How to Book a Transport - The Basics

In this article, we’ll walk you through the basics of booking a transport within Roundtrip. Regardless of the type of transport needed, this guide will help you efficiently navigate the initial steps of the Book Trip Flow. Let's get started!

To book a new transport, you will first need to confirm that your currently assigned group aligns with the group your rider is under. If your groups are not aligned, you won't be able to proceed with booking the transport.

To confirm the group your rider is under, you can review the group listed under the rider’s name on the “Rider Profile” page.

To confirm your currently assigned group, view the group name listed in the upper right corner of the portal.

To update your current assigned group, simply click on this field to reveal a dropdown menu. This menu will include all of the groups that you have access to within your organization. You can scroll to find the appropriate group or use the search feature to easily find a specific group.

Once you’ve found the appropriate group, simply click on the group name to align yourself to that group. You’ll receive a confirmation banner to confirm the group change and you will see the updated group name in the upper right corner.

To begin booking a new transport for your rider, you’ll need to navigate to the Book Trip Flow in Roundtrip. There are several ways to launch into the Book Trip Flow:

On the “Trips” page, click the “Book Trip” button in the right corner to launch into the Book Trip Flow.

Once you’ve found your rider on the “Riders” page, you can click the “Book” button to quickly launch into the Book Trip Flow without needing to navigate to the “Rider Profile” page.

Once you’ve found your rider, you can access their “Rider Profile” to review their profile in more detail.

To launch into the Book Trip Flow, click the “Book Trip” button in the right corner. If the rider does not have any currently scheduled rides, you may also see a “Book Trip” button in the center of the page.

If you’ve launched the Book Trip Flow from the “Riders” or “Rider Profile” pages, you will skip Step 1 and immediately be taken to Step 2 as the rider was already selected. If you’ve launched the Book Trip Flow from the “Trips” page, however, you will need to select which rider requires transportation.

On Step 1, begin typing into the search bar to find your rider. Similar to the search function on the “Riders” tab, this search function enables you to search for riders in all groups within your organization that you have access to. You can search by the rider’s name or other criteria such as MRN or Member ID if your organization allows.

Once you’ve found the rider you’re looking for, simply click the appropriate search result for the rider to advance to Step 2 of the Booking Flow. If there’s multiple results, you can also click “View All Results” to view all relevant riders matching your search criteria on the “Riders” tab. Once you’ve selected your rider, you’ll advance to Step 2.

On Step 2 of the Book Trip Flow, you’ll enter all of the key details regarding the “when and where” for the transport:

This field is where you will choose the type of trip needed - whether it is a one way or a round trip. One way transports are ideal for discharges and transfers while round trip transports are more commonly used for appointments or other situations where a rider needs to be taken to and from a location. Simply click on the most appropriate option based on the transport needs.

Need to add a stop? You can check off the “Add a Stop” option to include a stop along the way. This is commonly used when a rider requires a quick stop at an additional location, such as a pharmacy.

Once this box is checked, you’ll be prompted to enter an address for the additional location.

Next, you can enter the pickup and drop-off locations for the transport by clicking into the respective fields.

A new window will appear for you to select the locations for the transport - this is the “Locations” modal. You can choose from saved locations or add a new location by clicking the “Add Location” button if needed. Simply click on a saved location to select it as the pickup or drop-off location for the transport.

If an address was added by your organization, you’ll see a banner on the location that confirms this.

Once you’ve selected the locations, you’ll need to select the date and time for the transport. Click on the date field to choose the date and click on the time field to select the pickup time.

If booking a round trip transport, you’ll be prompted to select a pickup time for the return ride as well.

If you’re unsure of the exact time the rider will need to be transported, you can opt to book the ride as a will call instead. Will call rides will be booked as placeholder within Roundtrip but will need to be launched once the pickup time is known.

There’s a few important callouts regarding transports scheduled as a will call:

To book a transport as a will call, first choose the date for the transport. You can then click the “Will Call” button instead of selecting a specific time. Once clicked, the time field will disappear and the “Will Call” button should now be highlighted.

At the bottom of the page, you will see an option to schedule a repeating transport. This is helpful for riders with recurring appointments such as dialysis. To book a repeating series, click on the toggle next to “Repeat: Never”.

A window will appear for you to configure the parameters of the repeating series. Choose how often the transport should occur and when the series should end. Click “Done” to save your changes.

The remaining steps of the Book Trip Flow may vary depending on the type of transportation being booked. Check out these articles for more information on how each of these processes may differ: