Field Trip Remote Request Module Instructions 3.0

The Field Trip remote software module has seven buttons on the main launch pad.

Enter New Request, Find Request, Approve Request, Approval Control (Disabled), Locations, Find FieldTrip, and Logout.

To create a New Field Trip request, click on “Enter New Request.”

Click on the drop-down under “Group Name” to select the requesting group from the list.

If applicable, select the “Department” as well. Click “Add Group.”

If the Account Number changes EVERY trip, leave the “Department” field BLANK and enter the account number into the Account No. Field.

The contact Name and Phone may be changed to reflect the requestor. Click “Submit.”

The “Origin” can be changed to reflect a new trip origin.

If a “Default Trip Origin” has been selected on the “Groups” record, this information will fill in automatically on the remote request.

*Use part of the “Location Name”, the “Location Type,” or the “Location ID,” as criteria to find the origin in the software.

Note: The first letter of the name will pull up all locations that begin with that letter. Leaving the search field blank and clicking “Search” will pull up every location.

If you do not see the location, please contact the bus garage.

Use “Search” criteria to narrow down the list of “Destinations.”

Click on the “Location ID” to select the Destination, or click “Next” to view more of the list.

Note: If the trip is “Overnight” meaning that the Driver STAYS with the passengers the entire time they are gone, then check the “Overnight” checkbox, and make sure to use ONLY the Depart and Return DATE Fields.

Click on the calendar icon to select the “Departure Date.”

Software only requires the Depart and Return times.

Fill in the “Departure Time” and “Return Time” into the time fields. Ignore the “Arrive” and “Leave” times unless instructed to do so by transportation. This is for transportation to use after the trip.

Using an Internet mapping program, or the “Zone” field to enter the Distance for the Estimator. If transportation has not assigned a default billing rate to your Group, the estimator will not function. Please note: The estimate in version 3.0 is for one vehicle, one-way.

Select a “Purpose,” the “Vehicle Type,” and the trip “Objective.”

Click “Submit.”

Enter the number of “Passengers,” “Buses,” and “Wheelchairs,” then click “Submit.”

Type any special instructions into the “Comments” field.

Click “Save Request” to save the request with the ability to come back and make changes.

Click “Submit Request” to submit the request for approval.

The Request Summary will appear with the Request ID for reference.

An email notification will send a Request summary to the Requestor.