How to use Transport for car allocation

Overview

Team members can be allocated to hired cars using the Transport section in the EventR Coordinator Hub. This process is also know as Vehicle Allocation.

Add a car in the Hire/Rental Car Section

Create a car in the Hire/Rental Car section. Add optionally a driver if needed - this is if a team member is driving the car, and needs information about picking the car up.

A hire car named Red with Juan as a driver

Add a transport in the Transport Section

Before entering the Transport name, select Hire car as the Transport Type. This updates the Transport name with a list of available hire cars added in the hire car section. Complete rest of the form and add team members as passenger or drivers. Ensure you select a date range the people are expected to be in the vehicle. So if you want "John Smith" in Red car from 18th June to 20th June, create a Transport as below. Please note we've put a pick up and drop off location, but this is entirely optional if you just want to allocate them to the vehicle in general.

Select Hire Car option as the Transport type

Image displaying a list of available hire cars on the transport name input

Viewing Team Member Car Allocation In the EventR Team App

In the app, a team member can view their allocated car during the event on the home page as a transport card:

EventR Team App displaying A team member transport as allocated hire car named Red car

On the first day, the transport card shows the team members first Pick-up time and the last day shows team members final Drop-off time. In between days, the card shows All Day.

If you need to put the same people in the Blue car for June 21st to June 22nd, repeat the process to create a new Transport for those days with the blue car with those people.