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Email Notifications from the Travel Tracker

 Emails from the Travel Tracker:

(Note - a document is also attached below in Word format with the same information)


Description
Agent Name
Who receives email
The trip submitter receives an email when the trip has been completely approved
NotSubApp
Trip submitter
 The trip submitter gets an email if an auto-assigned vehicle (such as a car) is requested and no vehicles are available. NotSubNoVeh  Trip submitter
 The trip submitter gets an email when all vehicles for their trip have been assigned.  NotSubAssn  Trip Submitter
 Notify the bookkeeper when a third party payment has been requested from a trip at their school.  This will be sent once the trip is approved. This email is only sent if turned on in this option in the Configuration/Other Setup Decisions:

The finance contact is also notified if this option is turned on:

 Not3rdParty  Bookkeeper (person responsible for payment on the location table).  Also finance contact if option is turned on.
 Notify the bookkeeper when a third party payment has been requested - reminder sent 2 days before the trip.
This email is only sent if turned on in this option in the Configuration/Other Setup Decisions:

The finance contact is also notified if this option is turned on:

 Not3rdParty2days  Bookkeeper. Also finance contact if option is turned on.
 Notify the next approver in the approval process that the trip needs to be approved.  This is sent to the first approver as soon as the trip is requested.  As each approver approves the trip, the next approver is notified.
 NotApp  The next trip approver
 Reminder to the next approver if the trip if less than 5 days out.  NotApp5days  The next trip approver
 Notification that a trip has been cancelled.  All approvers in the  loop of the trip are notified.  Child nutrition is also notified if students were marked to be out during lunch.  NotCancelSts  All approvers for the trip and CN if needed.
 Notification that a trip has been cancelled is sent to any drivers that were assigned to that trip.
 NotCancelStsDrvr Driver assigned to drive on the trip
 Notification of upcoming charter trips is sent to the person designated to remind them to assign a mechanic to inspect the charter bus.  NotCharter The person listed under Configuration/Administration Options/ Person to be notified of charter trips for inspection
 Notification to the charter company assigned to a trip is sent to the contact listed in that particular charter company entry on the setup table.  This is sent only if the option to send this email is turned on under the Other Setup Decision notification section.  This email is sent only if turned on in the Configuration/Other Setup Decisions:

 NotCharterCo The contact listed on the charter bus setup table
 Notification is sent to the CN contacts for the requesting location if the trip indicates that students will be out over the lunch period.  It may also indicate that bagged lunches are requested if this is indicated as well.  NotCN Child Nutrition contact(s) listed on the location table for the requesting location.
 Reminder to CN contacts 2 days prior to the trip if students are to be out over the lunch period.
 NotCN2days  Child Nutrition contact(s) listed on the location table for the requesting location.
 Notification that a trip has been denied by the Central Office approval level (board approval level)
 NotCOAppDen  All prior approvers listed on the trip as well as the trip submitter.
 Notification that a trip has been denied by the High Mileage/Curriculum approval level.
 NotCurrAppDen  All prior approvers listed on the trip as well as the trip submitter.
Notification to the rental company/dealership assigned to a trip is sent to the contact listed in that particular rental/dealership company entry on the setup table.  This is sent only if the option to send this email is turned on under the Other Setup Decision notification section. This email is sent only if turned on in the Configuration/Other Setup Decisions:

 NotDealer The contact listed on the rental/dealership setup table for the selected rental company or dealership.
 Notify the driver when assigned to drive on a trip.  This will only be sent if the notification option is turned on in the Configuration/Other Setup Decisions.

 NotDrvr  The driver assigned
 Notify the driver assigned to drive a trip via a text message.  This will only be sent if the notification option to send a text is turned on in the Configuration/Other Setup Decisions.  The driver table must also be set to include the driver cell phone number AND the cell phone provider.
 NotDrvrTxt  The driver assigned
Notification that a trip has been denied by the funding approval level.  NotFndAppDen
 All prior approvers listed on the trip as well as the trip submitter.
 Notification that a trip has been denied by the location level approver.
 NotLocAppDen  All prior approvers listed on the trip as well as the trip submitter.
 Notification that the trip needs to have mileage entered.  NOTE:  This is sent to the submitter only.  This is only sent if the option under Configuration/Other Setup Decisions:

 NotNeedMileage  Trip submitter.
 Notification that a trip has been denied by the Out of County Approver
 NotOOCAppDen  All prior approvers listed on the trip as well as the trip submitter.
 Notification that a trip has been rescheduled.  NotRescheduleSts  All prior approvers listed on the trip as well as the trip submitter.  CN is also notified if students were scheduled to be out over lunch
 Notification is sent to funding approvers who have outstanding invoices to be paid.  This email is only sent once a week - Mondays at 8:15 AM.
 NotSendPaymentFnd  Funding approvers who have outstanding invoices ready to be paid.
 Notification is sent to bookkeepers who have outstanding invoices to be paid. This email is only sent once a week - Mondays at 8:15 AM.  The bookkeeper is listed on the location table as the person responsible for payment.  This email is only sent if the setting is turned on in the Configuration/Other Setup Decisions:

 NotSendPaymentLoc  Bookkeepers who have outstanding invoices ready to be paid.
 Confirmation email when a user submits a support ticket.
 NotSupportSub  Person who submitted a support ticket
 If comments about a vehicle are entered on a vehicle assignment, the person in transportation designated to get these emails will receive and email with the comment.

 NotVehCom  Person designated on the Admin option to receive vehicle comments (in transportation)
 Notification that a vehicle needs to be assigned to a trip.  This is sent to the designated vehicle owner (based on the location setup table and the order of routing of vehicles).  This email is sent as soon as the trip is approved.

This email is sent as soon as the trip is approved. This email is only sent if this option is turned on in the Configuration/Other Setup Decisions:

 NotVehOwn  Person responsible for assigning the vehicle (based on the location)
 Reminder to assign vehicles if the trip is within 5 days and vehicles have not been assigned.  NotVehOwn5days  Person responsible for assigning the vehicle (based on the location)
 Notification that a trip has been denied by the Yellow Bus Approver.
 NotYBAppDen  All prior approvers listed on the trip as well as the trip submitter.
     



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