Creating Subscription Bookings

Subscription bookings are for trips that follow a routine schedule for pick ups and drop offs.

Before you begin

If your client is new, see Creating a New Client before creating a subscription booking.

Procedure

  1. In the Global Search Box, and with Client selected in the dropdown list, type the client name or ID number.
    Note:
    If you are searching for a client by ID number, type / before the number. For example, /145.
    The client's information displays in the dropdown list.
    A client card with their details pops up.
  2. Click New Booking in the client's information.
    A new booking opens.
    The New Booking page
  3. Select the Subscription option.
    The subscription option selected for a new booking.
  4. Optional: Turn the following toggles on:
  5. Click Date Rules to specify when the subscription booking should be activated.
    The Date Rules pop-up window opens
    The Add Date Rules dialog
    Date Rules allows you to perform the following actions:
    • Define the regular intervals at which the subscription booking is to be activated
    • Suspend the trip on days of exception. For example, holidays.
    • Activate the subscription booking on miscellaneous dates on which it would not typically occur.
  6. Optional: Turn the Show Expired Rules toggle on to show previous Date Rules that have already expired.
  7. Click Add Date Rule.
    Date Rule 1 appears.

    Date Rules 1 is highlighted with a red rectangle in the Add Date Rules dialog box.
  8. Select Includes or Excludes from the Date Rule 1 dropdown list.
    Note:
    This determines if the date rule will include or exclude the subscription booking based on the dates you will set later on.
  9. Set the From Date and To Date.
  10. Select an option from the Repeat dropdown list:
    Notice:
  11. Optional: Enter the start date of the Date Rule and click Check to confirm when the subscription booking will be activated.
  12. Click Save.
    The Date Rule is created.
    After a Date Rule is created, the dates will appear in the top-right corner of the page.
    Notice:
    The dates for the Date Rule are displayed in the top-right corner of the subscription booking.
  13. Type or select a time in Pick Up Time and Drop Off.
    Note:
    You can only set a time in either the Pick Up Time, or Drop Off Time text box, not both at once.
  14. Optional: To add additional time information for pick-up and drop-off times, you must use the Advanced Date and Time fields . Click Advanced to expand more Date and Time fields.
    The ET and LT fields are displayed.
    The Booking legs timing configuration highlighted with a red box.
  15. Enter a time in the ET and LT fields:
    • Earliest Pick Up (ET)
    • Latest Pick Up (LT)
    • Earliest Drop Off (ET)
    • Latest Drop Off (LT)
    Tip:
    Consider the following rules when configuring the ET and LT fields:
    • The time in Earliest Pick Up (ET) should be before the times set in:
      • Latest Pick Up (LT)
      • Drop Off (if set)
      • Earliest Drop Off (ET)
      • Latest Drop Off (LT)
    • The time in the Pick Up should be later than the time in the Earliest Pick Up (ET), but before the times set in:
      • Latest Pick Up (LT)
      • Earliest Drop Off (ET)
      • Drop Off (if set)
      • Latest Drop Off (LT)
    • The time in the Latest Pick Up (LT) should be before the times set in:
      • Earliest Drop Off (ET)
      • Drop Off (if set)
      • Latest Drop Off (LT)
    • The time in the Earliest Drop Off (ET) should be before the times set in:
      • Drop Off (if set),
      • Latest Drop Off (LT)
    • The time in the Drop Off should be equal to or earlier than the time in the Latest Drop Off (LT).
  16. Enter an address in Pick Up Address and Drop Off Address.
    Tip:
    Click on the search box to show your frequently used and registered addresses.
  17. Enter any additional information in Pick Up Note and Drop Off Note.
    Tip:
    This is what the driver will see when they perform the pick-up or drop-off.
  18. Add passengers to the booking.
    The Passenger section in the Bookings page highlighted by a red rectangle.
    1. Optional: Turn the Exclusive toggle on.
    2. Complete the following fields:
      Tip:
      If you are adding more than one passenger and they are all the same passenger types, you can adjust the number for the Num of Spaces field rather than adding the passengers separately.
    3. Click Funding Sources, and add a funding source in the pop-up window.
      Funding Sources Pop-up Window
    4. Click Submit.
    5. Click Calculate Fare to view the total cost of the booking.
  19. In the Trip section, you can customize the booking. Use the following fields to provide additional information for the trip:
    Note:
    If these were set in the client profile, they will automatically populate by default.
  20. Optional: Turn the Notifications toggle on, select notifications in the following dropdown lists:
    • Email
    • SMS
    • Voice
    Remember:
    Notifications must be setup in Trapeze4 and Trapeze6 for notification choices to appear. When enabled, the user will receive the selected notification type and through the format enabled for this particular trip. It is required that the site is using either TripSpark Notifications or PASS-IVR.
  21. Optional: Click Cancel Booking.
    Tip:
    You can also cancel the booking by clicking Three vertical dots in the top-right corner.
  22. Click Save.
  23. Optional: Click any of the following if you want to copy the booking details, or extend the trip, for example, clicking Add Return, adds a return trip to the booking, which makes it a full round trip.
    • Clone
      • Allows you to quickly create a new booking by copying the details of another booking.
      • Clicking Clone will open a new booking with the same details, then modify the booking.
    • Add Leg
      • Clicking Add Leg will allow you add another destination to the trip.
      • When the new booking page opens for the leg trip. You can add the pickup address, dropoff address and, pickup time details to fit it with the original booking.
      • Click Save to link the trip with the original booking and display the Client Itinerary at the top of the booking.


    • Add Return
      • Clicking Add Return will make the booking a return trip by reversing the pick-up address and drop-off address.
      • Click Save to link the trip with the original booking and display the Client Itinerary at the top of the booking.