How to Create a Car Journey

There are two ways to create a journey.  You can either:

  1. Click the green button ‘Create a Journey’ at the top of every screen
  2. Once there, select the appropriate journey type, such as a car journey:

Step 1) Add Your Passengers

Generally, up to 3 passengers can be added to a car journey (please contact us if you need to add 4 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 will have the option to show or hide the full passenger details.
  2. Select the Payment Source for the Passenger. This is the entity funding the journey, e.g. one of your clients or contracts.
  3. Set the First Pickup Point. By default, the first pick is set to the passenger's home address.  To change this, simply set this option to No.
  4. Select/Search the Drop Off Location.  By default, the Way in Drop Off Details is set to "Drop Off at Home" as 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, 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.
  5. Set the Arrival Time (also known as appointment time).  This is the time the passenger needs to arrive at the location.
  6. Set the Wait/Appointment Length.  This is the amount of time the passenger needs to be at the location.
  7. 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 'ADD RETURN LEG' button.  The bar will go yellow.  To remove the return leg, just press the 'REMOVE' button.  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.   
  8. 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.
  9. Accompanied By Carer Option. Once 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.
  10. Mobility Aid Option. You can then select whether the passenger has any mobility aids, such as a foldable walker, etc.  Just select from the available options. This will also pre-load the options already selected when you add the passenger to the system.  
  11. 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.  
  12. Add the Passenger to the Journey.  To add the passenger to the journey, simply press the green button 'Add Passenger to Journey'.
  13. 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 2.

Step 2) 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 and select whether the journey is a Return, In-Only, or Return-Only. Return: This is a journey there and back (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 being brought back
  2. Select the Service Area. Here 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.
  3. Is This a Recurring Journey? Select whether the journey is recurring or not and complete the options accordingly, providing a route name. 
  4. 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.
  5. Further Details. Here you can add any further details about the journey so your other team members or admins can see more information about the journey.
  6. 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