Transport Sheets
Location in standard build: Club and Clinic Details - Incomplete Meetings tab > buttons on right
Feature is also available: Clubs and Clinics Wizard > "Print Transport Lists" button
The Transport Sheets feature allows you to print out lists of people who are attending an occurrence of a club/clinic, broken down by their Transport Method as set on their Membership Details page.
Contents
Configuring the Transport Method for a person's membership of a club/clinic
If someone is a member of a club/clinic, they will have a Membership Details page for that club/clinic. It can be accessed by clicking a link at the bottom of their Details screen, and also from the "Member Details" tab of the club/clinic in question. Set their transport method on this page.
Configuring the methods
Methods can be added and configured in the Transport Methods drop-down list.
Creating the list
Click the button from the Future Meetings tab for a club/clinic.
This will open a popup window where you can choose what information you would like displayed on the list.
The options are:
Members with confirmed appointments, or all members
To create a Transport Sheet, you'll have already chosen a particular meeting of the club/clinic (either by clicking a button on the Incomplete Meetings tab, or by using the Wizard). This option lets you choose whether you want to produce a transport list only for those people who are confirmed to attend that meeting, or for all members. (The "with relevant transport methods" is just to point out that people will only be included on transport sheets if they attend that club/clinic with a Transport Method that is set to produce a list.)
Examples of where these options could be used
- You might choose "Only show members with confirmed appointments and relevant transport methods" if you're running a day centre. In this case, you will have lots of people on the membership list, but only certain people attending on certain days, and presumably you know who is attending each day beforehand. In this case, you'll want a Transport Sheet that only has details of people already confirmed to attend on that day, perhaps helping a minibus driver to know where to go to pick people up from their houses.
- You might choose "Show all members with relevant transport methods" if you're running a youth club trip where parents drop the kids off beforehand and then they are taken home on a minibus. In this case you might not know until the last minute who is actually going to turn up, so you can't produce a transport sheet only with those booked in. Instead, you just want a sheet with all members' details on it, so that the minibus driver has some idea of where each person lives in order to drop them off at the end of the evening.
Other Options
The other options relate to information displayed on the sheet itself.
- Show Emergency Telephone Contact - if selected, an extra column will be printed on the Transport Sheet, with the "Emergency Telephone Number" field from the Details Screen for that person.
- Show column on sheet for recording a reminder telephone call - if selected, this will simply display an extra column.
- Show Member's Notes - these are the "Member's Membership Notes" on the Membership Details page. Selecting the tick box will display an extra column on the transport sheet with these notes.
- Transport List Order - choose from "Alphabetical (Surname)" (of the client) or "Postcode".
Once you have selected your options, click "Print Sheets" to produce the Transport Sheet(s). An example printout is show below (with all options selected).
