Booking Creation:  

The rides booked by the clients are represented as bookings into the system. These bookings can be added in the system via form entry, come in through broker integration or upload by CSV. 

Form Entry 

Hover over the "Operations" menu and select "Book a Trip," or choose the "+" option on the top right of the Trips & Routes pane. 

  1. Add client Demographics.  

  1. The details will be auto populated from the CIM profile. 

  1. Trip Information: 

  1. Account – The account from which the booking has been received. 

  1. Additional Rider – Any companion or additional person accompanying the primary client. You can choose a maximum of 3 riders. 

  1. Billing Fleet 

  1. Mode – Choose vehicle mode like Ambulette, Taxi, Van, Livery  

  1. Standing order – Create recurring booking by configuring repeat days of week along with end date and exclusion dates. 

  1. Leg Details: 

  1. Pickup details like address, date of service, scheduled time. 

  1. Drop off details like address, date of service, scheduled time. 

  1. Seating need – Choose the seating from ambulatory, wheelchair, stretcher, bariatric wheelchair, bariatric stretcher. 

  1. 2MA – 2 Man assistance – enable the option to assign an assisting driver for pickup or drop off or both. 

  1. Trip Purpose – Select the purpose of the trip like appointment, dialysis, Discharge, Program, Other. 

  1. Service types – Configure service types like bring wheelchair, Oxgyen, Stairchair etc to provide any additional services to the client. 

  1. Leg Notes – Add the notes for the driver for this trip leg. 

  1. Leg Charges – Add the fare for the booking, this can either be calculated from the price rules or added manually. 

 

  1. Payer Details: 

  1. Select a payer for the booking. You can either select the client as payer or account to be the payer. 

  1. Payment Mode: Credit card, account, invoice, cash, or check 

  1. In case of account and Invoice, payment is collected from the account. 

  1. Credit card – You can add existing credit cards for the payer as client or account but can only add new credit cards for the payer as client. For accounts, the credit card can only be added through account screen. 

  1. Notes: 

  1. You can add client notes and booking notes to the booking. 

  1. The booking notes are attached with the booking whereas client notes are attached with clients and will be seen in every new booking of the client.  

  1. If mark as private, then only visible to that web users not driver. 

  1. Booking Attachment – You can attach a file to this booking 

API Bookings: 

  1. TOBI provides seamless API integration with external brokers or providers which can sync the bookings from other applications to TOBI and send the completion status back to the providers or brokers. 

  1. Reach out to help@tobicloud.com for integration request.  

CSV Import: 

  1. Bulk import trips by uploading a CSV file containing trip details. 

  1. Navigate to Operations menu -> Trip Import  

  1. Pre-condition 

  • The file should be of csv type.  

  • The csv file should have a column called Account code - Application requires to identify for which account the bookings need to be created so, for that purpose we use account code. This account code should be present in the account screen as well. 

How is it done: 

  1. Step 1: Select the fleet, upload CSV and continue to map column fields with booking fields. 

  1. Step 2: Add a name for the mapping which will be saved in the system for future purposes. 

  • How to match legs – System requires to identify the leg A and return leg for the client so that, it does not create duplicate client records in the system 

  • Same invoice number - Any column which identifies that it has different leg of a client. The number in this column should be same Ex: 1234466 presents in two rows where Bhavna(client) is going to A to B and then B to A     

  • Client Identification- Something which is unique in the CSV record against client - Eg: Member id/DOB/Client name.     

  • Alphabetical sequence of legs- If you have column which says 4647-A and then 4647-B Then, system will understand that this is 2 legs of same booking.     

  • Pickup/Drop off Information. 

  • Time only - Map a distinct column for Time only.     

  • Date only - Map a distinct column for Date only. 

  • Pickup Time- Date and Time is present together in single column.     

  • Pickup Address 1 - Address line one - 116 Martin Luther King E 

  • Pickup Address 2 - Address line two - optional      

  • Pickup state - Map a distinct column for state only.     

  • Pickup City - Map a distinct column for city only.     

  • Pickup Zip- Map a distinct column for zipcode only.     

  • Pickup unit/apt    - Map a distinct column for unit/apt only.     

  • Pickup Address    - Map entire address mapping - 116 Martin Luther King East, Syracuse, NY 13205, USA 

  • Trip information – map vehicle mode, seating need, account code etc here. 

  1. Step 3: Preview and save the mapping. You can see the status of upload on the upload history screen. 

Types of Bookings: 

  1. One-way Booking – You can create a booking which only has 1 trip leg going from Pickup to Drop off.  

  1. Multi-way Booking – You can create a booking which is a return trip or has multiple trip legs for the same date of service.  

  1. Driver Wait Trips – You can create driver wait booking in which the driver will wait with the client until his last trip leg. You can add the driver’s wait charges on top of the regular booking fare.