This report outlines the functionalities and user benefits of the Trip Management module, focusing on how it helps users efficiently manage, track, and monitor vehicle trips.

1. Executive Summary

This report introduces the Trip Management module, a powerful tool designed to streamline how you plan, track, and oversee all vehicle journeys. It provides a clear, real-time overview of your fleet's activities, from setting up routes and assigning drivers to monitoring trip progress and reviewing completed journeys. By centralizing trip data and offering intuitive management features, this module helps you improve operational efficiency, reduce costs, enhance timely deliveries, and maintain comprehensive records, giving you peace of mind and greater control over your vehicle operations.

2. Introduction

Managing vehicle trips can often be a complex and time-consuming task, leading to potential delays, inefficiencies, and communication breakdowns. You might struggle with quickly knowing where your vehicles are, how long a stop will take, or if a delivery is on schedule. This is where the Trip Management module comes in.

The Trip Management module is your central hub for all things related to vehicle journeys within the system. Its main purpose is to simplify the entire trip lifecycle—from its initial planning to its successful completion. It allows you to log, prioritize, and monitor every stage of a trip, providing real-time visibility and ensuring smooth execution of your fleet activities.

What is a Trip? In this system, a "Trip" refers to any journey, whether planned in advance or immediate, that involves a vehicle, a driver, defined start and end points, and potentially multiple stops along the way.

What is Trip Management? Trip Management is the process of planning, executing, and overseeing these journeys. This module helps you:

• Optimize Routes: Plan efficient paths with precise stops and priorities.
• Boost Efficiency: Reduce unnecessary detours and delays, saving time and resources.
• Coordinate Fleet: Easily assign the right drivers and vehicles to each task.
• Track in Real-Time: Get live updates on trip status and progress.
• Improve Deliveries: Ensure timely and effective deliveries, leading to happier customers.
• Keep Records: Maintain a detailed history of all trips for future analysis and reporting.

3. Main Content (User-Focused Sections)

What This Means for You

The Trip Management module brings significant advantages to your daily operations:

• Better Trip Organization: Easily plan, schedule, and categorize all your trips, whether they are planned, unplanned, or completed.
• Improved Fleet Efficiency: Optimize how you assign drivers and vehicles, ensuring smoother operations and better resource utilization.
• Real-Time Trip Monitoring: Get live updates on active trips, helping you ensure compliance and address issues promptly.
• Cost Savings: By optimizing routes and stops, you can reduce fuel consumption and overall operational costs.
• Enhanced Record-Keeping: Automatically maintain detailed history of all trips for easy reporting and insightful analysis.
• Seamless Communication: Keep drivers, managers, and even customers updated with trip-related details through shareable links.
• Quick Data Access: Download trip details and stop information instantly in PDF or Excel format for offline review or sharing.

How It Works

The Trip Management module is straightforward to use, allowing you to manage your trips through a few key sections and actions. Here's a general overview of the process:

1. Navigate to Trip Management: Start by accessing the "Trip Management" module from your main dashboard.
2. Access the Trip Submodule: Within Trip Management, you'll find the "Trip" submodule. This is your central control panel.
3. Explore Trip Categories: Inside the Trip submodule, you'll see different tabs like "Planned," "Unplanned," and "Completed" trips. You can also view "Trip Routes" and "Stop" details.
4. Create New Trips: Use the "+ New Trip" button to set up a new journey, providing all necessary details like vehicle, driver, locations, and timings. You can choose between "Scheduled" (for future trips), "Instant" (for immediate needs), or "Dispatch" (linked to orders from the "Orders" module).
5. Manage Existing Trips: For any trip listed, you can use the "three dots" menu to:
   • View: See detailed information about the trip, including its map, order summary, and stop list.
   • Edit: Make changes to trip details like locations, dates, times, or assigned resources.
   • Share: Generate a shareable link for others to view trip progress without logging in.
   • Delete: Remove a trip permanently from the system.
   • Repeat: Re-run a completed trip with its original details, saving you time.
6. Review Stops and Routes: The "Stop" tab allows you to manage individual stops within trips, and the "Trip Routes" tab provides an overview of defined routes and allows you to assign vehicles.
7. Export Data: Easily download lists and details in PDF or Excel format for various sections.

This workflow is visually represented in the flowchart below, showing the movement and interactions within the Trip Management module.

Getting Started

Here’s how you can perform common actions in the Trip Management module:

1. To View Trip Details and Routes:

   • Navigate to the "Trip Management module".
   • Then, open the "Trip" submodule.
   • Click on the "Trip Routes" tab to see key data like Trip ID, Start Location, End Location, Date & Time, and actions for assigning trips.
   • To see a stop's map view, click on the "Stop" tab, then the three dots next to a stop, and select "View".
   • To view a dispatch trip, go to the "Trip" tab, click the three dots next to the trip, and select "View".

2. To Create a New Trip:

   • Navigate to the "Trip Management module".
   • Click the "+ New Trip" button.
   • You will be redirected to the "Add Dispatch Trips" page. Fill out all required fields (e.g., Trip Name, Driver, Vehicle, Start/End Locations, Date, Time, Trip Category).
   • Submit the form to create the trip.

3. To Edit Trip Details:

   • Navigate to the "Trip Management module".
   • Go to the "Trip" tab.
   • Find the trip you want to edit and click the three dots next to it.
   • Select "Edit".
   • On the Edit page, you can modify trip details like Start Location, End Location, Start Date, End Date, Start Time, End Time, and select specific "Days" for recurring trips.
   • Save your changes.

4. To Update Trip Stop Details:

   • Open the "Trip Module".
   • Go to the "Stop" tab.
   • Click the three dots next to the stop you want to update.
   • Select "Edit".
   • You can modify stop details, including the "Add To Point Of Interest" option (Yes/No checkbox) and the map.

5. To Remove a Trip or Stop:

   • Navigate to the "Trip Management module" or the "Stop" tab (for stops).
   • Locate the trip or stop you wish to remove.
   • Click the three dots next to it.
   • Select "Delete".
   • Confirm the deletion by clicking "Yes" or "Delete" in the popup.

6. To Share a Trip:

   • Go to the "Trip" tab in the Trip Management module.
   • Click the three dots next to the trip you want to share.
   • Select "Share".
   • Copy the link from the popup and share it. This link allows others to view trip details (Pick-Up/Drop locations, map overview) without needing to log in.

Key Features You'll Use

• Trip Routes Overview: See all your defined trip routes at a glance, including Trip ID, start and end locations, and scheduled times. You can filter routes by Start Location or Trip ID.
• Stop Management: View and manage individual stops for each trip, displaying details like Stop Name, Pick-Up Point Code, Pick-Up Point Priority, Distance From Customer (Km), and geographical coordinates (Latitude, Longitude). You can filter stops by Distance From Customer (Km), Pick-Up Point Code, Pick-Up Point Priority, or Pick-Up Point Trip.
• Trip Categorization: Trips are automatically organized into "Planned," "Unplanned," and "Completed" categories for easy viewing and management.
• New Trip Creation: Quickly add new dispatch trips by filling in essential details. You can specify if a trip is Scheduled, Instant, or Dispatch-based.
• Editing Capabilities: Modify any aspect of an existing trip or stop, including its route, assigned vehicle, driver, dates, times, and points of interest.
• Real-time Tracking & Details: View comprehensive trip details for dispatched trips, including a map overview, order summary, stop list, and assigned vehicle/driver information. You can also zoom in/out and view the map in fullscreen.
• Search and Filter: Easily find specific trips by Trip Name, Driver Name, Vehicle Name, Contact Number, Email Address, or Trip Date using intuitive search boxes and filter options.
• Export Data: Export trip details or stop details to PDF or Excel files for reporting or sharing.
• Repeat Trip: Effortlessly duplicate a completed trip with its original details, saving time on repetitive tasks.

Common Scenarios

Here are some real-world ways you'll use the Trip Management module:

• Planning a New Delivery Route: You need to send a truck with a specific driver to deliver goods. You'd go to "+ New Trip", select "Dispatch Trip," fill in the Start Location, End Location, Trip Date, Start Time, End Time, assign a Vehicle and Driver, and define any necessary Stops. The system ensures all required fields are filled for a smooth assignment.
• Checking on an Ongoing Trip: A customer calls asking about their delivery. You can go to the "Planned" tab in the Trip submodule, search by Trip Name or Driver Name, click the three dots next to the trip, and select "View". This immediately shows you the Map Overview, Order Summary (including ETA), and the Stop List with current status.
• Adjusting a Trip Mid-Route: Due to unexpected traffic, you need to change a stop's details or a driver's estimated arrival time. You navigate to the "Trip" tab, find the relevant trip, click "Edit", and adjust the Start Location, End Location, Trip Start/End Dates/Times, or specific Stop details. The system confirms the updates, ensuring drivers get the latest information.
• Sharing Trip Progress with a Client: A key client wants to track their high-value shipment. Instead of constantly calling them, you can find the trip, click the three dots, select "Share", and send them the generated link. They can then view the pick-up/drop-off locations and a live map overview without needing to log into the system.
• Reviewing Past Deliveries for Performance Analysis: At the end of the month, you want to analyze delivery performance. You go to the "Completed" tab, use the Export option to download an Excel file of all completed trips, which includes details like trip duration, distance, and historical ETA.
• Re-scheduling a Frequent Trip: You have a daily route that needs to run again next week. Instead of creating it from scratch, you navigate to the "Completed" tab, find the trip, click the three dots, and select "Repeat". The system confirms the repetition, saving you valuable setup time.

What to Expect

When you use the Trip Management module, you can expect:

• Clear Trip Overview: Upon clicking the "Trip" brown box, you'll see a clear display of your Planned, Unplanned, and Completed trips.
• Accurate Search Results: When you search by Trip Name, Driver Name, or Contact Number, the system will quickly display all relevant trip information.
• Comprehensive Trip Details: Clicking "View" on any trip will take you to a detailed page showing Map Overview, Order Summary (including Trip Activity, Schedule ETA, and Actual ETA), Stop List (with Stop Name, Merchant Name, Order Number, Stop Code, Duration, and ETA), Vehicle details (ID, Type, Current Location, Status), Driver information (name, vehicle number, start/end times), and Vehicle Assistant details.
• Successful Trip Creation: After filling out the required fields and submitting, a new Dispatch Trip will be successfully created and available in your trip list.
• Seamless Editing: The "Edit" button will be present for valid trips, allowing you to modify trip details. Changes to fields like Start Location, End Location, Trip Start Date, Trip End Date, Trip Start Time, Trip End Time, Days, and "Add To Point Of Interest" will be saved and reflected accurately. The vehicle assistant's name will also display correctly when editing.
• Reliable Data Export: The "Export" button will be visible and clickable, offering options to download trip or stop details in PDF and Excel formats. If there's no data to export, you'll receive a clear "No data to export" message.
• Responsive Calendar and Time Selection: The calendar will allow correct date selection (past dates disabled), and the time picker will enable accurate start and end time selection, with proper validation.
• Correct Map Functionality: The map view for trips and stops will allow you to zoom in/out and enter fullscreen mode.
• Successful Trip/Stop Removal: After confirming a "Delete" action, the selected trip or stop will be permanently removed from the system.
• Effective Trip Sharing: A unique, shareable link will be generated, allowing recipients to view trip details (including map and locations) without needing login credentials.

4. Visual Elements & Supporting Information

Screenshots

This section provides visual references for the key interfaces within the Trip Management module.

Trip Routes Details View

Stop Tab Details View

Update Stop Details Edit

Remove Stop Delete Confirmation

Trip Unplanned View

New Trip Create

Trip Tab Details View (Planned/Unplanned/Completed)

View Dispatch Trips

Remove Trip Delete Confirmation

Trip Share Link

Trip Update Edit

Trip Planned View

Repeat Trip Confirmation

Trip Completed View

Field Validation Table

This table outlines the key input fields you'll encounter in the Trip Management module, particularly during trip creation, editing, and filtering.

Field Name	Mandatory	Field Type	Data Type	Field Size	Is Editable	Description
Trip Name	Yes	Text	String	Varies	Yes	A unique name to identify the trip.
Driver Name	Yes	Text/Dropdown	String	Varies	Yes	The name of the driver assigned to the trip.
Vehicle Name/ID	Yes	Text/Dropdown	String	Varies	Yes	The specific vehicle assigned for the trip.
Contact Number (Filter)	No	Text	Number	10-15 digits	Yes	Used to filter trips by an associated contact number.
Email Address (Filter)	No	Text	String	Varies	Yes	Used to filter trips by an associated email address.
Trip Date (Filter)	No	Calendar/Date	Date	N/A	Yes	Filters trips based on a selected date.
Trip Start Date	Yes	Calendar/Date	Date	N/A	Yes	The scheduled start date for the trip.
Trip End Date	No	Calendar/Date	Date	N/A	Yes	The scheduled end date for the trip.
Trip Start Time	Yes	Time Picker	Time	N/A	Yes	The scheduled start time for the trip.
Trip End Time	No	Time Picker	Time	N/A	Yes	The scheduled end time for the trip.
Start Location	Yes	Text/Search Box	String	Varies	Yes	The origin point of the trip.
End Location	Yes	Text/Search Box	String	Varies	Yes	The final destination of the trip.
Trip ID (Search)	No	Text	String	Varies	Yes	Filters trip routes by a specific Trip ID.
Distance From Customer (Km)	No	Text	Number	Varies	Yes	Filters trip stops by their distance from the customer in kilometers.
Pick-Up Point Code (Search)	No	Text	String	Varies	Yes	Filters trip stops by a specific pick-up point code.
Pick-Up Point Priority (Search)	No	Text/Dropdown	String/Number	Varies	Yes	Filters trip stops based on their priority level for pick-up.
Pick-Up Point Trip (Search)	No	Text	String	Varies	Yes	Filters trip stops by a specific pick-up point name or identifier.
Add To Point Of Interest	No	Checkbox	Boolean	N/A	Yes	Designates a stop as a point of interest (Yes/No).
Stop Name	Yes	Text/Search Box	String	Varies	Yes	The name of a scheduled stop on the trip.
Days (for recurring trips)	No	Checkboxes	Boolean	N/A	Yes	Allows selection of specific days for recurring trips (e.g., Mon, Tue, Wed).
Vehicle ID (Display Only)	N/A	Text	String	Varies	No	Identifier for the vehicle.
Vehicle Type (Display Only)	N/A	Text	String	Varies	No	Type of vehicle assigned.
Current Location (Display Only)	N/A	Text	String	Varies	No	Real-time location of the vehicle.
Trip Status (Display Only)	N/A	Text	String	Varies	No	Current status of the trip (e.g., In Progress, Completed).
Vehicle Assistant Name (Display Only)	N/A	Text	String	Varies	No	Name of the vehicle assistant assigned to the trip.

5. Summary & Benefits

The Trip Management module is an essential tool for anyone overseeing vehicle operations. It empowers you to move beyond manual processes and gain complete control and visibility over your fleet's journeys.

By utilizing this module, you gain the ability to:

• Plan Smarter: Define precise routes and schedules that minimize travel time and maximize efficiency.
• Operate More Efficiently: Assign the right resources (vehicles, drivers) to each task, reducing idle time and optimizing workloads.
• Monitor in Real-Time: Stay informed with live updates on every trip, allowing for quick reactions to any deviations or issues.
• Reduce Costs: Achieve significant savings on fuel and operational expenses through optimized route planning.
• Improve Customer Satisfaction: Ensure timely deliveries and transparent communication with shareable trip updates.
• Build a Knowledge Base: Maintain a robust history of all trips, enabling informed decision-making and continuous improvement based on past performance.

In essence, Trip Management transforms complex logistics into a smooth, manageable process, ultimately saving you time, money, and providing the confidence that your fleet operations are running at their best.