Updating Bookings after Editing a Client Record

When a client record is altered in a way that will affect existing bookings (for example, a new home address) any existing bookings should be updated.

Before you begin

Client Registration must be open.

About this task

No updates are needed if the information will not affect bookings (for example, a new client picture).

Procedure

  1. Search for and select the client.
  2. Click the Client Change Wizard button:
    Top hat with a wand.
    The Client Change Wizard dialog box appears.
  3. In the left pane, select the fields that were edited in the client record.
    The fields in this list contain information that is passed from the client files to Trip Booking when a booking is created. A field exists for every client address type in the system. For example, CL WORK and CL EMERGENCY. (Client address types are defined by a system administrator in ancillary data.)

    If you make a change related to the client address type in the Address frame (for example, address, space type, or load type), select the address type to be updated in the booking.

  4. In the Actions frame, select Update Bookings.
  5. Select one or more of the following:
    OptionDescription

    Unschedule trips with violations that exceed the violation set

    (Recommended) Scheduled trips that incur unacceptable violations due to the changes made will be automatically unscheduled.

    From the field below, click the violation set. For example, Default.

    Change Subtype Abbreviation After Update

    Updates the subtype associated with any client bookings.

    Booking subtypes define the status of a trip and are typically added to the booking when it is created:
    The Booking Subtypes drop-down list in Trip Booking circled in red.

    Changing the subtype abbreviation allows you to easily identify changed client bookings in Trip Administration.

    From the field below, click the subtype to be used for the booking.
    The Change Subtype Abbreviation After Update check box selected and Denial selected in the Booking Subtypes list.

    The available booking subtypes are defined by a system administrator in ancillary data.

    Cancel Trips if Provider or Funding Sources are no longer valid

    Automatically cancels the trip if the provider or funding source attached to the trip is no longer valid as a result of the changes made.

    You can use this option and proceed to update bookings without having to select fields.

    Cancel Trips if LDate is outside of Eligible Period or the Client is suspended

    Automatically cancels all bookings that have a booking date that falls outside of the Eligible From/To date period or that falls within the Suspended From/To date period.

    You can use this option and proceed to update bookings without having to select fields.
  6. Optional: To update providers about the information change, click Notify Trip Providers via Email.
    Providers will be notified of changes or you can use this option to send email to another party so they can update the client's trips.
    You can also Include Provider and Funding Source Information if the provider needs this information.
  7. Optional: To rebuild vehicle type exclusions (that is, to delete current vehicle type exclusions and add all selected vehicle type exclusions), select Rebuild Vehicle Type Exclusions.
    To use this option, the VehicleTypeExclusions field should be selected.

    If you do not select this option (and the VehicleTypeExclusions field is selected), then new vehicle exclusions will be added and existing exclusions will not be deleted from the updated bookings.

  8. In the Selections frame, select one or more of the following:
    OptionDescription

    Master Sub Bookings

    Applies the changes to all of the client’s master subscription bookings.

    Weekday Schedules

    Applies the changes to all of the client’s template trips.

    Then, from the field below, choose Template.

    Date Base Schedules

    Applies the changes to Live schedules.

    From the field below, select Live. Loaded Live schedules are shown in the From and To fields.

    By default, the From field shows tomorrow’s date and the To field shows the date of the last loaded schedule.

    Specify the first and last dates for which the changes should be applied.

    The changes will be applied to bookings within this date range.

    Exclude Cancelled Bookings

    Applies the changes to all bookings except those that have been canceled.
  9. Click Next.
    The Client Change Wizard compares the selected fields of the client record with all trips in the selected schedules and then lists the trips with differences. By default, all trips are selected.
  10. Clear check boxes for trips to be excluded from the update.
    Use UnSelect All to clear all check boxes at once.
  11. Optional: Click Back to adjust other options (for example, to select different change fields or schedules) for updating the bookings.
    Click Cancel to cancel the activity.
  12. Click Update.
    The Log frame shows the status of the update process, booking by booking.