How to Schedule a Voyage Manually

To manually schedule a voyage, the Transport Coordinator selects approved passenger and delivery requests, chooses a start date and time, and sets the pickup and drop-off order (ensuring a drop request is not scheduled before its corresponding pickup). A suitable vehicle is then allocated from the available options, with the system checking for sufficient seating capacity for passenger requests. Vehicles are filtered based on their availability and registered working schedule. If no vehicle is available at the selected time, the coordinator can temporarily adjust the vehicle's schedule, but only for time and location changes. The manual scheduling process allows up to 25 requests per vehicle, with one vehicle scheduled at a time.

1.1: Permissions and Roles Required:

Transport Coordinator: Manage voyages, create voyages manually or automatically, and receive notifications.

1.2: When to Use Manual Scheduling :

For urgent ad hoc requests that need immediate handling
When assigning a specific vehicle or driver is necessary
When combining both passenger and delivery requests based on specific routes
For testing, training, or manually piloting a new route

1.3: Manual Scheduling Workflow:

Click the “+” (Add Voyage) Button
- You’ll be prompted to choose between Manual Scheduling or Automated Scheduling.
- Select “Schedule Manually.”
Select Voyage Type
- Choose whether the voyage will include:
  1. Passenger Requests
  2. Delivery Requests
  3. Or both, based on available unallocated requests
Choose Vehicle and Driver
- Select an available vehicle based on:
  1. Vehicle type (passenger or delivery)
  2. Capacity (seats or cargo volume/weight)
  3. Assign a driver from the system’s driver pool.
Add Requests to the Voyage
- Use the filters to find un-allocated requests:
  1. Time window
  2. Employee or Package
- Select the appropriate requests to be included in the voyage
Configure Route
- Manually arrange the sequence of pickups and drop-offs for
  1. Passengers (based on optimal travel order)
  2. Packages (based on delivery path)
- The map will update in real time to reflect the route
Review and Confirm
- Double-check vehicle, driver, requests, and route order.
- Once satisfied, click “Allocate” to finalize.
Post-Creation Actions
- Notifications are sent to all included requesters.
- Voyage will appear in the Scheduled Voyages tab.

1.4: Schedule Voyage form-Field Definition:

In Step 1 of Manual Voyage Scheduling, the Transport Coordinator selects which approved passenger or delivery requests will be included in the voyage. This step is crucial for defining what the voyage will serve.
Only requests that are:
- Approved
- Not already allocated to another voyage
- Are within a similar date/time window
  will be shown in this step.
A single voyage can include up to 25 requests only (combined total of passenger and delivery requests).
If more than 25 requests are required, the coordinator should schedule an additional voyage.
Once requests are selected, proceed to Step 2: Vehicle Selection to assign a suitable vehicle based on availability and capacity.

📌Important Notes when allocating requests:

Only approved and un-allocated passenger or delivery requests are eligible for scheduling.
Check that all selected requests fall within similar time windows — combining requests with widely different times can lead to scheduling conflicts.

Ensure pickup and drop locations are geographically aligned to avoid illogical routing.
Ensure pickup and drop locations are geographically aligned to avoid illogical routing.
Use comments when declining a request to communicate the reason to the employee.
Once the voyage is created, all included employees will receive a notification stating that their request has been scheduled

1.5: Available Vehicles Table field Definition:

After selecting and allocating requests in Step 1, the Transport Coordinator proceeds to Step 2, where they must select a suitable vehicle to serve the voyage. This step ensures that the selected vehicle:

Is available during the selected voyage time
Supports the correct service mode (Passenger or Delivery)
Meets all capacity requirements based on the selected requests

Vehicles will appear only if the selected voyage date matches the working days configured for the vehicle.

Working days are configured by Admins during vehicle registration.

If a vehicle is already allocated to a voyage that overlaps with the current voyage’s timing:
- It will still appear in the list, but with a ⚠️ warning symbol (exclamation mark).
- This indicates a potential schedule conflict, not a hard restriction.

➤ How the Coordinator Can Handle This:

Click the edit button for that vehicle vehicle to open an availability adjustment pop-up.
The system will display:
- The estimated end time of the previously assigned voyage.
- A suggestion to update the available time window for the vehicle to fit the new voyage.
The coordinator may then:
- Update the time window for just this voyage.
- Proceed with assigning the vehicle, based on operational flexibility.
In Step 2, the voyage date and time are locked based on Step 1 selections.
If timing changes are needed, the coordinator must go back to Step 1 and adjust the request set or the schedule.

📌Important Notes when selecting a vehicle and confirming the voyage:

Vehicles are shown based on their configured working days.
Each vehicle may have one or more time slots configured for its working day.

If a vehicle is already allocated to another voyage that overlaps with the current voyage time, it will:
- Still be shown in the vehicle list.
- Be marked with an ⚠️ exclamation mark to indicate a time conflict.
The start and end time of the voyage are locked in this step.
Once a vehicle is selected, the system validates:
- Seat count only for passenger requests.
- Weight, volume, and dimension limits only for delivery requests.
If the selected requests exceed vehicle capacity:
- A warning message will be displayed.
- The coordinator must either select a different vehicle or remove some requests.

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