Adding Addresses

From the dispatch board, select Tools, then Addresses.

Adding an Address
Adding an Address

Consilidate Addresses
Consolidating Addresses

Geocoding an Address
Geocoding an Address

Addresses Menu

The Address Table will be used as a master list for the all of the addresses and destinations in the database. Addresses can be inserted, removed or edited using this form. It should be noted however, that addresses that have been used in a client or trip record should NOT be removed, but instead edited or consolidated with another address.

On the address form, the “Place Name” refers to a short descriptive name for a place such as “Anthony Apartments” or “Post Office” or “County Hospital”. The “Place Name” is what displays on the Driver Manifest - later we’ll discuss how to insure drivers have all the information they need for a trip. The “Street Address” refers to the actual numbered street address for a place. The “City” or “Site” is where the address is located. The “City” or “Site” information will come from a drop down menu in the upper right of the table. If you have the GIS enabled version of Easy Rides the city will be automatically assigned.

Address with GIS Option

During initial setup it is important to add as many frequently visited location addresses to the database as possible. Adding these addresses now will save schedulers and others hours of time later. You will add residential addresses for Clients as you add or edit clients. When adding a business address there should be a checkmark in the “Place Name” box to allow for typing the name for the place (there is usually no checkmark when adding a client unless for an apartment or hospital name). Begin by typing the “Place Name” then the Street Address. Next, click the red arrow. This copies the street address to the “Place Name” field within a parenthesis. The “Place Name” is the field placed on the driver manifest. Drivers will now see both the business name and the street address where they will have rides.

Business Address

Tab to the city or site, click on the dropdown arrow and select where the address is located. Notice that the “Add” button becomes active once you select a City or Site. Once you have completed all three fields, click the “Add” button. This places the new address into the address table. Any addresses stored below the first line are part of the address table.

Address First Line

Editing Addresses

There can be undesirable consequences to deleting or removing addresses. Deleting addresses can corrupt the database and provide inaccurate reporting. It is recommended users instead edit or consolidate addresses.

To Edit Addresses, from the dispatch board, select Tools, then Addresses.

The list of addresses appears after the first blank line on the form. To find an address, key in the place name or type the first few letters of the place name. In this instance the frequent addresses are those that begin with the letter “d”. Notice Dr. David Krause’s listing does not display the address in the “Place Name”. It could be confusing for drivers to not know the address. In the following example the “Place Name” will be changed to include the Doctor’s address.

Edit Existing Address

Select (single-click) the address you want to select, in this case David Krause J, Dr., from the list. Click on the “Edit” button. Make the changes in the “Edit Location” window.

In this case type or copy/paste the address information behind the David Krause J, Dr. “Location Name”. Consider placing the address in parenthesis for consistency. If your software is GIS enabled make sure the Geocode Address field is checked so a correct geo-code can be assigned through the MapPoint software. If you do not have GIS enabled software the Geographical Information area will be blank.

Edit Location

If you need to track services for frequent drop off addresses, you can check mark “Frequent Drop off Address”, making them easier to report on as a collection of “locations of interest”. When you have completed data entry, click “OK” at the bottom of the form. Now when you see the frequented address list, Dr. David Krause has the correct addressing format in “Place Name” and will appear on manifests consistently.

Edit Existing Address 2

Consolidating Addresses

The “Consolidate Addresses” tool was designed to correct the situation of multiple, slightly different addresses . First from the dispatch board, select Tools, then Consolidate Addresses.

Consolidate Menu

In the example below, the letter “n” was typed in the “Place Name” field. This displayed a list of all places beginning with “n”. There are two instances of the high school listed at 11761 Ridge Rd. We only want one so we’ll remove the extra. First, we double click the address we want to retain. That places it below the other address.

Consolidate New

Next, we drag and drop the address (or addresses) we want to eliminate, down below. This makes the Replace button bold so we can click it to remove the unwanted addresses.

Consolidate Merge

Correcting Addresses

Do not simply delete a misspelled location or incorrect address. If there is already a ride request or archived ride in the system associated to the incorrect spelling or address and you delete it, all tickets with that spelling or address will have a blank in the address field. This is an undesirable outcome and can lead to errors in reporting.

Client Addresses

To speed the process of scheduling trips, information about riders is input into the computer prior to scheduling a trip for a client.

To add information about a client, select one of the “Clients” buttons.

Client Button

When systems are first starting out, some information about clients may not be readily available. It’s best to collect information on clients and input it as part of the initial set-up process. To assist you, Mobilitat has developed a Customer Information Sheet that includes the key fields that need to be completed for each rider. Please see the Customer Information Sheet and adapt it to best meet your needs. There are some blank spaces on the document that enable you to customize it for your system. Please make sure that you include your system’s name and phone number before reproducing the form and providing it to customers riding the bus.

If you already maintain a computerized complete customer list, it may be possible to convert that data into a format that can be used by Easy Rides. Please contact our office at 888-806-6595 to determine if that is feasible.

Important Client Fields

Each client needs to have their information completely filled out including name, address, birth date (the client’s age is automatically calculated by EasyRides), notations on special needs (if any), ethnicity, gender etc. This data needs to be added to the database before trips are scheduled for that individual. The birth date and special needs and disability status are especially important to accurately input. This information is translated into icons that appear

Update Rerun Addresses

Every address in the database is assigned a unique number. Both the address and the number are stored with the Rerun (Subscription) information. If you edit or consolidate addresses, you also need to update these unique addresses numbers by running the “Update Rerun Addresses”.

First from the dispatch board, select Tools, then Update Rerun Addresses.

Update Rerun Addresses

The computer will then review all subscription and upcoming trips and correct any data to reflect the changes you had identified.

Deleting Addresses

Do not simply delete a misspelled location or incorrect address. If there is already a ride request or archived ride in the system associated to the incorrect spelling or address and you delete it, all tickets with that spelling or address will have a blank in the address field. This is an undesirable outcome and can lead to errors in reporting.