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With the Athletic Scheduler (AS) integrated to Trip Request (TR), scheduling of transportation service for the AS events, both School Only and Conference/Non-Conference, is considerably easier now.
In the Main Menu of the Athletic Scheduler, click on the ‘Edit’ button for Transportation module to launch the Transportation Add/Edit page.
The Transportation Request Key shows a color codification according to the status of the request.
a. Send (black bus) – the request still needs to be sent. Before you can send a request, you first need to populate the following fields: Leaves, Returns, and Passengers. The Dismissal field is optional.
b. Pending (gray bus) – the request has been received but is still being processed.
c. Approved (green bus) – the request has been approved in the TR program, and a Transportation Company has already assigned the correspondent Buses and Drivers.
d. Rejected (red bus) – the request has been rejected in the TR program. This status shows when a request is canceled either from the Dispatch Log or in Driver Assignment.
e. Canceled (yellow bus) – the request has been canceled in the AS program. The transportation request needs to have an Approved or Pending status for it to be canceled on the AS side.
Sending a Transportation Request
Select the filters information and click on the View button. Once the activities are loaded, you need to populate the following required fields to submit the Transportation Request:
You can also add notes by clicking on the Trip Notes link, and hide the information from the public by selecting Don’t show bus times to Public.
Once the required information is complete, click on the Send bus icon (black bus). You will see a confirmation message saying Transportation request successfully sent.
The status of the request will change to Pending and the bus icon will turn gray. Hover your mouse over to see the date and submitter.
Viewing Detailed Trip Request Information
When you click on the status bus icons except for the 'Send' status, you are going to view the detailed Trip Request Information.
You can also Print and Email the Trip Request Information. And, on this page, you can cancel the trip by clicking on the Cancel Trip link.
Modifications to Bus Times
If you change any information (leave time, dismissal time, return time, checking off or unchecking ‘Don’t show to Public’, and/or adding/editing notes) of a Transportation Request with ‘Pending’, ‘Approved’, or ‘Rejected’ status, the system will automatically update the information in Activity Scheduler and the Trip Request program.
Upon making the change, the Trip Request Admin will be notified with the updated information. Also, the AS Trip Requester will receive an email notification from the TR program informing about transportation time modification.
Fields with edited information will show in Green text in the Dispatch & Driver Assignment section of the Trip Request program. See the example below.
Editing and/or Rescheduling of an AS C/NC Event
If a Transportation Request has been sent already and a User rescheduled or changed any of the following information: Date, Start Time, End Time, Home/Host, Opponent, and Location of an AS Conference/Non-Conference event, the Bus times will be updated accordingly in AS, but in TR, the system will automatically create a new Trip Request including the changes done to the original request.
Cancelling or Deleting of AS C/NC Event
Once an AS Conference/Non-Conference Event (with Transportation Request already sent), is canceled or deleted, its Transportation Request is automatically canceled as well.
Note: the AS Event Creator (Trip Requester), the Athletic Director, and the TR Master Admin (set up in General Settings) will receive notifications on the rescheduled/canceled Transportation Requests.
Editing Type, Level or Gender of an AS C/NC Event
When the Type, Level and/or Gender of an AS Conference/Non-Conference Event is updated, the Transportation Request is automatically updated as well.
Cancelling a Transportation Request
Any AS Administrator with access to the Transportation section can cancel a Transportation Request from AS. Only requests with Pending or Approved status can be canceled.
1. Click on the status bus icon to view the transportation request status and detailed information.
2. Once on the Trip Request Information page, click on the Cancel Trip at the bottom.
3. A prompt will appear asking if you want to cancel this trip.
4. Click OK (or Cancel if you don’t want to proceed).
Once a Transportation Request is canceled, its status will change to Canceled, showing the yellow bus icon.
Approving a Transportation Request in TR
Once the Transportation Request is sent from AS and has a Pending status, it automatically goes to the Dispatch & Driver Assignment in TR.
Note: In the AS-TR integration, Athletic Scheduler is the Client Name created in TR. All requests from AS will be under the Athletic Scheduler client name in TR. The Requester’s Name will be taken from the login information of the person who submitted the request.
Follow the steps described below to approve a Trip Request:
1. Select the Activity from the Pending box, and then click View Selected.
2. Select the Transportation Company in the Trans Co. section.
3. Save the Trip Request.
Note: The Driver & Vehicle details are hidden by default. The fields are also disabled when the Trip has no Transportation Company assigned.
When the company accepts the trip, the Status changes and the Driver and Vehicle can be selected. When done, click Save.
If you want to send a notification to the Requester, you can check off the Notify Requesters of these Updates.
Rejecting (Cancelling) Transportation Request in TR
On TR side, Transportation Request can be cancelled either in Dispatch & Driver Assignment section. Simply check off the ‘Cancel this Trip’ box at the bottom right of the page, then click on the ‘Save’ button.
Note: The fields of a canceled Transportation Request are shown in Red, and in AS, the Transportation Request will have a Rejected status and it will show the red bus icon.
Reports
In the AS you can generate a report of the Events scheduled with Transportation Information. To do so, go to Transportation> Reports> Trips Report and select the information you want to see in the Report.
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