How to Create a Group Travel Journey

There are two ways to create a journey.  Either:

  1. Click the green button ‘Create a Journey’ at the top of every screen
  2. Once there, select the appropriate journey type, in this case, 'Group Travel':

 Step 1) When Do You Require a Vehicle?

  1. Select the Date and Time the Vehicle is Required Select the start date and time that the vehicle is required for.
  2. End Time Known?If you do not know the end time that the vehicle is required for leave this as No.  The end time will then be determined by the last passenger drop off and arrival back at the depot / final stop. If you do know the end time, then please enter the date and time accordingly.  Your end time if you know it doesn't need to be on the same day, for example, someone might book it out for two days.
  3. Estimated Journey LengthIf you did not know the end time of the vehicle you will see an option which says Estimated Journey Length.  This will provide a rough guide on how long you think the minibus will be needed and will ensure it can't be booked out for other journeys.  For example, a school run might be out for 2 hours roughly but get back 1 hour 45 minutes later.
  4. Is This a Self Driver? Please select Yes if the person booking the vehicle will be driving it such as a school who might be hiring your vehicle and driving it themselves.  If you select No, then Road XS will later find an appropriate available driver for this trip.  
  5. Purchase Order NumberIf there is no number you can leave this blank or if a purchase order number is required you can enter it here.
  6. How Many Wheelchairs Required? Please select how many wheelchairs are required for the trip.  If the vehicle requires seats to be removed then this will automatically remove space available to passengers from the vehicle.  For example, if a total capacity was 10 spaces, if the wheelchair was removed two seats, the total capacity would become 8.
  7. Press Next to Continue

Step 2) Please Select the Required Vehicles

  1. Select the Appropriate Available Vehicle and Road XS will show you the available vehicles for your journey.  Simply select the vehicle with the right capacity for the journey required.
  2. Click ‘Next’You will now automatically see the available vehicles to choose from.

Step 3) Enter Vehicle Start/Stop Points

The start/stop points are where you plan the start and stop of your vehicle.  For example, you may operate from a depot in which case it is likely your vehicle will start and stop from the depot.  However, your vehicle may start in one location yet end the day in another.

  1. Select or Lookup the Start Point. Simply select the start point from the list or choose not listed to manually set the start point address.
  2. Press ‘Update Start Point’This will set that location as the start point for the vehicle.
  3. Press 'Add Stop Point'Just like for the start point, select or look up the endpoint for the vehicle - the place it will stop at the end of the journey such as a depot.  If the start point is already selected and is the same as the stop point just press the 'Add Stop Point'.  You will see the map update on the right.  Please Note: You can also add a waypoint which is used to go via somewhere.  
  4. Then press the 'Next' button. 

Step 4) Add Your Passengers

  1. Select the Passenger from the Drop Down List You can also search for their name from the filter bar to speed this up.  (For example, enter joh to show everyone with joh in their name such as John).  Once the passenger has been selected you have the option to show or hide the full passenger details.
  2. Select the Journey TypeSelect whether the journey is an In-Only, Return-Only or Return. 
  3. Select the Payment Source for the PassengerThis is who is funding the journey e.g. as one of your clients or contracts.
  4. Set the First Pickup PointBy default the first pick is set to the passenger's home address.  To change this just set this option to No.
  5. Select/Search the Drop Off LocationBy default the Way in Drop Off Details is Drop Off at Home set to No.  You can search the drop-off location by entering the place the passenger needs to drop off at.  Your saved locations will show at the top with a star next to them. Tip: To save you entering the whole address you could for example enter hel and if Helston Hospital was one of your saved locations this would show up at the top of the list with a star next to it.  You can also enter postcodes here too.
  6. Set the Arrival Time (also known as appointment time)This is the time the passenger needs to arrive at the location for.
  7. Set the Wait/Appointment LengthThis is the amount of time the passenger needs to be at the location.
  8. Quickly Add the Return Leg (if applicable)To save you from having to enter everything in again in reverse if the journey is a return, simply press the button 'ADD RETURN LEG'.  The bar will go yellow.  To remove the return leg just press the button 'REMOVE'.  If you press View Details you will see the return leg in reverse.  Please Note: If you press View Details, notice how 'Make Return Leg' is pre-selected as yes.  This ensures this part of the journey shows up as the Way Back not as Way In on the journey overview screen.
  9. Adding More Stops If you want to add more stops on the Way In or the Way Back part of the journey for this passenger, just repeat the Way In Pickup and Drop Off steps. 
  10. Accompanied By Carer OptionOnce the pickup and drop off details are added, you can select Yes/No as to whether the passenger is accompanied by a carer such as an actual carer, a friend or a family member.  Please Note: We do not charge for carers and they will show as a heart next to the passenger's name.
  11. Mobility Aid OptionYou can then select whether the passenger has any mobility aids such as a foldable walker etc.  Just select from the options available. This will also pre-load the options already selected when you added the passenger into the system.
  12. Wheelchair On Arrival?  If you stated that the passenger required a mobility aid, you will also be presented with a Yes/No option for whether they need a wheelchair on arrival.
  13. Add the Passenger to the Journey  To add the passenger to the journey, simply press the green button 'Add Passenger to Journey'.
  14. Now Add More Passengers Or Continue If you need to add more passengers, at this point, repeat the above steps.  If you don't, simply press the blue 'Next' button to move on to Step 5.

Step 5) Journey Details

Any passengers you have added to the journey will now show up on the right-hand side of the screen:

You now just need to fill in a few more details about the journey:

  1. Select Journey Type

  2. Select whether the journey is a Return, In-Only or Return-Only.

    Return: This is a journey there and back (the most common journey)

    In-Only: This is a journey where the passengers are just going in

    Return-Only: This is a journey where the passengers are only brought back

  3. Select the Service AreaHere you select the service area the journey has been booked through such as an office or contract you are providing such as an ambulance service.
  4. Is This a Recurring Journey? Select whether the journey is recurring or not and complete the options accordingly providing a route name. 
  5. Driver Known? If you know the name of the driver in advance, simply select them from the list.  Most of the time however you will use the Road XS driver lookup feature.
  6. Further DetailsHere you can add any further details about the journey so your other team members or admins can see more information about the journey.
  7. Create the Journey Your final step is to press 'Submit' where you will then be asked to check the accuracy of your journey.  You can always edit the journey details once the journey has been created though.

Still need help? Contact Us Contact Us