Video

Adding and Editing Clients
Adding and Editing Clients

For more videos on setting up client related attributes click here.

About Good Client Data

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

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 next to each riders name on the dispatch board.

Adding Clients

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

Select Clients

This opens the Client List window. Click the “Add Client” button.

Add Client Button

After selecting “Add Client” a blank Client page will appear with some default values that you have established previously in the database. Fill out the rider’s first name, last name, phone number, and other required fields.

Add Client Screen

The Client Form is divided into two tabbed sections.

The first section contains the personal information for the client. Duplicate names are not permitted so consider including middle names or initials.

If the Home Address and Mailing Address are the same, click the lightning bolt ellipsis to copy the info to the Mailing Address field. The Lightning Bolt:

Lightning Bolt

The second part of the form contains the default information that you would like to have entered automatically each time a new Trip Ticket is created for this client. For example “Telecare” will be automatically entered in the Providers field of each new Trip Ticket for this client.

Ticket Defaults

If you wish to require the person creating a new Trip Ticket to enter information at the time the Trip Ticket is created, then leave the word “REQUIRED” in the field.

If you wish to ignore a field when a new Trip Ticket is created, leave the word “NA” in the field. For example, when a new Trip Ticket is created for this client the Vlntr Driver field will not need to be entered.

The Reference field may be used to record special medical identification or permit codes for the client. DBLists can be named and used for any special information you may need to record. SSN is a field that can be used to store social security numbers. Please seriously consider not keeping riders social security numbers unless required by a funder. This will reduce opportunities for identity theft.

Expiration is the date that the client’s permission to ride expires. The Tools->Check Permit Status item in the Main Menu provides a list of all clients who are about to reach their Expiration date. Any date prior to Jan 1, 2000 is ignored by Easy Rides.

The Default Trip Note field contains a note that will be automatically added to the Trip Ticket when it is created for the client and it will also be printed on the Driver Manifest for the driver to see. For example “Rider hard of hearing do not use horn, push door bell” would be type of message for this field.

The Client Note field contains notes for the dispatcher to view when creating a Trip Ticket but is not displayed on the Driver Manifest. “Client has Alzheimer’s confirm scheduled trips with daughter at 555-806-6595” would be a type of message for this field.

If there is a change in the client’s information or an error is made in data entry this can be corrected by editing the client record.

Deleting Clients

Clients can only be deleted via the ER Utility. Before deleting a client carefully consider the full impact. Though a rider may have moved away or even died, they did ride your system at one time. Deleting a client can reduce the accuracy of reports. Individuals who have not ridden in 11 months are still counted in annual reports. Your first choice should not be to delete a client, or route or driver. In some instances you can make an option like a vehicle, or a route or a driver inactive. Their name won’t then appear on the list from which to select. If you decide you must delete a client record, access the Easy Rides Utility. Then:

  1. Select Admin
  2. Select Clients and the Client List
  3. This list will contain several buttons allowing you to set the status of the client to Active, Inactive, Deceased or Deleted. Clicking one of these buttons will change the status of the selected client. Note: When changing to any status other than active, the clients current trips and reruns will be deleted, so be sure to archived all of the clients trips first.

Editing Clients

To edit information about a client, select one of the “Clients” buttons. This opens the Client List window. Locate a Client by typing the first few characters of the last name into the selection box.

Easy Rides treats upper case characters the same as lower case in the Client List. For example “Jane Doe” is the same as “JANE DOE”. RECOMMENDATION: Input all client data using proper upper and lower case to insure the data is “mail ready” when you compile mailing labels.

Client List

Click to highlight the client name and then select the “Edit Client” button. A Client Form containing the information for that selected client will be displayed Make the changes to the client data as needed, and click the “OK” button when completed.

Client Details

Required and Important 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 next to each riders name on the dispatch board. For example:

Client Icons

Ticket Defaults

If you wish to require the person creating a new Trip Ticket to enter information at the time the Trip Ticket is created, then leave the word “REQUIRED” in the field.

If you wish to ignore a field when a new Trip Ticket is created, leave the word “NA” in the field. For example, when a new Trip Ticket is created for this client the Vlntr Driver field will not need to be entered.

The Reference field may be used to record special medical identification or permit codes for the client. DBLists can be named and used for any special information you may need to record.

SSN is a field that can be used to store social security numbers. Please seriously consider not storing riders social security numbers unless required by a funder. This will reduce opportunities for identity theft.

Expiration is the date that the client’s permission to ride expires. The Tools-> Check Permit Status item in the Main Menu provides a list of all clients who are about to reach their Expiration date. Any date prior to Jan 1, 2000 is ignored by Easy Rides.

Default Trip Note field contains a note that will be automatically added to the Trip Ticket when it is created for the client and it will also be printed on the Driver Manifest for the driver to see.

For example “Rider hard of hearing do not use horn, push door bell” would be type of message for this field.

The Client Note field contains notes for the dispatcher to view when creating a Trip Ticket but are not displayed on the Driver Manifest. “Client has Alzheimer’s confirm scheduled trips with daughter at 555-806-6595” would be a type of message for this field. If there is a change in the client’s information or an error is made in data entry this can be corrected by editing the client record.

Client Icons

These are the client special needs icons:

Client Icons

Client Comments

Client Comments
Client Comments