Documentation

Creating and Managing Transport Requests

As a moderator, you have the ability to create, view, and update transport requests for your organization. This guide covers everything you need to know about managing transport requests effectively.

Moderator Permissions

As a moderator in your organization, you have the following permissions for transport requests:

  • Create new transport requests
  • Read/View all transport requests in your organization
  • Update existing transport requests (status, details, animals, etc.)
  • View and Assign organization members and volunteers

Creating a New Transport Request

1. Accessing the Request Form

Navigate to your organization's transport request form:

  • Go to /app/[your-organization]/new-request
  • Or use the "New Request" button in your organization dashboard

2. Required Information

When creating a transport request, you'll need to provide:

Basic Request Details

  • Organization: Automatically filled with your current organization
  • Date Needed By: When the transport needs to be completed
  • Flexible Date: Toggle if the date can be adjusted
  • Starting Address: Pickup location for the animals
  • Ending Address: Destination for the animals
  • Additional Details: Any special instructions or notes

Animal Information

  • Animals: Select existing animals from your organization or create new ones
  • Animal Details: Each animal requires:
    • Name
    • Type of animal (Dog, Cat, etc.)
    • Age
    • Gender
    • Weight (optional)
    • Breed (optional)
    • Medical needs (optional)

3. Adding Animals to a Request

You can add animals to your transport request in two ways:

Option A: Select Existing Animals

  • Choose from animals already in your organization's database
  • Animals are displayed with their key information
  • Multiple animals can be selected for group transport

Option B: Create New Animals

  • Click "Add New Animal" in the animal selector
  • Fill out the animal form with required information
  • The animal will be saved to your organization and added to the request

4. External Visibility

You can choose whether to make the request visible to volunteers outside your organization:

  • Allow External Visibility: Other organizations' volunteers can see and volunteer for this request

Managing Existing Transport Requests

Accessing Transport Details

Once a request is created, you can manage it through the Transport Details page:

  • Navigate to /app/[your-organization]/transport-details?id=[request-id]
  • Or click "Edit Request" from the organization's transport request list

Request Status Management

As a moderator, you can update request statuses:

Available Status Options:

  • PENDING: Initial status, awaiting approval or action
  • APPROVED: Request has been approved and is ready for volunteer assignment
  • FINALIZED: Route planning is complete, ready for transport
  • COMPLETED: Transport has been successfully completed
  • CANCELLED: Request has been cancelled

Updating Status:

  1. Click the edit icon next to the current status
  2. Select the new status from the dropdown
  3. Click the save button to confirm

Editing Request Information

You can modify various aspects of transport requests:

Editable Fields:

  • Date and Time: Update the needed-by date and start time
  • Addresses: Modify pickup and destination locations
  • Animals: Add or remove animals from the request
  • Details: Update additional information or instructions
  • Internal Notes: Add private notes for organization members

How to Edit:

  1. Click the edit icon next to any editable field
  2. Make your changes
  3. Click save to confirm, or cancel to discard changes

Managing Animals in Requests

Adding Animals:

  1. Click "Edit Animals" in the Transport Details
  2. Select additional animals from your organization
  3. Or create new animals using the animal form
  4. Save changes to update the request

Removing Animals:

  1. In the animal editing mode, deselect unwanted animals
  2. Save changes to update the request

Route Planning and Volunteer Management

Creating Transport Routes

For complex transports, Transfur provides intelligent multi-leg route planning:

  1. Access Route Planning: Navigate to the Transport Route section
  2. Set Route Preferences:
    • Max Time Per Leg: Choose your preferred maximum leg duration (60-240 minutes)
    • Minimum Leg Duration: Automatically enforced at 45 minutes to prevent inefficient short legs
  3. Generate Route Options: Click "Load Fastest Route" to see multiple route alternatives:
    • Recommended Route: Optimal balance of safety, efficiency, and volunteer convenience
    • Fewer Stops Route: Longer legs (up to your max) for experienced volunteers
    • More Stops Route: Shorter legs (60-75 minutes) with more frequent handoffs
  4. Review Meeting Points: All handoff locations are verified to have amenities:
    • Gas stations, rest areas, or truck stops
    • Full street addresses with business names
    • Confirmed safe locations for animal transfers
  5. Select and Save: Choose your preferred route and save it to the transport request

Advanced Route Management

Route Visualization:

  • Interactive Map: See all route options displayed on an interactive map
  • Color-Coded Markers:
    • 🟢 Green: Starting location
    • 🔴 Red: Final destination
    • 🟠 Orange: Handoff/meeting points
  • Route Details Panel: View duration, distance, and number of segments for each option

Route Optimization Features:

  • Smart POI Selection: Algorithm automatically finds safe meeting points along the route
  • Alternative Routes: Always provides multiple options to choose from

Managing Route Legs:

  • Edit Individual Legs: Adjust start/end points for specific segments
  • Leg Duration Display: See exact travel time for each segment
  • Meeting Point Details: Full address and amenity information for each handoff
  • Save Route Configuration: Selected routes are saved with the transport request

Managing Handoff Points

The handoff management system ensures smooth transitions between volunteers at meeting points:

Handoff Point Details:

Each handoff point includes comprehensive information:

  • Full Address: Complete street address with business name
  • Amenities Available: List of available services (gas, food, restrooms, parking)
  • GPS Coordinates: Exact location for navigation apps
  • Estimated Arrival Time: Based on route calculations
  • Volunteer Assignments: Shows which volunteers are handling legs before/after this point

Setting Up Handoff Points:

  1. Automatic Generation: When you select a route, handoff points are automatically determined
  2. Safety Verification: All points are verified to have amenities - no unsafe locations
  3. Manual Adjustment: You can edit individual handoff points if needed:
    • Click "Edit" on any handoff point
    • Search for alternative nearby locations
    • System will verify the new location has amenities
    • Save to update the route

Using the "Suggest a Place" Feature:

  1. Access the Feature: Click "Suggest a Place" button in the handoff points section
    • The system will search for matching locations
    • Results show full addresses and business types
  2. Select Your Suggestion:
    • Choose from the search results
    • The system automatically fills in the complete address
    • Amenities are detected based on the business type
  3. Add to Route:
    • Click "Save"

Handoff Instructions:

For each handoff point, you can add:

  • Meeting Instructions: Specific details about where to meet (e.g., "Meet at the gas pumps")
  • Contact Information: Phone numbers for volunteers at this handoff
  • Special Notes: Any location-specific information (e.g., "Parking in back")
  • Time Windows: Flexible arrival times if schedule allows

Managing Handoff Logistics:

  • Volunteer Communication: All assigned volunteers can see handoff details
  • Real-Time Updates: Changes to handoff points notify affected volunteers
  • Documentation Requirements: Set photo/paperwork requirements for each handoff
  • Emergency Contacts: Quick access to backup volunteers if issues arise

Using the Handoff Points Interface:

The handoff points are displayed in a clear, organized interface:

  1. Visual Timeline: See all handoff points in order with connecting lines
  2. Location Cards: Each handoff shows:
    • Business name and full address
    • Amenities available (icons for gas, food, restrooms)
    • Assigned volunteers for legs before/after
    • Edit and delete options
  3. Add New Handoffs: Click "+" between existing points to add additional stops
  4. Reorder Points: Drag and drop to rearrange handoff sequence
  5. Bulk Actions: Update multiple handoff instructions at once

Best Practices for Handoff Management:

  • Verify Accessibility: Ensure locations are easy to find and have adequate parking
  • Set Clear Instructions: Be specific about meeting spots at large locations
  • Buffer Time: Allow 10-15 minutes at each handoff for paperwork and animal transfer
  • Backup Plans: Have alternative meeting points identified for each handoff
  • Communication Protocol: Establish check-in procedures for each handoff

Volunteer Coordination

Viewing Available Volunteers:

  • See volunteers who have indicated availability for transport
  • View volunteer details including location, experience, and equipment
  • Check volunteer ratings and previous transport history

Assigning Volunteers:

  1. Click "Add Volunteer" in the Transport Details
  2. Select from available volunteers
  3. Choose assignment type:
    • Entire Route: Volunteer handles the complete transport
    • Specific Legs: Assign volunteer to particular route segments
  4. Add any special instructions or requirements

Notifying Volunteers:

  • Use the "Notify Volunteers" button to alert nearby volunteers about transport opportunities
  • The system will email volunteers within a specified radius of the transport route
  • Track when notifications were last sent to avoid spam

Compliance and Documentation

Interstate Transport Requirements

For transports crossing state lines, additional compliance may be required:

Document Checklist:

  • Health certificates for each animal
  • Vaccination records
  • Interstate transport permits (if required)
  • Organization verification documents

Managing Compliance:

  1. Review the compliance checklist in Transport Details
  2. Upload required documents for each animal
  3. Mark requirements as complete when documentation is provided
  4. Generate transport manifest when all requirements are met

Transport Manifest

Once compliance requirements are met, you can generate a transport manifest:

  • Contains all necessary information for the transport
  • Includes animal details, route information, and volunteer assignments
  • Required for interstate transports
  • Can be printed or saved as PDF

Best Practices for Moderators

Route Planning Best Practices:

  1. Choose Appropriate Leg Durations:
    • 60-90 minutes for most volunteers
    • 90-120 minutes for experienced drivers
    • Consider traffic and time of day
  2. Review Meeting Points: Verify each handoff location makes sense and is easily accessible
  3. Save Preferred Routes: Once you find a good route configuration, save it for future use
  4. Use Multiple Options: Generate and compare different route options before deciding

Request Creation Tips:

  1. Be Specific: Provide detailed pickup and delivery instructions
  2. Plan Ahead: Create requests with adequate lead time for volunteer coordination
  3. Complete Animal Information: Ensure all animal details are accurate and complete
  4. Clear Communication: Use the additional details field for special requirements

Management Guidelines:

  1. Regular Updates: Keep request status current as situations change
  2. Prompt Communication: Respond quickly to volunteer inquiries
  3. Document Everything: Use internal notes to track important information
  4. Follow Up: Confirm completion and gather feedback after transports

Volunteer Coordination:

  1. Match Skills: Assign volunteers based on experience and animal needs
  2. Confirm Availability: Verify volunteer availability before assignment
  3. Provide Support: Be available to answer questions during transport
  4. Recognition: Acknowledge and thank volunteers for their service

Troubleshooting Common Issues

Route Planning Issues:

  • "No routes found within constraints": Try increasing the max time per leg setting
  • Only Single Route Returned: This usually means the total distance is under 45 minutes or there are no safe meeting points along the route
  • Missing Handoff Points: In rural areas, POIs may be scarce - consider longer leg durations
  • Route Not Generating: Ensure both pickup and dropoff addresses are valid and complete

Request Creation Problems:

  • Animals Not Loading: Check organization settings and refresh the page
  • Address Validation: Ensure addresses are complete and correctly formatted
  • Form Errors: Review all required fields and correct validation issues

Status Update Issues:

  • Permission Errors: Verify you have moderator permissions for the organization
  • Save Failures: Check internet connection and try again
  • Status Conflicts: Ensure status progression makes logical sense

Volunteer Assignment Problems:

  • No Available Volunteers: Consider expanding search radius or posting to external visibility
  • Assignment Conflicts: Check for scheduling conflicts with other requests
  • Communication Issues: Verify volunteer contact information is current

Getting Help

If you encounter issues or need assistance:

  1. Check Organization Settings: Ensure your moderator permissions are properly configured
  2. Contact Organization Admins: Reach out to organization owners or admins for help
  3. Review Documentation: Consult this guide and other help resources
  4. System Support: Contact technical support for platform-related issues

Summary

As a moderator, you play a crucial role in coordinating animal transport within your organization. By effectively using the transport request system, you can:

  • Create detailed transport requests with complete animal information
  • Manage request status and coordinate with volunteers
  • Plan efficient routes and handle compliance requirements
  • Ensure successful transport outcomes through proper organization and communication

Remember that successful transport coordination requires attention to detail, clear communication, and proactive management of both requests and volunteer relationships.