Creating a trip

Use the Create Trip button at the top of the sidebar to book a trip from anywhere in ZeitRide. The New Trip slideout opens with everything you need for a one-time or recurring booking.

Steps

1. Click Create Trip in the sidebar.
2. Member — search and select the rider. If they don't exist yet, click New member to add them without leaving the form; click Edit member to fix their profile inline.
3. Funding Source — choose Private Pay or Payer. If you pick Payer, select the payer (brokers, facilities, and other payers you've set up under Settings).
4. Optionally set a Facility — this fills the trip's empty dropoff (and return-leg pickup) with the facility's address — and a Level of service (optional) if your company uses seat types.
5. Review Service details — these default from the member and can be overridden for this trip: Mobility type, Service type (optional), Attendants needed, Additional passengers, and toggles for Infectious disease, Oxygen required, and Avoid multiloading.
6. Schedule — choose One-time (pick a Date, with quick chips for Today, Tomorrow, In 1 week) or Recurring (weekly) (see Recurring trips).
7. Fill in Leg A: Pickup address (+ Pickup unit), Dropoff address (+ Dropoff unit), and the trip time (see below).
8. Optionally assign a driver in Driver & vehicle (optional) — the vehicle follows the driver's schedule for that date. You can also leave it unassigned and assign from the Dispatch board later.
9. Add a return leg if needed: click Add return trip and fill in Leg B.
10. Add Notes (optional) — special instructions for the driver. The driver sees exactly what you type here as a blue Notes link on their trip card in the driver app.
11. Click Save trip.

Notes on broker-fed trips

For trips that arrive from your broker, ZeitRide automatically folds the broker's special-needs and instructions fields into the same Notes the driver sees — there's no separate "broker notes" the driver has to know to look for. If your office edits the Notes field on one of these trips, that edit always wins: it's kept as-is through the broker's normal refreshes, so a dispatcher's correction never gets silently overwritten by the next sync.

How trip times work

Each leg is anchored by exactly one time — enter whichever one you actually know:

• Scheduled Pickup Time — you set when the driver should arrive; the estimated dropoff is calculated for you.
• Appointment Time — you set when the member must be at the destination; ZeitRide back-calculates the pickup time from live traffic (the pickup field switches to Estimated pickup time). While it calculates you'll see "Estimating drive time from traffic…".
• Will Call — check the Will Call box when the return time is unknown (typical for return legs after an appointment). This clears both times and the trip waits in the Will Call queue until you dispatch it. See Will-call trips.

These three are mutually exclusive — setting one clears the others. If none is set, saving fails with "Add a pickup time or appointment time, or mark it Will Call."

Tip: For appointment-anchored trips, a blank scheduled pickup on reports is by design — the appointment is the anchor and the pickup estimate updates with traffic.

After saving

The trip appears in the Trip List for its date and, if unassigned, in the Unassigned pool on the Dispatch board. A success message confirms how many trips and stops were created.

Editing a trip

Open Trip List, find the trip row, and choose View / edit details from the row actions menu. The Edit Trip slideout mirrors the New Trip form. From there you can also Archive a trip (removes future stops, keeps past history) or Delete it permanently. Trips that came from a broker are not editable this way — their addresses and times belong to the broker.

Duplicate trip warning

If your company enables Settings → Company → Duplicate trip warning, creating a one-off trip that looks like an existing booking for the same member on the same day — same addresses, or times within 15 minutes — shows a review prompt before saving. You can always confirm and create it anyway; the prompt just catches accidental double-entry.

Hiding the Service type field

If your company runs a single assistance model, a company admin can turn the optional Service type selector (curb-to-curb, door-to-door, …) off under Settings → Company → Service type selector. The field disappears from the New Trip, Edit Trip, and member forms; values already saved on past trips are kept, and service levels supplied by your broker are unaffected.

Related: Same-day NEMT trip scheduling