Run an event with sign-ups and rides

A day trip has two moving parts: who's coming, and how the ones who can't drive get there. NestPoint keeps those in two tools on purpose — sign-ups live in Trips, rides live in Transportation. They don't talk to each other automatically, so the real skill is running both and carrying names from one to the other yourself. This walks the whole day, start to finish.

1. Set up the event in Trips

Open Trips and choose New Trip. Give it a Title and a Destination, set the Start date and End date, and add a Leave time and Return time if you know them. A Departure location helps everyone know where to gather.

Set a Capacity so the trip knows when it's full, and leave Allow waitlist on if you want extra names to queue instead of being turned away. If there's a fee, enter a Price and switch on Payment required. The trip goes live as soon as you save — there's no draft step.

2. Take sign-ups

On the trip's People tab, choose Add member, search by name, and add them. This is the moment to capture who needs a pickup: the Notes field on the sign-up is staff-only, so jot “needs a ride” there. That note becomes your ride list later.

If you've turned on portal sign-ups, members can add themselves and land as Registered — or as Pending approval if you asked for staff review first. When the trip is full, new names join as Waitlisted and move up on their own if someone drops.

3. Book the rides in Transportation

Open Transportation and, for each member who needs a pickup, choose New ride. Pick the Member, set the Pickup time, and fill in the Origin address and Destination address — the destination being your event. Turn on Return ride needed for the trip home.

If a member has a transportation profile, their default pickup and any Mobility needs — a walker, a wheelchair — come along with the ride, so you can match them to the right vehicle. A member marked Wheelchair required needs a vehicle with wheelchair capacity, and the system warns you if you try to assign one that doesn't fit.

4. Group the rides into a run

One driver picking up several people is a run. On the Runs page choose New run, give it a Name like “Saturday trip pickups” and a Date, and assign a Driver and Vehicle. Add the rides to the run and put them in pickup order. NestPoint flags conflicts — a double-booked driver, a vehicle that's too small — before they become a problem on the morning of.

Drivers and vehicles come from Resources under Transportation, where you Add driver (staff, volunteer, or vendor) and Add vehicle with its Capacity and Wheelchair capacity. Set those up once and reuse them for every trip.

5. On the day

Rides run from the Dispatch board, where each pickup moves across lanes from Scheduled to In progress to Completed. If someone isn't there for pickup, mark the ride No-show.

At the event itself, take attendance back in Trips. The trip's Check-in tab lists your registered members — mark each one Attended or No-show as they arrive. The two check-ins are separate: marking a ride complete doesn't check the member into the trip, and vice versa.