Repeating schedules (dialysis, school)

Repeating schedules

What this is for — booking a standing schedule once (dialysis three times a week, a school run every weekday) instead of entering the same trip over and over.

Where to find it

Left menu → Scheduling → the booking form → the Repeats (dialysis, school…) tick box, inside the box with the mobility buttons.

Steps — setting up a series

1. Fill in the booking as normal: client, times, pickup, destination, price.
2. Tick Repeats (dialysis, school…).
3. How often — Every week, Every 2 weeks, or Every month.
4. Starting — defaults to the Request date; change it if the series begins later.
5. Until — the last date. This is required; a series cannot run forever.
6. For weekly and fortnightly, click the day buttons: Mon Tue Wed Thu Fri Sat Sun. Pick none and the series uses the starting date's own weekday. Monthly repeats on the same day number each month.
7. A gold line shows how many trips you are about to create and the first few dates. Check it.
8. The button now reads Book N trips. Click it.

Round trips create the return leg for every date too — the count line says "(+ returns)".

Same driver on every trip: pick the driver in Driver before you click Book N trips. Every trip in the series, return legs included, gets that driver and van. Leave it on Assign later and every trip waits to be assigned on the board. If the client has a Preferred driver on their record, it is already picked.

Who is billed for the whole series: set Who pays? and, for a Facility Invoice, the Bill to facility or broker before you click Book N trips (see 02 — Booking a ride). Every trip in the series, return legs included, carries that Bill to, and each one's invoice goes to it when the trip is completed.

Changing who a series is billed to

Executive, Billing and Dispatcher accounts by default — an Executive can turn this off for a role in Settings → Permissions.

1. Open the first trip that should change, from the dispatch board.
2. On the Bill to row, click Change Bill to.
3. Pick the facility, broker, or the client (Private Pay) in the Bill to list.
4. Under This trip repeats, choose Just this trip or This trip and the N later trips in the series.
5. Click Save Bill to.

Only later trips that are still scheduled change; trips that already ran or were cancelled keep what they had. More on Bill to in 06 — Trip details.

The overlap warning

If the same client already has a repeating schedule on those days, an amber warning appears before you book:

already has a repeating schedule on these days. 12 upcoming trips · Mon/Wed/Fri at 8:00 AM · Home → Kaiser Dialysis · through Dec 19 Booking this creates a second set of the same trips. Check the board before booking twice.

This is a warning, not a block — sometimes a client genuinely has two schedules. Look at the board first. If it is the same run, don't book it again.

Changing the time — one trip, or the standing order itself

Both changes start the same way. Step 4 is the one that matters — it decides whether you are moving a single day or the standing time itself.

Which one did they ask for? Read the request carefully before you pick:

"For this client only, everything else stays the same" is asking for the standing order to change — the "everything else" is the rest of the day and the other clients, and those are safe either way (see below). It is not asking for a one-day change. Only pick Just this trip when they named a single date.

1. Open the trip from the dispatch board.
2. Click Move time.
3. Set the new Date, Pickup time, or Travel (min).
4. When the trip repeats, two choices appear. Pick the one that matches what you were asked for:
   • Just this trip — the other N in the schedule keep their time — one day only. The standing order is untouched and next week goes back to the usual time. This is the one for "she has a late appointment on Thursday."
   • This and all N future trips — the standing time changed — the standing order itself. This trip and every later one move to the new time and stay there. This is the one for "her dialysis pickup is 9:00 from now on."
5. Click Save.

The ride home in a standing schedule

Every ride home in a round-trip standing schedule shows the same suite or department as its ride out, just like a one-off round trip.

It only ever moves that one client

A standing order belongs to a single client, so changing its time moves that client's trips and nobody else's. Other clients, their standing orders, and the rest of the day stay exactly as they were — you do not need to do anything to protect them.

If the client shares a van with someone and the new time no longer overlaps them, they simply leave the shared box and get their own card on the board (see 05 — The dispatch board).

Moving one rider out of a combined ride's time. If the client rides in a combined ride and you want to shift only their pickup while their van-mates stay put, do it on the board instead: drag the small ⋮⋮ grip at the start of that rider's row up or down. That changes one day for that one rider. To change their standing time, use Move time above and pick This and all N future trips — the people they ride with are not moved either way.

What "all N future trips" does and does not move

• It moves the pickup time on the later trips, by the same amount you moved this one. The Date and Travel (min) you typed apply only to the trip you have open — the later trips keep their own dates and travel times.
• Only future trips still sitting at the old time are moved. A trip somebody already moved by hand keeps its own time, and Will call trips are left alone as well, because their time is a placeholder rather than a schedule.
• Any date where the new time would clash — a double booking or a scheduled break — is skipped, and the message tells you which ones so you can fix those by hand.

Dragging a repeating trip on the board only ever moves that one trip. The confirmation says so. Use Move time to change the whole schedule.

Cancelling one trip, or the rest of the series

1. Open the trip and click Cancel trip….

2. Type a Cancellation reason.

3. This trip repeats appears. On most trips it has two options:

   • Cancel just this trip
   • Cancel this and all N future trips in the series

   On a ride home that belongs to a standing order there is a third option — see Cancelling only the ride home below.

4. Set the Cancellation fee if one applies — No fee, Custom amount…, or Full fare.

5. The red button confirms what will happen: Cancel trip or Cancel N trips.

Cancelling only the ride home

On a standing order booked as a round trip, each day has two trips: the ride out and the ride home. A client who still needs collecting in the morning but is now taken home by family does not need the ride home any more — on that day, or on every remaining day.

For one day:

1. Open the ride home for that day and click Cancel trip….
2. Leave Also cancel the ride out unticked. It is already unticked for you, because the ride out normally still happens.
3. Under This trip repeats, choose Cancel just this trip.
4. Set the Cancellation fee if one applies.
5. Click Cancel trip.

For every remaining day, in one step:

1. Open the ride home on the first day it should stop, and click Cancel trip….
2. Type a Cancellation reason.
3. Under This trip repeats, choose Cancel the ride home on this and all N future days — the rides out stay. The note underneath confirms that every ride out stays on the schedule, and tells you if any days will be left alone.
4. Answer the price question. Because those days are now a ride out only, you are asked once, for the whole run: Keep it at $140 leaves the round-trip price on every one of those days, or Change it… lets you type what each of those days should cost. Nothing is re-priced unless you say so.
5. Click Cancel N rides home.
6. Read the message that appears. It says how many days had their ride home cancelled, how many were left alone, and how many rides out were re-priced.

The bell shows an alert so whoever does the billing can see that the standing order changed shape.

Good to know

• Changing the driver on one trip of a series changes that trip only. The rest keep their driver. To keep one driver on all of a client's future bookings, set their Preferred driver — see 08 — Customers.
• Past and completed trips are never touched by a series cancellation.
• A cancellation fee applies to this trip only, never to the whole series — including when you cancel the ride home across a standing order. No fee is charged on the future days.
• Cancelling the ride home across a standing order skips a day that is already under way. If a ride home is already on the road, finished, or was cancelled earlier, that day is left exactly as it is, and the message after saving says how many days that was.
• A day whose invoice is already paid or in collections keeps its price. The ride home is still cancelled on that day, but the price is not rewritten — that is a billing correction, not a schedule change. The message says how many days that applied to.
• Cancelling one trip does not automatically take the ride home with it. The cancel box asks, and it ticks the box for you only when you are cancelling the ride out. See Cancelling only the ride home above.
• Changing the price on a repeating trip offers the same choice: just this trip, or this and all future trips at that price. That's the one to use when a rate changes.
• Changing a pickup or destination address offers Just this trip or This and all future trips — see 06 — Trip details.

If something looks wrong

• "Repeats need an end date." — the Until box is empty.
• Fewer trips were created than you expected — check the day buttons and the Starting date; a series that starts on a Tuesday with no days ticked repeats on Tuesdays only.
• Two identical sets of trips are on the board — someone booked the series twice and clicked past the overlap warning. Open one trip from the duplicate set and cancel this and all future trips in the series.
• "Cancel N rides home" cancelled fewer days than you expected — a day whose ride home is already on the road, already finished, or already cancelled is left alone on purpose. The message after saving says how many.
• The rides out still show the round-trip price — the price is only changed when you choose Change it… and type an amount. If you chose Keep it at $140, every day keeps the round-trip price until billing changes it.
• A time change didn't reach every trip — trips that had already been moved to a different time are left alone on purpose, and clashing dates are skipped. The message after saving lists what was skipped.