This guide is designed to help users navigate and effectively use the Allocations page in TRIPS Web, the central hub for managing daily planning and vehicle run allocations. From allocating bookings to vehicle runs through to updating bookings and making last-minute adjustments, the Allocations page helps ensure services are organised and ready for the days ahead.

Date Field

To select a date, use the arrow buttons or open the calendar view to select the desired date.

Allocations Date Alert

The allocations date alert field allows you to add an alert banner to the allocations page to communicate important information to Office Staff relating to business operations on that day.

PLEASE NOTE: Allocation Alerts are specific to the Region selected.

To Add an Allocations Alert

Step 1- To add an alert hover over and click on Click here to add an allocations date alert. Enter the desired message- information in the text field, then click Save to apply the alert. To cancel without saving, click Cancel.

To Delete or Edit an Alert

Hover over the alert text to reveal the edit pen icon, click to open the edit window. To remove the alert entirely, click Delete. Alternatively, to update the alert, make the necessary changes in the text field and click Save.

Overview

Click the arrow icon in the top-right corner of the tab to expand the Overview section. This will display a summary of vehicle runs, with a breakdown of allocated and unallocated bookings. Click the arrow again to collapse the section.

Unallocated Bookings

The unallocated bookings section displays all bookings in a list view, ready for allocation. There are a variety of filtering options available to help you narrow down the list and allocate more efficiently. You can filter by service type, seat type, vehicle group, vehicle type, estimated distance, origin and destination postcodes, as well as by time range. Alternatively, use the search field to find bookings by client name. You can also change the search criteria to Location to search by location description or location address.

Allocate to selected Vehicle Run - Manual Allocation Button

Step 1 - Scroll through the list of bookings, use the filter options or search field to quickly locate specific bookings. Once you've identified the booking/s you want to manually allocate, select the tick box to select them.

Step 2 - Next, choose the desired vehicle run by clicking on it, this will highlight the run box in dark grey. Click Allocate to Selected Vehicle Run to complete the allocation. Then Select Save. Alternatively Select ***Cancel ***to disregard changes, allowing you to start again.

Alternatively, you can click and hold a booking to drag and drop it into the desired vehicle run. To deallocate, simply drag the booking out of the run and release it into the Unallocated Bookings tab. Then Select Save.

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Allocated Bookings

The Allocated Bookings area consists of two sections: Vehicle Runs and Allocated Bookings within those runs. You can view, create, and edit vehicle runs, manage bookings (deallocate, move, cancel, edit times), and access the bookings details page to action further updates. Additional features include printing a run list, using the Copy Forward function, and applying filters to narrow down data displayed.

Vehicle Runs

Existing vehicle runs will appear in the Vehicle Runs section of the Allocations page.

Click the arrow icon in the top right corner of a vehicle run to expand it and view the assigned driver and run times. Alternatively, click Expand All to open all vehicle runs. To collapse all expanded runs, click Collapse All.

Create Vehicle Run

To create a new vehicle run, click the blue plus icon. For a comprehensive guide on creating a vehicle run from the Allocations page in TRIPS Web, please refer to the detailed instructions provided in guide TRIPS Web - How to Create a Vehicle Run / Container Edit Run Departure and Return Times Click on the Departure (Start) and Return (End) times to edit the Run window directly from the Allocations page, without needing to navigate away to the Update Vehicle Run window. Open-Edit/Delete Vehicle Run Clicking on the Vehicle Run ID will open the Update Vehicle Run form, allowing you to make any necessary changes directly from the Allocations page without having to navigate away from the page.

Copy Forward Feature

Click the Copy Forward icon in the top right corner of the vehicle run to open the Copy Vehicle Run & Allocated Bookings window. For comprehensive guidance on using the Copy Forward Feature in TRIPS Web, please refer to the detailed instructions provided in the guide TRIPS Web - How to use the Copy Forward Feature

Bookings

Print Run-Lists

From the Bookings section of the Allocations page, users can generate printable run lists by selecting Print/Email Run-lists. You can either download a PDF or ***email ***the run list directly from the application.

Print/Email

• Use the Print/Email option to generate and print or email all selected run lists in a single action.
• Select multiple runs using the vehicle run selection checkboxes.
• If multiple run lists are selected, a link will be emailed to you once the run lists are ready.

Combine into a Single PDF

• When printing multiple runs, you can choose to combine all selected run sheets into one PDF for easier bulk printing.

• Alternatively, you can download a ZIP file of individual PDFs if preferred.

• All print options- including ZIP, Combined, Compact, and Verbose, all are now available under a single dropdown for a streamlined interface.

  Actions Use the three-dot menu to deallocate bookings, move them to another run, mark them as cancelled, or apply Force Allocation if auto-allocating.

  Clicking time fields Clicking on the times will allow you to update them directly. To view and edit full booking details, select the icon next to the client’s name to open the booking in a new window. Timings details pop up- Origin and Destination Hovering over the Clock icon beside the Origin and Destination times will enable you to view timing details; requested, planned and estimated.

Filtering/Search field

Filtering and search fields are available to help you quickly locate relevant information. In the Vehicle Runs section, you can use filters to narrow the view by depot, displaying only the runs associated with the selected depot. In the Bookings section, the search field allows you to locate specific bookings by client name. You can also change the search criteria to Location to search by Location(address) or location description.

Action Bulk Changes- Using the“With Selected” Button**

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Add a Driver Break xxx

Add/Edit Vehicle Run Notes

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Auto Allocate Button

Click the "Auto Allocate" button to activate the auto allocator. For comprehensive guidance on using the Auto Allocation feature in TRIPS Web, please refer to the detailed instructions provided in the guide below.

TRIPS Web - Auto Allocations Guide

Icons

The Allocations page features numerous icons that serve as visual guides. Hovering over many of these icons reveals pop-up windows with helpful details about the client and their booking(s).

Document- All Transport Requirement Icons xxxx