How-To: Create and Edit a Request
For offshore personnel, Passenger Requests are the first step in getting needed personnel and cargo to a location.
A request lets a dispatcher know who needs to be where and when. For some operators, requests are created by one person then fulfilled by another; for other operators, requests are created and fulfilled by the same person. In either case, the process of request creation and fulfillment is an easy one.
To reach the Requests page, select the "Manifest" drop down menu in the Helipass bar then select the "Requests" menu item. The Requests page opens up to a list of current and upcoming requests.
To create a new request, click the "New Request" button at the top right of the page.
To edit a request, click the "Edit" button for that request.
For your new request enter the following:
- Request Name: Unique name of the request.
- Note that this name can be anything you choose, but you should make it meaningful so it can easily be found later.
- Deliver By: Date/Time you would like to the request delivered. This date is critical to allow dispatchers to see the request.
- Created By: User name of the person making the request. (This field is auto populated and cannot be modified)
Once you've entered your information, hit the "Save" button.
Once you've created the request, you'll see the Request panel (below). Hit the "Add" button to add passengers and cargo to your request.
To view and edit the passengers,cargo items, and notes that you have on your request, you can toggle through the tabs for each piece.
Adding Passengers to Your Request
When adding passengers to a request, that Add Passenger popup will be displayed.
If the passengers that you are requesting have profiles in the Helipass system, select "Lookup" at the top of the window. The passenger search tool will then drop down for you to search passengers by name.
When you see the passenger appear in the list below, click on the "Select" button to add that passenger to the request.
You have the ability to search specifically within a company this is done by clicking the drop down and selecting the appropriate company (Optional).
If more passengers are found a "More Results" button will appear allowing the system to show more results.
When requesting passengers who have do not have a registered passenger profile in the system, select the "Unregistered" button. This will provide you First Name and Last Name fields allowing you to manually identify the passenger.
Once an Unregistered Passenger on a request has a profile created, the Passenger Swap tool can be used to identify the correct profile to be manifested.
Please Note the following is visible from this screen:
- Passenger Name
- Helipass ID; In Parenthesis
- Company Name
- Passenger Date of Birth
The system will pre-populate the passenger's company. Enter the following information to complete the passenger's entry:
- The body weight, bag count, and bag weight fields (optional - This information should only be entered if you are certain it is accurate, our manifest system auto calculates estimates for planning purposes)
- Origin and Destination (select the Retain check-box to retain these fields for each passenger you add after the first one)
- Cost code and Passenger Type - Crew Change, Hurricane Evac, VIP Visit, etc. (These fields can be optional depending on the system settings)
When you're done, hit the "Save" button to add the passenger to the request.
Once a passenger is on a request, the information regarding that request can be edited by clicking on the field you wish to edit, as well as by clicking on the information icon to the right of the passenger's line entry.
Cost Codes that are entered for the requested passengers are not seen in the default view. You will have to click on the information icon to view and edit requested passengers cost code.
If a passenger is out of compliance "RED", a pop-up will appear and asking for confirmation to add the passenger to the request; a Waiver will be needed for the passenger to fly out.
Adding Cargo and Containers to Your Request
To add cargo to your request, use the "Add" button again, this time select "Cargo." The Add Cargo dialog will allow you to enter much of the same information as with passengers. Again, select the Retain check-box to retain the origin and destination for subsequent cargo and container items to inherit the same origin and destination as the previous.
If your piece of cargo is a hazardous material, be sure and click the icon when adding the cargo item, or selecting the hazard icon for the cargo if it is already on the request to mark it. The system will allow you to select its UN Number, Classification, and Subclassification.
The Hazmat popup window has recently been updated. Read up on the latest changes on the hazmat user guide.
Once a cargo or container is on a request, the information regarding that requested item can be edited by clicking on the field you wish to edit, as well as by clicking on the information icon to the right of the passenger's line entry.
Cost Codes that are entered for the requested items are not seen in the default view. You will have to click on the information icon to view and edit requested passengers cost code.
To add a container to your request, select the "Container" option under the "Add" menu. This will bring up a drop down menu that consist of all the containers that have been made in your system prior. Containers are listed by the Equipment ID for that container followed by the containers description.
To add a new container to the system that does not exist today, select the plus icon to the right of the drop down list. Once you fill out the containers information and hit save, you will then be able to locate that container in the drop down list to be used.
Each container is a unique entity in Helipass, just like they are each unique in your work environment and new containers should be created with caution. Thoroughly search the list of existing containers before creating a new one to prevent duplicates from being created.
In the event you need to create a new container, check with your company's Helipass admin to ensure that this work flow is right for you.
To learn more about how to create containers, read about it in the Create Containers user guide.
Once you have selected the appropriate container to be requested, fill in the remaining information before hitting the "Save" button.
Adding Notes to a Request
Each request can have specific Request Notes and Fulfillment Notes that can be added. These notes can give further insight to thing pertaining to the request and fulfilling the request at the time of travel.
To add notes to a request, navigate to the Notes tab within the Request window. Type the notes as needed and they will appear on the Plan page for those adding the request to the manifest to see.
Copying a Request
To save time on future request, you can utilize the "Copy" Request feature that is located on the right of the request tile you want to copy.
After selecting copy, the page will reload and you can find the new "Copied" request by navigating the date filter one day in the future. Once you locate the copied request, you can edit the date, request name, passengers, and cargo items if there is any differences from the original.
Printing a Request
Printing a request can be done in two ways.
The first, and quickest, way is by selecting the "Print" option on the right of the request tile you wish to print
The second way the request can be printed is by selecting the "Print Request" button within the actual request popup window.
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