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Run the pickups board

Mark each collection as done or missed, watch the deadlines and keep the people we tell up to date.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers and admins. The DSL can look at the board but not change it. A collection that is marked can email the school.

Steps

  1. Open Pickups. It opens on Today. Use the day buttons to look three days either way.
  2. Check the countdown for the next deadline, and the counts for collected, outstanding, not collected and Overdue.
  3. Use the filters to narrow the list by status, mentor, school or time of day.
  4. When a young person has been collected, press Mark collected on their card.
  5. If they were not collected, press Not collected. Choose the reason and, if asked, say what happened.
  6. If a card says No notify target, press Who we tell and add the school.
  7. If an email could not be sent, read the message on the card and press Continue.

If it goes wrong

  • If the board is empty, no session is booked that day. Book it in Scheduling and it will appear.
  • If a card cannot be saved, the message says why. Try again, or open the session from its link.
  • If you have no buttons on a card, you can look but not decide. Ask a manager or an admin.

How it links together

The board lists the day's booked sessions from Scheduling. Stamping a card records the outcome on the session and can email the school. Registers and the attendance emails page read it.

From pickup to registerOne stamp feeds several places.
  1. BookedOn Scheduling
  2. StampedCollected or not collected
  3. School toldIf one is linked
  4. RegisterAttendance grid

What the board is

It is the day's collection list. Each card is one session: the young person, the time, the mentor, the pickup place and who gets told.

The countdown at the top follows two deadlines in London time: 9:30 in the morning and 1:30 in the afternoon. It turns amber and then red as a deadline nears.

Marking a collection

Mark collected stamps the card and emails the contacts linked to that young person, such as their school. If nobody is linked, you are asked to confirm first.

Not collected asks why. The reason sets the outcome of the session. You may be asked whether you saw the young person that day, and for a few words on what happened.

Once a card is stamped it is locked. Open the session from its link if something needs correcting.

Who we tell

Who we tell lists the schools, local authorities and others who receive these emails. You can add one, mark it inactive, or edit it, if your role allows.

A card with No notify target has no one linked. Add the organisation and link it to the young person so the next email goes.

Seeing what was sent

Attendance emails opens today's emails, with anything that failed or is overdue. The attendance guides explain that page.

Filters and the map

Filter by status, mentor, school and time of day. The map toggle shows the pickups on a map.

Questions people ask

Why is the board empty?

No session is booked on that day. Book it in Scheduling and it will appear on the board.

What happens when I press Mark collected?

The card is stamped and the school or other contacts linked to the young person are emailed.

Can I undo Mark collected?

Not from the board. A stamped card is locked. Open the session from its link to correct it.

What does No notify target mean?

Nobody is linked to receive the email. Add them under Who we tell and link them to the young person.

Why can't I see the Mark collected button?

You can look but not decide. Only managers and admins can stamp a card.

Can I look at yesterday or tomorrow?

Yes, three days either way. Use the day buttons beside Today.