If your organization syncs EZ Routing with EZ Activity Trips, some setup-table information is managed in EZ Routing. When a table or record displays a blue message indicating that it comes from EZ Routing Sync, make changes in EZ Routing rather than in EZ Activity Trips.
Schools and Locations
The Schools and Locations table contains schools, depots, vehicle locations, and other locations used throughout the application.
The table may display a red exclamation-point icon. This indicates that the location has been used in a trip and cannot be deleted. The far-right icons identify whether a location is a school, a vehicle location, or both.
Destinations
The Destinations table contains common destinations that requesters can select when planning trips.
A red exclamation-point icon indicates that a destination has been used in a trip request and cannot be deleted.
Prospective destinations
Select Show Prospective Destinations to review locations that requesters selected from Google instead of from the common-destination list. Select a destination to move it to Common Destinations or remove it from the prospective list. Select Show Destinations to return to the common-destination view.
Trip Types
Trip Types define the high-level categories used for trip requests, approvals, vehicle options, and cost calculations. Trip types are typically configured with an implementation specialist.
Cautions
Adding a trip type can affect approval levels, approvers, trip events, and rates.
After adding a trip type, confirm the approval levels and update the User List so the correct approvers can approve it.
A new trip type must have appropriate trip events before it can be used in the Request Form.
Contact the Support Desk before or after adding a trip type to confirm that related settings are complete.
Trip Events
Trip Events provide the specific activity or purpose within a trip type. Every trip type must have at least one event because the event is required in the Request Form.
Special Indicators
Special Indicators are optional labels that communicate information transportation staff should notice. They may appear on the driver sheet or driver’s ticket. Use short, clear labels for operationally relevant information, and confirm the display setting is enabled when requesters need to see them. Avoid duplicate indicators because they may appear on driver-facing documents.
Special Travel Needs
Special Travel Needs are optional transportation requirements shown in the transportation section of the request process, such as undercarriage storage or a monitor. Use specific descriptions that correspond to real vehicle or staffing requirements. Review the options with transportation staff and do not use this table for general comments.
Funding Sources
The Funding Sources table contains the sources available for trip-related financial tracking. Open an existing record to update it or select the blue plus button to add one. Use names and codes that match district finance terminology, coordinate changes with finance staff or the implementation specialist, and confirm whether the source uses budget codes. Because changes can affect reporting and invoices, use the related Help Center article or contact Support when configuration is unclear.
Budget Codes
Budget Codes provide additional financial classification for funding sources that use them. They are optional, so confirm that the associated funding source requires them before creating or changing records. Align codes with the district finance system and verify the format with finance staff because incorrect codes may affect invoices or reporting.
Vehicles
The Vehicles table contains buses and other vehicles used for trips.
Cautions
If the vehicle is synced from EZ Routing, make changes in EZ Routing.
A vehicle added in EZ Activity Trips does not appear in EZ Routing.
If the vehicle needs to be used for routing, add it in EZ Routing instead.
Vehicle Types
Vehicle Types define the categories available when setting up and assigning vehicles.
Approved Charter Agencies
Add approved charter companies with the charter-company name, contact name, email address, phone number, and address. Verify approval status and contact information, avoid duplicate records, and complete all required fields before saving.
Contractor Agencies
Use the blue plus button to add approved contractors and complete the fields presented in the form. Confirm approval status, follow district procurement requirements, keep contact information current, and avoid duplicate records.
Rental Agencies
Use the blue plus button to add rental agencies and complete the fields presented in the form. Verify contact information and availability, review outdated records, and follow district purchasing and rental-approval requirements before use.
Dealership Agencies
Use the blue plus button to add dealerships and complete the fields presented in the form. Use the official business name, keep contact information current, and confirm how dealership records are used before making them available to requesters or staff.
Drivers
The Drivers table contains driver records used for trip assignments and driver-related information.
Required fields
The driver’s name is required. Other information is optional.
Mechanics
The Mechanics table contains mechanics who may be notified about vehicle issues. The primary fields are the mechanic’s name and email address. Keep the list current and confirm that the related notification setting is enabled; adding a mechanic alone does not guarantee notifications.
Additional Invoice Costs
Additional Invoice Costs are reusable charges that can be configured in advance or added on an invoice. A predefined amount is optional. Use a default amount only when it is consistent; for variable costs such as tolls or parking, use zero so the amount can be edited on the invoice. Confirm the cost is appropriate before applying it.
Third-Party Payment Options
Configure the payment choices requesters may select, such as a mailed check, picked-up check, purchasing card, or credit card. The feature must be enabled in Settings. Use clear option names, align them with district finance procedures, and confirm who receives the notification and completes the payment. Enabling an option does not replace payment approval.
For questions about configuration, approval levels, funding sources, budget codes, or system settings, refer to the Help Center or contact the Support Desk.
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