Create Automatic Travel Appointments (WebABA Pro & Group)

  Permissions: Your organization must activate the subscription for Automatic Travel Appointments.  

When you are traveling between client appointments, the Travel Appointments feature will automatically calculate your mileage and drive-time based on the distance between appointment locations. Travel appointments track travel and drive time to calculate amounts owed to staff  members. These totals will display on your Payroll Report. 

[Create Travel Appointment] [Not Enough Drive Time In Between Appointments]
[Create Travel Appointments for Recurring Appointments]
[Not Enough Drive Time Between Recurring Appointments]
[Client Portal Appointment Confirmation Page & Travel Appointments]

Create Travel Appointment  

To create a travel appointment, enter an appointment after an existing appointment. A travel appointment is created between the appointments so you can automatically calculate your mileage and drive time between the appointment locations.  To see travel appointments on your calendar, select Show Travel Appointments at the top of the calendar page. 

NOTE: you also have the ability to manually enter appointments. These appointments are called Drive Time (System) appointments. 

1. Schedule a client appointment that follows an existing appointment. 
2. Select the destination location for the new appointment. 
   
   
   
   
3. A travel appointment is created to calculate mileage and drive-time based on the distance between the two appointment locations.
   
   
   

   NOTE: travel mileage and drive time will not calculate if appointments are scheduled in the same location or if there is not enough time scheduled to travel between the appointments. 

4. Click the Travel Appointment field to see the appointment information.
   
   • Event - Travel Appointment
   • Service Type - Drive Time System
   • Mileage - distance between appointment locations

Not Enough Drive Time In Between Appointments 

The system will let you know if you schedule an appointment that does not allow enough time to travel between the appointment locations. A pop-up window opens to alert you of this issue. 

1. Schedule a client appointment that follows an existing appointment
2. The scheduled time does not allow enough time to travel between the appointment locations.
3. A pop-up window opens and displays a message:  There is not enough Drive Time between appointments to create Travel Appointments. Do you want to continue to save the appointment?
   
4. Click Save to create the client's appointment.
   • A travel appointment will not be created.
5. Click Cancel to close the pop-up window.
   • The client appointment and the travel appointment will not be created. 
     

NOTE: to resolve this issue, adjust the times between the appointments, then follow the steps above to create a travel appointment.

Create Travel Appointments for Recurring Appointments.

1. Create a series of recurring appointments. 
   
2. A travel appointment will be created between all appointment locations in the recurring series.
   
   
   

   NOTE: Travel mileage and drive time will not calculate if appointments are scheduled in the same location or if there is not enough time scheduled to travel between the appointments. 

3. Click the Travel Appointment field to see the appointment information.
   
   • Event - Travel Appointment
   • Service Type - Drive Time System
   • Mileage - distance between appointment locations
     

Not Enough Drive Time Between Recurring Appointments

1. Create a series of recurring appointments.
2. The scheduled time does not allow enough time to travel between the appointment locations in the series.
3. A pop-up window opens and displays a message:  There is not enough Drive Time between appointments to create Travel Appointments. Do you want to continue to save the appointment?
4. Click Save to create the client's appointment.
   • A travel appointment will not be created.
5. Click Cancel to close the pop-up window.
   • The client appointment and the travel appointment are not created.
       

NOTE: to resolve this issue, adjust the times between the appointments, then follow the steps above to create travel appointments for the recurring series.

Client Portal Appointment Confirmation Page 

Travel appointments are also created when you confirm appointments created by your clients. Simply confirm the appointment and the travel appointment will be created. If there is not enough travel time between the appointments, click the Save or Cancel button as described above.