Vanpool Regional Administration
Contents
1. 6 Vanpool Current Status Report This report provides summary of active vanpools drivers passengers users interested in vanpool 7 Vanpoolers Not Logging Trips Report This report provides a list of vanpoolers who have not logged trips in the calendar from the date configured for the report This list enables an administrator to target outreach to vanpoolers not logging trips and encourage them to do so The report is generated from trip logs in real time 8 Vanpool Members List Report This report provides a list of all vanpool members including driver passenger backup driver and book keeper The details include contact information van number and role of the vanpool member 9 Vanpool Interest Group Report This report provides a list of users in the network who are currently in a vanpool interest group The report does not list users who may be in the vanpool interest group but are not associated with the network Vanpool Program Reports Vanpool Annual Summary Vanpool Activity Report Vanpool Members List Vanpool Interest Group Report Figure Vanpool reports Vanpool Administration SmartRideshare October 31 2012 Page 182. 2199 Hewitt Ave Everett WA 98201 USA Stop Everett Station 3201 Smith Ave Everett 98201 USA Move Down Stop Everett Memorial Stadium 3900 Broadway Everett WA 98201 USA 4 Move Up amp Move Down Stop Lynnwood Transit Center 20100 48th Ave W Lynnwood 98036 USA 4 Move Up amp Move Down Univ of Washington NE Campus 1013 NE 40th St University of Washington x Seattle WA 98105 USA Move Up Move Down Stop Stop Swedish Hospital 747 Summit Ave E Seattle WA 98104 USA x Move Up Destinati Vanpool Destination 901 12th Ave Seattle University Seattle WA 98122 estination USA Change t d A dr gt ji 4 A Map Satellite ek 7 4 Si kel J gt i o e q E a Park amp Ride Everett Station 3201 Smith Ave Everett 98201 USA D AN H Figure Bird s eye view with a Park and Ride Terminating a vanpool Once a vanpool has folded the vanpool needs to be terminated from the system The link to terminate a vanpool can be found by looking up the vanpool The system requires only the termination date as input Terminating a vanpool makes the van status available and deletes the vanpool group Note that driver stays active in the system with Drive as a preference Get Vanpool Details Terminate Vanpool Terminate this Vanpool Termination Date 02 08 2010 Terminating a vanpool is an irreversible operation All membership data stop locations associated with t
3. 7 26 2011 Phone o 424 765 1249 8 Mark as Promary Diver Role Bookkeeper Passenger Figure Vanpool look up results and ability to manage vanpools belonging to the agency Vanpool Administration SmartRideshare October 31 2012 Page 5 Adding a new van If a van does not exist in the system the van must be added before it can be assigned to vanpools To add a new van go to the vanpool menu and click on the link Add New Van to Fleet If your agency does not lease vans you may enter 0 as the lease cost The only required fields are the Van Number and the Vehicle Provider If the rest of the fields are blank the system will default the values to match the values set during data migration Enter Van Details van Number 4332 l vehicle Make Toyota Model Siena Year 2007 Fuel Type Gasoline Vehicle Provider Regional Agency Lease Cost 1200 Date Acquired 03 15 2010 Seating capacity d of Bike Rack Slots 2 Vehicle Type Bench Accessibility Description This van ts or dr mm e z Sol zl ep Ze Zi end zm et ze Add Van Details Figure Adding a new van to the system Adding a new vanpool single driver The steps listed below describe the overall process for adding a new vanpool to the system In some cases the steps may slightly differ Some users may have already completed some of the steps For example the driver may have already signed up on the ride matching website and c
4. Stop Lynnwood Transit Center 20100 46th Ave W Lynnwood 98036 USA d Move Up amp Move Down Univ of Washington NE Campus 1013 NE 40th St University of Washington Move D Rop Seattle WA 98105 USA X E Move Up Move Down Stop Swedish Hospital 747 Summit Ave E Seattle WA 98104 USA A 4 Move Up Destinati Vanpool Destination 901 12th Ave Seattle University Seattle WA 98122 estination USA Change ee ee ee H ion KE i SL m i elle ES seen idbey Paps Lake Island a E i Roesiger Clinton 3 Machias Spada Lake Northwest a Mukilteo WT Three Lakes Paine id Snohomish Field Lake P Stickney KK ant L D fe Mark as Start Woods Wallace Falls are i Creek North Sultan Mark as Destination SCH Bra Startup e LE oe Picnic sA Eaa Point North IH Fi vk Add Stoo 23 Gold x May Creek Puget Lynnwooy Bs d mi LR Lake 23 Sound Ed Pa i i Gre North Creek JP eg p Te Pr iby bon fen Tyd Woodway md Poll Py Hider R ech Figure Changing the route for a vanpool You can right click on the map and perform operations to alter the route or drag the route to assign waypoints A waypoint is only recorded to represent the route taken Waypoints are never used for ridematching purposes Stop locations are only used for ridematching if they have an active passenger assigned to them Vanpool Administration SmartRideshare October 31 2012 Page 16 Address Origin Vanpool Origin 2101
5. sample text callout associated with Allow user to change profile information 2 a screen capture Participation Guidelines Link Program details to show to the user F i Times New R 6 Figure Sample screen shot e Best practices Throughout the manual best practices are identified and marked with a blue colored callout A sample best practices callout is posted below a Vanpool Administration SmartRideshare October 31 2012 Page 2 Make sure you are in the right application Multiple administration applications are designed with the familiar look and feel of the ride matching website so administrators can apply their know how of one application to navigate easily through the other applications To make sure you are managing the right application for your vanpool program 1 Check that the heading above the menu is for your regional network 2 Look for the vanpool menu in the menu bar You are curren th managin e Req ional Ac en are accessing this application as proxy Go back to main Vanpool Program Process Pending Applications Add New Van to Fleet Figure Check to make sure you are in the right administration application Vanpool Program Configuration You can configure multiple elements of your agency s vanpool program through the administration application To view your current program configuration Go to the Vanpool menu and click on the link View Modify Vanpool Program Settings
6. Decide the Minimum for a Vanpool Interest Group Your agency will want to decide how many people will need to link together in order to send ina vanpool interest group Commuters can still get started without this step by contacting your agency directly It is recommended that your agency chooses 2 or more for this number so that you are not receiving vanpool interest applications from individuals who are just looking for a ride match Choose the email address for Vanpool Interest Group notifications You will want to choose an email address that is checked on a regular basis within your agency Anytime a user submits a vanpool interest application the email will go to this email address Allow self service vanpool group maintenance If this option is set to Yes then the driver is able to remove passengers from the van assign pickup and drop off locations to the passengers in the van and change roles of those in the vanpool The primary driver role cannot be changed through the self service option an administrator must explicitly change a primary driver Allow self service vanpool route change If this option is set to Yes then the driver is able to view the route of the van along with all stop information change the order of the stops and add or remove stops Allow user to change profile information If this option is set to Yes the vanpool user can change the first name last name phone number email address home addr
7. Smith Email john acmecorp com Phone 425 333 5431 Vanpool Schedule Select the day s Start Time Flexible by Return Time Flexible by F Monday 8 00AM 15 minutes 5 00PM Iel 15 minutes x i Tuesday 8 00AM 15 minutes 5 00PM 15 minutes x 7 Wednesday 8 00AM v 15 minutes 5 00PM 15 minutes d Thursday 8 00AM Lel 15 minutes 5 00PM 15 minutes x H Friday 8 00AM 15 minutes 5 00PM 15 minutes x E saturday Ma x np x Wa x 0 D El Sunday N A z l0 e N A x 0 Work hours 8 00 AM to 5 00PM x Notes These will show on the match list submit the VIG application Include in matching Uncheck this box if the van is not to be matched with searching users For example uncheck the box if the van is full Allow one time trip matches Check this box to include the van in the matching for one time trips posted by searching users Pickup and Drop off Locations Name Email Pickup Drop off Action Status Bansri Drake demoi icarpool com Vanpool Origin Washington Park J Hannah Jackson demo11i icarpool com Everett Station Washington Park Pickup Drop off J Sarah Patterson demoiS icarpool com Pickup Drop off A Prev Step Next Step Figure Driver specifies primary contact schedule pickup drop off locations for the vanpool The warning sign indicates Pickup and Drop off locations have not Gir haini been specified for this passen
8. Vanpool Regional Administration Contents WAG OGIO a PEE T A AEN E AE E ENE EAE P E EE T EEEE A E A EE AEEA 2 SUNG TNT e ana Layo e E E E E ES EAE 2 Make sure you are in the right application ccccccccssssecccceeseeccccaesseceecaeeeeceecsueeecessseaeeeeesseuseeeeseauecesseuaseeessagaeeessages 3 Ell eeler Program Connie ratio EE 3 LOOO e E E ce eens vot E E E 5 Paane aA ONN E EA E TE E eee EE E A ee et eee 6 Adding a new vanpool single e e EE 6 Adding a new vanpool With one or more passengers 10 Changing a van assigned to a vanpool sssssesssseeessssrerssssrerossrrrrsssrreesssreressererosssrresssreresssrerosserreossreresssreressereresseeeree 13 Changing a primary driver of a vanpool s sssssssseeessssrersssererosserersssrrresssrrrossereresserressssrresssrerosserreossereesssreresserrresserereo 13 Changing a vanpool route add remove StOpS ccccceeeeeeeeeeeeeeececeeceeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeees 16 terminating a in e EE 17 RODOS n E E E E E E 18 Vanpool Administration SmartRideshare October 31 2012 Page 1 Introduction This document provides administrators a reference point as to how to perform vanpool related administration functions using the SmartRideshare system This document assumes administrators are familiar with basic administration roles user and administration functionality the concept of networks and the general capabilities of the system Reviewer
9. a van assigned to a vanpool If the vehicle assigned to a vanpool changes then the corresponding change must be recorded in the system The link to change a vehicle assigned to a vanpool is shown only for vanpools currently in operation Find this by going to the Vanpool menu selecting the van and clicking on Get Van Details Then click on the Change Van Unit link Select the new van unit from the drop down list and proceed to save the changes Get Vanpool Details Change Van Unit Change Van Unit for this Vanpool Only van units which are not assigned to a vanpool vans which have Available status 06 18 2010 appear in the drop down list and can be assigned to the vanpool New Van Unit V009 Date of Change If you change the Van Unit the old Van will be retired and the current vanpool will be moved to this new Van Unit Save Changes Cancel Figure Changing a van assigned to a vanpool Changing a primary driver of a vanpool 1 User account for driver Check if the user account for the driver already exists You can check if the account exists by using the various options available under the Users menu You can perform a look up using email address partial name or partial screen name If the account does not exist create a new account 2 Home work and mailing address for the driver Proxy into the driver s account and check if the account has the Home Work and Mailing addresses configured You c
10. ake Toyota Model Siena Last Odometer 4 3 2011 Record Odometer Reading Seating Capecty Seating Available Change Van Urut Van Status Legacy Vanpool 1D Tap Code Agency Terrmunate Vanpool Vanpool ID Manage Vanpool Datat Manage Vanpoo Route Add Passenger Vanpool Primary Contact Details First Name John Last Name Smith Edit Contact Deo tants demoS icarpool com Email 4253245432 These links are visible Vanpool Details only for users in the Name Gob Lee Email demo27 carpool com vanpool who are not z 7 26 2011 Phone 2065431254 Role Primary Onwer Pickup At Venpec Origin currently the primary driver If a primary driver is to be Dropoff At Varooo Destinabes r ar Ackerman 2 e Remove Pagsenge Name Pilar Ackerman Email demo 3 ecarpool com w cam removed from the Mark ag Preeary Derver Start Date 7 26 2011 Phone WW so0 555 01n220 Role Passenger Pickup At Lynwood Tranet Center Oropoff At Vanpool Destrahen vanpool a new driver must first be assigned to the Mame jane Mathew Email jane scarpool gmail com rr vanpool before the Start Date 7 26 2011 Phone M 426 765 1290 Sab sa Buracy rert old driver is removed Role Bockkeeper Passenger Figure When a vanpool has others in the group apart from the current primary driver the vanpool supports Change D
11. al agency to maintain monthly subsidy You are eligible to apply for a vanpool When you are ready to submit your application please click q Agencies listed here are based on home b and work locations specified by the driver Agency Community Transit in the VIG Figure The driver in a VIG submits a vanpool interest application to the appropriate agency Vanpool Administration SmartRideshare October 31 2012 Page 10 All fields are required Fill out Vanpool Interest Application details Vanpool Provider Community Transit DN First Name Bansri Last Name Home Address 428 Cedar Ave Snohomish WA 98290 USA Change Mailing Address 428 Cedar Ave Snohomish WA 98290 Change Work Address 12040 NE 128th St Kirkland WA 98034 USA Change Email demol icarpool com Home Phone 4257685432 SZ Work Phone 425 097 8654 j Ext Employer ACME Corp How many days per week do you commute to work Daily Round Trip Miles DRTM 73 2 miles How do you usually get to work Carpool How did you hear about the vanpool program Internet Save Application Figure The vanpool interest application filled by the driver has contact information along with a few other fields Vanpool Primary Contact Searching users will see the primary contact information on the match list The vanpool primary contact will be copied on ridematch request emails from searching users to drivers First Name John Last Name
12. an review the addresses under the Profile menu by selecting My Locations If the account does not have all of the addresses configured add them to the profile 3 Ensure agency network is in the user s profile Select the Profile menu and then My Networks This will show networks based on home and work associations Please note if you do not see your agency network the user s vanpool request cannot be serviced by your agency Agency vanpool programs provide a van to users who either live or work in their jurisdiction If the user neither lives nor works in the region serviced by your agency the user must apply to a different agency 4 Add the new driver as a passenger in the current vanpool From the administration application pull up the vanpool available under the Vanpool menu and check if the user is already a passenger in the vanpool If the user is not in the vanpool click Add passenger to add the user to the vanpool as a passenger 5 Change driver You can now change the driver of the van In the record for the new driver click Mark as Primary Driver Changing the primary driver marks the old driver as a passenger in the vanpool If the old driver is no longer in the vanpool then the record can be removed from the vanpool by using the link labeled Remove Passenger Vanpool Administration SmartRideshare October 31 2012 Page 13 Van Details Van Number Vehicle Make Model La
13. e trips by selecting Manage Your Trips under the Ride Match menu If there is no trip add a Daily Commute trip If the trip is to be marked as an operating vanpool the trip must have the following criteria e The trip should have only vanpool mode selected If both vanpool and carpool are selected go to the trip that correlates with the van and select the Edit Trip function From there you can deselect the carpool option e The trip should not have a vanpool interest group or already be in a vanpool 5 Move the user to a single driver vanpool Go back to the administration application and pull up the user account via the Users menu Click on the link labeled Move user to single driver vanpool Fill out the form which comes up with Agency Home Phone Work Phone Employer and Trip Options and select Continue If the operation is successful you will see the following message You can now process the vanpool interest application and assign a van number to this user s vanpool This process creates a Vanpool Interest Application for the group 6 Van unit Check if the van unit HOV to be assigned to the vanpool is in the system Go to the Vanpool menu and use the option Look up a Vehicle Vanpool using Van Unit The van must exist in the system and must be available or not be currently assigned to another vanpool If the van does not exist in the system you will need to add the van before it ca
14. er agency the information is available however no vanpool Look up a Vehicle Vanpool using Legacy Vanpool ID management links are available This design Legacy Vanpool ID is intentional Enter the Legacy Vanpool ID that you wish to look up Get Vanpool Details Figure Vanpool look up capability Van Detalls Van Number Velucie Make Toyota Vanpool ID Enter the Vanpool ID that you wish to look up Model Last Odometer 4 3 2011 Record Odometer Reading Sesng Capsoty Seating Available i Change Van Unit Ven Status Operating Vanpool Agency Commurty Transa Termunate Vanpool Legacy Vanpool IO 2010456 Vanpool D 2701 Manage Vanpool Detats Tap Code 73565 Manage Vanpoo Route Vanpool Primary Contact Details 7 y First Name John Smith Est Contact Details When a user finds this Email demo icarpool com i 4253248432 vanpool as a match and Vanpool Details sends a rideshare request Name Gob Loe demno27 icarpool com the primary contact and the Start Deter 7 28 2011 ES driver will receive the email Role Primary nver Pickup At Vanpool Origin Dropoff At Varooo Destinabon Name Piar Ackerman Emaik demo 3 ecarpool com Remove Passenger Mark as Primary Drive Start Date 7 26 2011 Phone i 500 555 0120 Mark as Primary Derver Role Passenger Pickup At Lynwood Trenat Center Oropoff At Vanpool Destmahen Mame Jane Mathew Email jenecarpool gmail com Mark as Primary Deve Start Date
15. ess work address and mailing address on file If the option is set to No only administrators can edit this information on file via proxy access Participation guidelines link Optionally the vanpool administrator can provide a link to the vanpool program and policy The vanpool interest group driver can see this link before submitting the vanpool application Vanpool Administration SmartRideshare October 31 2012 Page 3 Required Fields Vanpool Program Settings Minimum number in vanpool group to submit application 3 This number is used only when a vanpool interest group is created with one or more passengers The number is Email address to notify new vanpool interest application support vpagency com ignored when an administrator adds a Allow self service vanpool group maintenance yes Allow self service vanpool route change yes Allow user to change profile information Yes Participation Guidelines Link ttp www vanpoolagen Program details to show to the user new vanpool with only the driver KI No WE When a user submits a Si vanpool interest 7 application this email om pol address is notified gt When Allow user to change profile information is set to No the vanpool passengers and drivers cannot change information How to Get a Vanpool Dn the Road on file including first name last name email address phone E To join an existing vanpgol o
16. ger Click on the button to fill out these locations All warnings must be resolved in order to be able to Vanpool Administration SmartRideshare October 31 2012 Page 11 Assign Roles Bansri Drake Primary Driver El Backup Driver E Bookkeeper Passenge Hannah Jackson orimary Driver W Backup Driver d Bookkeeper Passenge Sarah Patterson Driver El Backup Driver E Bookkeeper Figure A primary driver and a bookkeeper are two required roles in order to submit the VIG application Vanpool Interest Application Name Bansri Drake Email demoi icarpool com Application Date 8 10 2011 Vanpool Provider Community Transit Home Address 428 Cedar Ave Snohomish WA 98290 USA Home Phone 5689345457 Work Address 12040 NE 128th St Kirkland WA 98034 USA Work Phone 4567657689 Employer Interact Soft Inc Commute Days 5 Commute Mode Vanpool Daily Round Trip Miles 73 2 How did you hear about the program Internet Sarah Patterson demo15 icarpool com Backup Driver Bookkeeper 25 23 24 05 Passenger John iCarpool john icarpool gmail com Passenger z Van Unit 9234 Vanpool Start Date 08 07 2011 Legacy Vanpool 923411 ID This van is wheel chair accessibile a Enter Comments up to 500 chars Comments entered will be sent to the user Approve Application Reject Application Figure Vanpool agency processes the application from the VIG Vanpool Administration SmartRideshare October 31 2012 Page 12 Changing
17. his vanpool will be removed You will still have limited access to past ridership data for this vanpool Terminate Cancel Figure Terminating a vanpool Vanpool Administration SmartRideshare October 31 2012 Page 17 Reports The ride matching system provides multiple ready to use reports in the administration application The reports are found under the Reports menu Many reports support filter criteria such as date ranges and additional parameters so that relevant data can be gathered The reports are exportable to Excel and PDF formats for further processing List of reports 1 Vanpool Vehicle Inventory This report provides an aggregate view of various vehicles in the fleet 2 Vanpool Van Status Report This report provides a list of all the vans belonging to the agency complete with the Van Number Vanpool ID Legacy Vanpool ID GIN Origin Destination Employer and Driver information 3 Vanpool Annual Summary This report provides annual summary in terms of monthly passenger miles monthly driver miles and monthly boardings based on trips logged in the calendar The report is generated from vanpool trip logs in real time 4 Vanpool Activity Report This report provides a list of new vanpool start ups and vanpool terminations in a given date range 5 Vanpool Van Activity Report This report provides a list of van including such as van unit changes van driver change and vanpool lease cost rate change
18. n be assigned to a group 7 Process the pending vanpool application You can now approve the vanpool application In the Vanpool menu you will click on the link labeled Process Pending Applications Look for the application corresponding to the user and fill out the required fields including van unit number vanpool start date Legacy Vanpool ID and any additional comments and approve the application Member Details Member Name Tom Lee Email Address demo25 icarpool com Contact Phone 5678349843 Last Activity Date 7 20 2011 Last Visited Employer Name Interact Soft Inc Domain my icarpool us Access User Account Account Details Email Validated Reset Password Email Validation Link WN Account Locked Account Disabled Disable User Account Account Status Member s Trip s Start Address End Address Route Type Status 3201 Smith Ave Everett 98201 USA 1675 Newport Way NW Issaquah 98027 USA Recurring Not in Confirmed Pool single ZC Select this link to move user to a single driver vanpool If Figure Mark as single driver vanpool this link does not appear then the trip does not meet the required criteria to be marked as a single driver vanpool If link is not visible access the user s account and ensure the trip meets the required criteria Vanpool Administration SmartRideshare October 31 2012 Page 7 Submit vanpool application for u
19. r to find other p ple interested in number home address work Figure Vanpool program configuration When a vanpool administrator provides a participation guidelines link the vanpool interest group driver would be able to see a link to participation guidelines in the vanpool application form address and mailing address Vanpool administrator may add vanpool program details here Users in VIG will be able to see these vanpool details before they begin the application process Vanpool Administration SmartRideshare October 31 2012 Page 4 Lookup Vans can be looked up by Van Unit Vanpool ID or Legacy Vanpool ID The Van Unit is the van number of the van itself often called the High Occupancy Vehicle HOV number The Vanpool ID is a unique system generated identifier that uniquely identifies a vanpool across all agencies in the system The Legacy Vanpool ID is carried forward from external systems The Legacy Vanpool ID is also a unique identifier which identifies a vanpool across all agencies in the system Look up a Vehicle Vanpool using Van Unit Van Unit 3241 Enter the Yan Number that you wish to look up When a lookup is performed for a vanpool Look up a Vehicle Vanpool using Vanpool ID which belongs to the agency you are managing vanpool management links are available so you can manage the vanpool as well When a lookup is performed for a nt eege vanpool of anoth
20. reated a trip if this is the case then there may not be a need to create a new account and or a new trip 1 User account for driver Check if the user account for the driver already exists You can check if the account exists by using the various options available under the Users menu You can perform a look up using email address partial name or partial screen name If the account does not exist create a new account 2 Home work and mailing address for the driver Proxy into the driver s account and check if the account has the Home Work and Mailing addresses configured You can review the addresses under the Profile menu by selecting My Locations If the account does not have all of the addresses configured add them to the profile 3 Ensure agency network is in the user s profile Select the Profile menu and then My Networks This will show networks based on home and work associations Please note if you do not see your agency network the user s vanpool request cannot be serviced by your agency Agency vanpool programs provide a van to users who either live Vanpool Administration SmartRideshare October 31 2012 Page 6 or work in their jurisdiction If the user neither lives nor works in the region serviced by your agency the user must apply with a different agency 4 Trip for the driver Check if there is a trip created in the driver s account which will correspond to the vanpool You can review th
21. river and Remove Passenger functionality Vanpool Administration SmartRideshare October 31 2012 Page 15 Changing a vanpool route add remove stops When stop locations or the route taken by an operating vanpool change the corresponding change must be recorded in the system Go to the Vanpool menu and look up the vanpool that needs a route change Click on the link Manage Vanpool Route You can opt to view Park and Ride locations on the map by checking the box Show Park and Ride Locations Once visible a Park and Ride location can be selected as a trip origin destination or stop by right clicking the Park and Ride icon from the map view and selecting the stop type To ensure you are selecting the correct location you can zoom in and view locations through a bird s eye view if required If the option Allow self service vanpool route change is set to Yes then the vanpool driver is able to perform these operations by logging into their account Get Vanpool Details Manage Vanpool Route Add Stop If instead of the map interface you know the address of a stop location enter the address using this button Make sure you have the zip code Origin Vanpool Origin 2101 2199 Hewitt Ave Everett WA 98201 USA Change Stop Everett Station 3201 Smith Ave Everett 98201 USA Move Down Stop Everett Memorial Stadium 3900 Broadway Everett WA 98201 USA d Move Up amp Move Down
22. s are encouraged to review the manual alongside the product to get the maximum value from this document It is not a goal of this document to clarify business processes for agencies Similarly it is not a goal of this document to exhaustively document every field and every label or message in the context of vanpool administration To access the vanpool administration functionality you need to be a regional administrator Structure and Layout e Structure This user manual goes over the functions provided to regional agency administrators to manage vanpool programs The manual is grouped under sections based on functions and reference screens are provided where applicable e Navigation Bread crumbs are provided as a quick reference mechanism to navigate to the appropriate screen Menu items are shown with a blue background Links and buttons are shown with an orange background For example the image below describes the menu item Vanpool and the link Add New Van to Fleet which can be found on the page shown by the Vanpool menu option e Screen shots Where applicable screen shots are provided along with narrative text and callouts Vanpool Program Settings Minimum number in vanpool group to submit application 3 Email address to notify new vanpool interest application support vpagency com Allow self service vanpool group maintenance Yes No Allow self service vanpool route change Yes This is a
23. s successful the single driver ee vanpool interest application has been e wg You can now process the vanpool interest application and assign a van number to this user s vanpool submitted The next step is to approve Member Details Member Name farah leur Email Address farah leur gmail com the application and assign a van unit to Contact Phone 5678904567 Last Activity Date 8 6 2011 the an van Last Visited Domain Employer Name N A my icarpool us Access User Account Account Details Email Validated Reset Password Email Validation Link N A Unlock User Account Locked Disable User Account Account Disabled Account Status Figure Single driver vanpool application submission Van Details Van Number 1111 Vehicle Make Dodge Edit Vehicle Details Model Caravan Last Odometer N A Retire Van Seating Capacity 7 Seating Available 7 A van can be retired temporarily for maintenance purpose The van may be made available by unretiring the van Van Status Aygilable Agency Regional Agency his Van does not have any passengers currently Figure Looking up the status ofa SEN If the Van Status is Available then the van can be assigned to a new vanpool Vanpool Administration SmartRideshare October 31 2012 Page 8 Vanpool Interest Application Name Ulka Clark Email ulka kit
24. ser Agency providing van Community Transit Iz Employer ACME Corp Home Phone Work Phone 4543678902 4568908648 Vanpool Primary Contact Searching users will see the primary contact information on the match list The vanpool primary contact will be copied on ridematch request emails from searching users to drivers First Name Tom Last Name Lee Email demo25 icarpool com Phone 5678349843 Vanpool Schedule Select the day s Start Time Flexible by Return Time Flexible by Monday 8 00AM Le 20 minutes x 5 00PM Tel 20 minutes W Tuesday 8 00AM r 20 minutes x 5 00PM x 30 minutes x D Wednesday 8 00AM 30 minutes x 5 00PM Le 20 minutes V Thursday 8 00AM Le 20 minutes 5 00PM Le 30 minutes V Friday 8 00 AM E 20 minutes 5 00 PM E 20 minutes El Saturday N A D 0 D N A D 0 x E 0 NA x 0 D E Sunday N A Work from 9 00AM to 6 30PM x Other Details Notes These will show on the match list Wheel chair accessible V Include in matching Uncheck this box if the van is not to be matched with searching users For example uncheck the box if the van is full Allow one time trip matches Check this box to include the van in the matching for one time trips posted by searching users Continue Cancel Figure Single driver vanpool application This message indicates the operation wa
25. st Odometer Zeie Cacecty Seating Available Ven Status Coerabrg Vanpooi Agency Conwnurety Transa Use this link to adda passenger or new driver to the vanpool using the screen name Legacy Vanpoo ID 2010456 Vanpoo ID 2701 Tap Code 73565 Manage Yanpoo Route Vanpool Primary Contact Details first Name John Last Name Smsh Eat Contact Datat i 253245432 Email demot icarpool com Vanpool Details Name Bob Lee Email demo27 xcarpool com Start Date 7 26 2011 Phone 2065431254 Role Pickup At Pomary Leer Vanpect Origin Dropoff At Varooo Destmaben Figure The first step when changing the primary driver is to add the new driver to the vanpool as a passenger Administrators can reassign the primary driver role to an existing passenger in the vanpool Add Passenger to Vanpool Screen Name Naomis Pickup Location Everett Memorial Stadium 3900 Broadh Swedish Hospital 747 Summit Ave E E Drop off Location When a passenger is added to the vanpool a 08 05 2011 new vanpool trip will be created for the passenger Vanpool Join Date Figure When adding a new passenger to the vanpool the screen name pickup location drop off location and the join date are required Vanpool Administration SmartRideshare October 31 2012 Page 14 Van Detalls Van Number Veltucie M
26. tsdom com Application Date 10 25 2010 Vanpool Provider Regional Agency Home Address 200 James st Seattle WA 98104 2212 Home Phone 4253754534 Work Address 3000 Smith ave Everett WA 98201 3766 Work Phone 4253461300 Employer ACME Commute Days 5 Commute Mode Vanpool Daily Round Trip Miles 56 93 How did you hear about the program Website Work Home Van Unit 1111 Vanpool Start Date 10 25 2010 Legacy Vanpool ID 111025 Enter Comments up to 500 chars Comments entered will be sent to the user Approve Application Reject Application Figure Approving a vangool interest application with a single driver Once you approve an application the system Comments entered here are sent to the marks all users in the application with the status user in email in vanpool In addition the system creates an AutoLog trip profile for all passengers and the primary driver based on their marked pickup and drop off locations RS Emails VanpoolEnrollmentApprovalNotification VanpoolEnrollmentRejectedNotification Vanpool Administration SmartRideshare October 31 2012 Page 9 Adding a new vanpool with one or more passengers The ride matching website allows users interested in forming new vanpools to team up into groups called as Vanpool Interest Groups VIG A vanpool interest group has two or more users in the group When users in the VIG meet the threshold configured b
27. y the agency for Minimum number in the vanpool group to submit application the driver in the VIG can take the next step by submitting an application for vanpool interest The vanpool administrator gets an email notification corresponding to the application and this enables the vanpool administrator to help convert the VIG to an operating vanpool For proceeding to the next step the users in a VIG must not have conflicting roles Only one user can be a driver and only the driver can submit the vanpool interest application If a VIG is formed with two drivers the user who submits the vanpool application first becomes the driver Ride Match My Trips From Start 24040 SE Black Nugget Rd Issaquah WA 98029 USA View Change Route To Work 156th Ave SE Bellevue WA USA Find Matches Trip Details Recurring Mo Tu We Trip Start Time 7 30am 8 30am Trip Return Time 4 30pm 5 30pm Vanpocol Details Trip Purpose Commute Figure Trip indicating Vanpool Interest Group status Ride Match My Trips Vanpool Interest Group These users belong to your vanpool interest group Name Email Role Preferred Bansri Drake demoi icarpool com Passenger Remove Hannah Jackson demoil1 icarpool com Driver Submit Vanpool Interest Application Driver s responsibilities Hold lease on van Fuel and schedule van for maintenance DMV Check Medical exam Provide passenger and vehicle information to the region
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