TRIPS Web - Multi-Region Vehicles and Drivers

Introduction

The Regions feature helps organisations manage operations across different service areas. Every booking, run, vehicle, driver, and client is connected to a region, which controls scheduling, visibility, filtering, and funding behaviour throughout the system.

The introduction of Multi-Region support provides greater flexibility for organisations operating across multiple locations.

With this functionality, you can:

• Assign vehicles to multiple regions
• Assign drivers to multiple regions
• Share resources across locations more efficiently
• Improve scheduling flexibility and operational coverage

This guide explains:

• How to configure multi-region vehicles and drivers
• How regions impact scheduling and run creation

Assigning a Vehicle to Multiple Regions

When to use this

Use this when a vehicle operates across more than one area.

Steps to assign regions to a vehicle

1. Go to Vehicles
2. Open an existing vehicle (or create a new one) locate the Regions section
3. Select one or more regions
4. Choose a Default Region
5. Click Save

What to check after saving

• The vehicle appears for all selected regions when changing the global region filter
• The default region is correct (this controls depot behaviour)

Important -

• Depot address auto-fills when creating runs for only in the default region
• Additional regions require manual address entry

Assigning a Driver to Multiple Regions

When to use this

Use this when a driver works across multiple locations.

Steps to assign regions to a driver

1. Go to Drivers
2. Open a driver profile
3. Locate the Regions section
4. Select one or more regions
5. Set a Default Region
6. Click Save

What to check after saving

• Driver appears in all relevant scheduling dropdowns
• Default region is set correctly

To note: Driver availability is not region specific

Creating a Run in a Specific Region

Why this matters. The run’s region controls:

• Which vehicles appear
• Which drivers appear
• Which bookings can be allocated

Steps to create a run from allocations:

1. Go to Allocations
2. Select a Region from the top filter
3. Click Create Run
4. Select a vehicle
5. Confirm the Region field (if default region, departure and return address will populate. If an additional region is selected, departure and return address will need to be added)
6. Assign a driver (if known)
7. Save the run

IMPORTANT: For existing runs. if a run that have already been started, or if the app is not being used, the start time is in the past, the region will not be able to be changed.

What to check if the vehicle or driver you want does not appear

• Vehicle belongs to the selected region
• Driver belongs to the selected region

👉 If they don’t appear, check their region assignments

Removing a Vehicle from a Region

If you have the need to remove a region from a vehicle -

1. Open the Vehicle profile
2. Remove a region from the list
3. Click Save

What happens automatically

• All future runs in that region are permanently deleted
• Past runs remain unchanged

Removing a Driver from a Region

If you have the need to remove a region from a driver -

1. Open the Driver profile
2. Remove a region
3. Click Save

What happens automatically

• Driver is removed from all future runs in that region
• Runs remain, but driver field becomes empty

Updates to Driver Scheduling Tab Functionality

==IMPORTANT:== With the introduction of the multi region assignment for drivers and vehicles, to streamline workflows, the “Vehicle Run Schedule” on the driver’s profile, has been made “read only”. Vehicle runs can still be created from either the Vehicle page or the Allocations page.

Updates to the Vehicle Run Preview Details on Vehicle Roster

As vehicle runs can now be assigned to multiple regions, extra details have been added to the vehicle run preview on the vehicle roster

Important Information

• When setting up vehicles, assign only required regions
• Set an accurate default region
• When setting up drivers, assign all working regions
• Don’t duplicate drivers or vehicles
• Runs that the start time is in the past (e.g. day of) will not be able to have their region changed

Quick Recap

• Vehicles and drivers can work across multiple regions
• Bookings belong to a region so if missing for a client who belongs to multiple regions, check which region the booking was made for
• Default region = home base (especially important for vehicles)
• Global Region selection continues to control everything in allocations