Entering a Trip Request

Creating a trip request is a simple three-step process: enter your trip details, add contact information, and specify your journey details. Once submitted, you will have a trip card that displays all key details, from the number of passengers to your route information.

To Enter a Trip Request

  • Click on the Request Transportation button.

    Excel Button

  • A new pop-up window appears, divided into three sections:

    • Details

    • Contact

    • Trips


Details

In the Details section, enter the following information:

  • Trip Name

  • Trip Category

  • Department

  • Number Of Passengers

  • Vehicle Type

  • Budget Code

  • Notes

  • Add Attachment

After entering all the Details, click Add Contact at the bottom or click the Contact tab to access the section.

Detail tab

NOTE  Users can save progress at any time by clicking Save Draft.

Contact

In the Contact section, enter the following information:

  • First Name

  • Last Name

  • Contact Email

  • Contact Phone Number

  • Request to be driver: Check this box if you want the requester to be a driver.

After entering all the details of the Contact, click Add Trip Details at the bottom or click the Trips tab to access the section.

Contact Tab

Trips

In the Trips section, enter the following information:

  • Location: Start typing the location and select the matching result from the drop-down list. By default, the trip plan will be a one-way trip. To make it a round trip:

  • Select the Round Trip checkbox.

  • The arrival location will be auto-filled to match the departure location.

  • Departure Date & Time: Select start date and time and click Done.

  • Est. Arrival Date & Time: Select estimated arrival date and time and click Done.

    Calender button

NOTE  Please ensure that the arrival time is not earlier than the departure time.

  • Est. Distance: Tool will automatically calculate the distance based on the starting and destination location.

  • Click Submit Request.

    Submit Request button

Once submitted, the request and all provided information will appear on the dashboard as individual trip card.

Each trip request card provides key information, including:

  • Trip name and ID

  • Requestor details

  • Request date and trip category

  • Number of passengers and department

  • Vehicle type, assigned vehicle, and driver

  • Budget code, estimated distance, and trip status (e.g., Approved, Submitted)

  • Route details, including pickup and drop-off locations and dates/times.