the Allocations Page:

Step 1 - From the main menu select “Allocations”.

Step 2 - Once within the “Allocations” page click on the blue plus icon within the center “Allocated Bookings; Vehicle Runs” section.

Step 3 - The “Create Vehicle Run” form will appear like pictured below.

Step 4 - Departure and Return Times

Adjust the departure and return time as per the driver hours of work for that day. PLEASE NOTE: When the “Departure time” and “Return time” is updated, the earliest and latest times in the “Earliest” and “Latest” fields below will automatically populate.

Step 5 - Reoccurring Vehicle Run / Container

To make the vehicle run / container reoccurring select the “Reschedule this vehicle run” box. This will enable you to select the frequency; being daily, weekly or monthly, select a day of the week if weekly or monthly and enter an end date. PLEASE NOTE: If the vehicle run / container was to occur fortnightly you would select weekly and enter 2 within the field to show “Every 2 weeks(s) on:”.

==IMPORTANT:== ==Runs can only be created for up to 6 months at a time.==

Step 6 - Assigning a Vehicle

From the “Vehicle” drop down menu select the available vehicle that will be completing the run. PLEASE NOTE: This is a mandatory selection field.

PLESAE NOTE: When the vehicle is selected the departure and return address fields will populate with the vehicles depot address. If the vehicle is to depart or return to/from an alternative address, click on the “X” to clear the selection and search for the required address.

Step 7 - Assigning a Driver

To assign a Driver to the run / container select an available Driver from the Drivers drop down menu. PLEASE NOTE: If there are no Drivers with pre-entered availability the drop down menu will not appear and you will see a message of “No drivers are available for the selected run times”. In this instance select the “Create availability for selected driver to create a vehicle run” to allow you to select the required Driver. In doing so you will assign the Driver to the run / container and create an availability for them matching the run / container times.

Step 8 - Adding a Break

To add a break to the vehicle run / container at creation enter a start and end time and click the blue plus icon. PLEASE NOTE: If the break is not a set standard break eg. lunch from 12:30-1:00pm it is recommended to add the break to the run from the “Allocations page” after you have finalised scheduling trips to the vehicle run / container. This allowing you to enter the break around the scheduled trips.

PLEASE NOTE: Multiple breaks can be added.

Step 9 - Adding Notes

Enter notes relevant to the Driver regarding the run within the “Notes for the driver” field. e.g. “Please stop into the Tyre shop at 12:00pm for the rear left tyre to be replaced”. PLEASE NOTE: This message will be displayed on the Drivers run sheet and within the Drivers App.

Step 10 - Additional Crew

Additional Crew can be added to the vehicle run / container alongside the Driver, such as a Bus Assistant by being selected from the drop down menu below “ Additional Crew”. PLEASE NOTE: If there are no Drivers with pre-entered availability the drop down menu will not appear and you will see a message of “No Drivers are available for the selected run / container times”.

The Crew member would need to have a Driver profile created and pre-entered availability to allow them to be selected within the drop down menu. PLEASE NOTE: To add Driver availability prior to creating the vehicle run / container, navigate to the Drivers profile you are wanting to be able to select as the additional crew member within the “Create vehicle run” form. From the Driver’s profile “Availability” tab click and hold dragging down and release to set availability times that covers the vehicle run departure and return times. Alternatively click once on the day you wish to create the vehicle run / container to open the “Create Vehicle run” form.

Step 11 - Run Description

The Run description field allows you to name the vehicle run / container, Eg.“Bingo Bus” and is visible from the “Allocations” and “Dispatch” pages, as well as on the run sheet and Drivers App. .

Method 2

Vehicle Run / Container Creation from the Vehicle Profile:

Step 1 - From the main menu select “Vehicles”.

Step 2 - Once within the “Vehicles” page locate the vehicle you wish to assign a run / container to by using the search field or alternatively scroll down the list. Click on the vehicle name to open the vehicles profiles.

Step 3 - From within the Vehicles profile “Vehicle Schedule” tab locate the day you wish to create the run / container on and click and hold dragging down over the required window of time and release to open the “Create Vehicle run” form with the selected times populated. Alternatively click once on the required day to open the “Create Vehicle run” form and edit the times manually.

Step 4 - To finalise creation of your vehicle run / container follow steps 5-11 from above within the Recommended Way to Create a Vehicle Run- From the Allocations Page section of this guide.

Method 3

Vehicle Run / Container Creation from the Drivers profile:

Step 1 - From the main menu select “Drivers > All Drivers”.

Step 2 - Once within the “All Drivers” page locate the Driver you wish to assign to a run / container by using the search field or alternatively scroll down the list. Click on their name to open the Drivers profile.

Step 3 - From within the Drivers profile click on “Vehicle Run Schedule” beside “Availability” to open the tab.

Step 4 - Locate the day you wish to create the run / container on and click and hold dragging down over the required window of time and release to open the “Create Vehicle run” form with the selected times populated. Alternatively click once on the required day to open the “Create Vehicle run” form and edit the times manually.

Step 5 - To finalise creation of your vehicle run / container follow steps 5-11 from above within the Recommended Way to Create a Vehicle Run- From the Allocations Page section of this guide.

For ways to edit/delete vehicle containers, please refer to the following guide: TRIPS Web - Editing or Deleting a Vehicle Run