Transit

Introduction

The Transit module provides a comprehensive system for managing participant travel arrangements and transit status within the Milexco platform. It enables exercise coordinators to effectively track, update, and manage inbound and outbound journeys for all participants, ensuring smooth transportation operations throughout an exercise.

Key Features

  • Comprehensive Transit Management: Track and manage inbound and outbound journeys for all participants.
  • Dynamic Status Updates: Real-time updates on participant transit statuses (Planning, En Route, Arrived, etc.).
  • Travel Method Integration: Support for various transportation methods (Air, Road, Rail, Sea).
  • Document Management: Attach and manage travel documents for participants.
  • Notification System: Automated notifications for transit status changes.
  • Dynamic Badge Indicators: Navigation badge that changes based on transit statuses that require attention.

Core Concepts

  • Transit Record: A comprehensive entry that contains all travel information for a participant, including travel methods, dates, times, and locations.
  • Transit Status: The current state of a participant's journey (Planning, Confirmed, En Route, Delayed, Arrived, Departed, etc.).
  • Inbound Journey: The participant's journey to the exercise location.
  • Outbound Journey: The participant's journey from the exercise location back to their origin.

Dynamic Navigation Badge

The Transit module features a navigation badge that changes based on the exercise timeline:

  1. Before Exercise Start:

    • Shows the count of transit records with "Scheduled" arrival status
    • Displays with a blue info color
    • Tooltip indicates "Scheduled arrivals"

  2. During Exercise (until 2 days before end):

    • Shows the count of transit records with "Arrived" status
    • Displays with a green success color
    • Tooltip indicates "Arrived participants"

  3. Last Days of Exercise (2 days before end to 2 days after end):

    • Shows the count of transit records with scheduled departures
    • Displays with a yellow warning color
    • Tooltip indicates "Scheduled departures"

  4. After Exercise (more than 2 days after end):

    • Shows the count of transit records with "Departed" status
    • Displays with a gray color
    • Tooltip indicates "Departed participants"

This dynamic badge system ensures coordinators always have visibility on the most critical transit activities based on the current phase of the exercise.

Managing Transit Records

Viewing Transit Records

To view transit records:

  1. Navigate to the Transit section from the main menu.
  2. The default view displays all transit records for the current exercise.
  3. Use the filters to narrow down records by:
    • Participant name
    • Transit status
    • Date range
    • Travel method
    • Direction (Inbound/Outbound)

[Placeholder for Screenshot of Transit Records List]

Adding Transit Records

To add a new transit record:

  1. Click the Add Transit Record button on the Transit page.
  2. Fill out the form with the required information:
    • Select the participant
    • Specify the direction (Inbound/Outbound)
    • Choose the travel method (Air, Road, Rail, Sea)
    • Enter departure and arrival details (location, date, time)
    • Attach any relevant travel documents
    • Set the initial transit status
  3. Click Save to create the record.

[Placeholder for Screenshot of Add Transit Record Form]

Updating Transit Status

To update a transit status:

  1. From the Transit Records list, find the record you want to update.
  2. Click the Update Status action button.
  3. Select the new status from the dropdown menu.
  4. Add any notes or additional information if required.
  5. Click Update to save the changes.

The system will automatically send notifications to relevant stakeholders based on the status change.

[Placeholder for Screenshot of Update Status Modal]

Editing Transit Records

To edit an existing transit record:

  1. From the Transit Records list, find the record you want to edit.
  2. Click the Edit action button.
  3. Make the necessary changes to the record details.
  4. Click Save to update the record.

{warning} Certain fields may be locked for editing once a transit record reaches specific statuses (e.g., Arrived, Departed).

Transit Statuses

Transit records can have the following statuses:

  • Planning: Initial status when a transit record is created but details are still being finalized.
  • Confirmed: All transit details have been confirmed with the participant and carriers.
  • Awaiting Documents: Transit is confirmed but travel documents are still pending.
  • Documents Received: All necessary travel documents have been received and verified.
  • Ready: All preparations are complete, and the participant is ready for travel.
  • En Route: The participant has begun their journey and is currently traveling.
  • Delayed: The journey has encountered a delay but is still expected to continue.
  • Cancelled: The transit has been cancelled and will not proceed.
  • Missing Documents: Required travel documents are missing, potentially affecting travel.
  • Arrived: The participant has arrived at their destination.
  • No Show: The participant didn't appear for their scheduled transit.
  • Completed: The transit record is complete with all arrival and departure information.

Notifications

The system sends automated notifications for various transit events:

  • Status Updates: Notifications when a transit status changes.
  • Upcoming Departures: Reminders for coordinators about participants with imminent departures.
  • Arrival Confirmations: Notifications when participants confirm their arrival.
  • Delay Alerts: Urgent notifications for delayed transits.
  • Document Requirements: Reminders for missing or incomplete travel documents.

Troubleshooting

Common Issues

  1. Missing Participant Information: Ensure all participant details are complete before creating a transit record.

  2. Document Upload Errors: Ensure documents are in supported formats (PDF, JPG, PNG) and under the file size limit.

  3. Status Update Restrictions: Some status transitions may not be allowed based on the current status (e.g., cannot move from "Cancelled" to "En Route").

  4. Notification Delivery: If notifications are not being received, check email configurations and spam folders.