The Utilities section of Easy Rides contains various tools. The tools let you perform a variety of actions on your data. Please note that the Tools enable you to change your data and should be used carefully!
Once you have archived your daily trips, you still have the ability to change information on the trip tickets. The screen below shows all trips for 2/26/2009 that were archived. The default setting lists the trips by route, by pick-up time. You can change the display with the “Order by” drop-down list. Double clicking on a line of trip information will display the information on the screen on the next page. You can edit rate type, driver, vehicle, trip code (delivered, canceled, etc), and the time and date of the trip. You can also edit mileages here. This can be helpful to ensure you are recording the correct mileage for funders that require you to report mileage on their clients’ trips.
There may be times you need to edit the Time and Odometer readings entered for the drivers. The screen below was developed for that purpose
First select the way you want the information organized: by Route, Vehicle, or Driver. Then Select the option to be displayed (in this case we chose the Wiley Route). Set the date range. To add an event, click Insert Row. Mark the event by selecting Start Service, End Service, or Dead Head. Fill in the time and date you wish the event to be recorded. Change the mileage if applicable. To change the data in a row, simply highlight the row, change the data then click Update Row.
RECOMMENDATION: Carefully consider the impacts this operation will have on your system before deleting trips. The screen displayed below is where you will enter a date or range of dates for archived trips to be deleted. Choose the date range and the trip code (delivered, canceled, no show, etc). Then click Go. This tool does not list or affect trips on day schedules that have not yet been archived.
By now, you might be asking: “Why would I want to delete any archived trips?” and you are right to be skeptical and cautious. You might just want to filter for Deleted trips and delete those permanently if you missed them during the archive process. Or, maybe someone created a day schedule for a day where there was no service and managed to mark them all delivered then archived the day. This would allow you to delete all of those incorrectly delivered trips.
Please note however, that the only drop down that actually filters is the Trip Code. The others are merely sort and do not actually filter anything. So don’t Order by Provider and click Delete All thinking you’re only deleting trips for that provider!
On occasion, some clients or the transit system may need to place a hold on rerun (subscription) trips. This feature is explained in the Easy Rides Users Manual. To review reruns placed on hold, a staff member will use the tool located here. The screen displayed below shows reruns that have been suppressed for a particular client.
This tool will allow you to view and print a list of all clients entered into the system during a particular time frame. The screen displays the name, date entered and the default Funder for that client (if entered). The “order by” list allows you to choose the order in which information will be displayed. The number of clients entered is displayed in the lower right corner.
This tool will provide the transit system with a view of the clients who have NOT traveled in a selected period of time. This can be helpful for systems needing to track clients not actively using the system. Users can also select specific or all clients and either activate or inactivate them. See next page for screen display.
Choose this tool to see a list of addresses most frequented by your customers. This can be helpful for administrators who may want to ask certain agencies, department stores, and owners of local businesses for assistance with costs such as tickets, bus shelters, bus equipment etc. The system can tell local businesses how frequently their customers ride the bus.
Choose this tool to add calendar notes in Easy Rides. This is especially nice on those No Service holidays because you won’t get any trips booked for that day by mistake.
Here’s how to set it up: Open the ERUtility and go to the Tools menu then Calendar Notes.
In the editor, click the Plus button to add a row, set the date and name the note. You can rename an existing note or change the date to next year when the date is passed. It’s usually handy to add or update the whole year’s notes at the beginning of the year.
If the name of the Note starts with “No Service” (without the quotes), it will prevent the date from being used when editing or creating a trip - It is case sensitive. After making your calendar notes restart Easy Rides if it is currently running.
If it’s a No Service note then the trip form looks like the one below and the user cannot click the OK button while the No Service date is selected.
If the note is for information only, the trip can be booked on that day, but there is a calendar note icon (yellow exclamation) next to the day of the week above the date selector. If you hover your mouse over it, you can read the note. The one below is for information only, and trips can still be booked for that day.