The details of any customer, driver or service to be used in a booking must have been previously entered in topbox. See Setup for more information.
A detailed description of each booking field is displayed in drop-downs at the bottom of this page.
Instructions
Within topbox navigate to Bookings > New Booking.
Within the Customer section enter the following fields:
Search Customers: Enter the customer for the booking.
A unique booking number displays above the map.
Service: Enter the relevant service to be used for pricing.
If not automatically populated, enter the customer Name, Email and Phone number.
If the customer has opted to receive notifications they are sent to this email address.
Multiple email address can be entered separated by a comma.
Within the Addresses section enter the following fields:
Select for the driver to Collect From or Deliver To.
A first stop is always a collection, a last stop is always a delivery.
Enter the address for collection and delivery.
If not automatically populated, optionally enter the collection or delivery Name, Email and Phone number.
Enter the Ready At date and time and/or Delivery After and Delivery By date and time.
Enter any Notes to be displayed on the booking and to the driver.
Optionally click Add Wait and Return and/or Add Address, see table below for details.
Within the References section enter up to four references.
Click Save Booking.
Result
The booking has been added and appears in the Control screen for further action.
Note: If all addresses in a booking fall into areas of existing zones or special pricing, those rates are automatically used above the mileage tariff.
Customer fields
Field
Description
Search Accounts
Enter the customer's name to search. As the customer name is populated an individual Booking Number is generated and displayed above the map.
Service
Enter the Rate Card and Service to be used for the booking.
Service Details
Enter any CX (Courier Exchange) details if the booking is being sent to CX. See CX Service Details to a booking for more information.
Name
Enter the name of the person making the booking. If the name exists as a customer contact you can select it.
Email
Enter the customer's email address. If an email address is entered and the customer has opted to receive notifications, an automatic email is sent to the customer on confirmation of each stage of the booking.
Phone
Enter the customer's phone number.
Address fields
Field
Description
Collect From / Deliver To
Select if the address is for collection or delivery.
Note: For bookings with multiple addresses, the first address is always a collection address, the last address is always a delivery address, the addresses in between can be either collection or delivery.
Address
Enter the collection or delivery address. As you begin to type the address, Google finds matches. Select the correct address. On selection of the address, the map displays the stops on the map.
Enter the email of the person the collection is being made from.
Phone
Enter the phone number of the person the collection is being made from.
Ready At Date / Time
Enter the earliest date and time the item(s) are ready for collection.
Collect By /Time
Enter the latest date and time the item(s) must be collected by.
Delivery After Date / Time
Enter the earliest date and time the item(s) must be delivered after.
Delivery By Date / Time
Enter the latest date and time the item(s) must be delivered by.
Notes
Enter any notes relevant to the booking stop up to 256 characters. Drivers see these notes in the app.
Using Notes for Courier Exchange Bookings The CX pool of drivers are able to view all 256 characters of your Notes at the quotation stage if you have enabled Include Address Notes in the Service Details box. Use the notes to display important information regarding the CX quote stage such as "vehicle must be at least 3 metres long". If you have shared the notes to the CX driver pool, do not enter personal data such as names or phone numbers if you do not have permission to share that information.
Add Wait and Return
Select the Add Wait and Return button if you wish your driver to wait at the delivery point and return with the same item (or a new item) to the collection point. See Wait and Returns for more information.
Add Address
Select the Add Address button to add multiple collection or delivery stops to your booking.
Note: The first address is always a collection stop, the last stop is always a delivery. Note that additional addresses default to Deliver To, be sure to change to Collect From if the stop is a collection.
You can add as many stops as you like, however Google Maps only routes for 27 stops (Collect + 25 stops + Deliver). If you require more than 27 stops in a single job, be aware that mileage and pricing cannot be calculated . You can however hand-price and allocate the 28+ stops job to a driver, the driver may have to manually navigate to each destination.
Reference fields
Field
Description
Reference 1-4
Enter any references or client PO numbers required for the booking. This field may be mandatory if you have set the References as mandatory within the customer's Details screen. References can be entered manually or be a selection from a list according to your customer set-up.
Other options
Field
Description
Abandon Booking
Select the Abandon Booking button to cancel the booking creation.
Select the action menu icon during the booking process to view:
Pricing
Within the pricing pop-up you can manually change the price of bookings for the customer or driver and add any additional extras.
Reorder stops
Where multiple collection or delivery addresses have been entered, these can be re-ordered by selecting Reorder Stops. Use the arrows to drag stops up and down to new stop positions.
