Bookings

Managing Bookings

Bookings allow you to reserve vehicles for passengers or customers. Each booking tracks the vehicle, dates and times, trip type, price, passenger details, and moves through a lifecycle from creation to completion. A booking can optionally be linked to a Route to reuse its vehicle, driver, and passenger list instead of picking them manually.

Bookings are available on the Professional plan only.

Viewing Bookings

The Bookings table displays the following columns:

ID: Unique identifier (hidden by default)
Date: Start date and end date of the booking
Time: Start time and end time
Trip Type: One Way or Round Trip
Vehicle: Assigned vehicle name and sub-label (e.g. license plate)
Route: Name of the linked route, if the booking was created from one
Driver: Assigned driver name and phone number
Price: Booking price in the team's currency
Passenger: Customer name and contact (phone or email)
Companion: Companion name and contact
Company: Customer's company name
Passenger Count: Number of passengers
Trip Details: Expand button to view booking notes and rest points
Status: Current booking status
Assignees: Team members assigned to this booking
Next Step: The next workflow step awaiting action, and who it's assigned to (see Workflow Steps)
Confirmed By: Team member who confirmed the booking
Actions: Edit and status transition options

On mobile devices, columns like Passenger, Passenger Count, Date, Time, Assignees, Companion, Company, Driver, Route, Trip Details, and Confirmed By are automatically hidden.

Viewing Trip Details and Assignees

Click the expand icon on any row to reveal the booking's notes and rest points inline. For bookings with multiple assignees, click the assignees icon to expand the full list.

Searching and Filtering

Use the search field to find bookings by passenger name, vehicle, or other text fields. Results update as you type.

You can also filter the table using the column header controls:

Status: Filter by Pending, Paid, Confirmed, Completed, or Cancelled
Vehicle: Filter by a specific vehicle
Assignee: Filter by a specific team member
Trip Type: Filter by One Way or Round Trip
Date Range: Select a start and end date using the calendar picker. Click the × button to clear the date range filter.

All active filters are applied together. Use the Export button to download the filtered results.

Booking Statuses

Each booking follows this lifecycle:

Status	Description
Pending	Booking created, awaiting payment or confirmation
Paid	Payment received, awaiting confirmation
Confirmed	Booking confirmed by a team member
Completed	Trip has been completed
Cancelled	Booking was cancelled

Adding a Booking

Click the Add Booking button.
Fill in the booking details across the tabs.

General Tab

Trip Type: One Way or Round Trip
Route (optional): Select an existing route to reuse it. If the route has a vehicle or driver, it's used to fill in the Vehicle and Driver fields below — but only if those fields are still empty. If you've already picked a vehicle or driver yourself, selecting a route won't overwrite your choice. If the route has assigned passengers, a button appears next to the field to view them in a list. Clearing the route also clears any vehicle/driver it had filled in.
Vehicle: Select one or more vehicles to be reserved
Price: Select from the vehicle's predefined booking prices, or enable Custom Price to enter a price and unit (per trip, per hour, or per day) manually
Driver: Select one or more drivers to assign to the trip (optional)
Status: Initial status — Pending, Paid, or Confirmed
From: Pickup address (optional)
To: Drop-off address (optional)
Date: Select the booking date range using the calendar. Days fully occupied by other bookings are disabled.
Start Time (Required): Departure time
End Time (Required): Return or arrival time

Availability Conflict Warning

When you select a vehicle, the system loads its existing bookings. If your selected date and time overlaps with another booking, a conflict warning is shown and you cannot save until the conflict is resolved. Use the Change Date/Time button to pick a different slot.

Details Tab

Customer Name: Passenger's full name
Customer Contact: Passenger's phone number or email
Companion Name: Name of the accompanying person, if any
Companion Contact: Contact details of the companion
Company: Customer's company or organisation
Passenger Count: Number of passengers (minimum 1)
Assignees: Select one or more team members responsible for this booking
Notes: Any additional information
Rest Points: Planned stops, breaks, and check-in schedule for longer trips (optional)
Nighttime Driving Required: Check this if the trip requires driving between 02:00 and 04:00. See Night Driving Authorization below.
HSE Toolbox Talk (shown only when editing an existing booking): For each vehicle on the booking, shows whether that vehicle's pre-shift checklist for the booking's date confirmed the HSE toolbox talk — Completed, Not confirmed, or Pending (no checklist submitted yet) — along with the name of the driver who submitted it, if any. This is a read-only summary pulled from the vehicle's checklist submissions, not a field you fill in on the booking.

Click Create Booking.

Editing a Booking

Find the booking in the table.
Click the actions menu (three dots) in that row.
Select Edit.
Update the fields as needed. The date, time, and availability conflict check work the same as when creating.
Click Update Booking.

Workflow Steps

Beyond the general Assignees list, each booking can carry an ordered checklist — the workflow — that tracks who needs to act next as a booking moves from creation to confirmation. This answers the question "who's responsible for this booking right now?" at a glance, via the Next Step column.

How it works

Each team has its own step template — an ordered list of steps, fully customisable per team. New teams start with four default steps: Assign Vehicle & Driver, Approve Assignment, Calculate Fees, and Confirm Booking.
When a booking is created, the team's current template is copied onto that booking as its own checklist — carrying over whatever assignments you already made in the Workflow tab while filling out the booking (see Acting on a booking's steps). Editing the team's template afterward only affects bookings created from then on — it does not change the steps already attached to existing bookings.
Each step can be assigned to one specific team member, and has one of three states: Pending, Done, or Skipped.
The Next Step column on the bookings table shows the label and assignee of the first still-Pending step, in order. Once every step is Done or Skipped, it shows All steps complete. If a booking has no steps at all (for example, it was created before this feature existed, or the team's template is empty), it shows —.

Managing the team's step template

If you have the booking:manage-steps permission, a Manage Steps button appears above the bookings table. Use it to:

Add a new step (enter a label and click Add Step)
Rename a step (click its label to edit it inline)
Reorder steps (drag using the handle on each row)
Delete a step

Changes here only affect bookings created afterward — steps already attached to existing bookings are untouched.

Acting on a booking's steps

The Workflow tab appears both while creating a booking and when editing an existing one, but shows different things:

While creating: the tab lists the team's step template and lets you assign a team member to each step before the booking is even saved. These assignments are carried over automatically when you click Create Booking — there's no need to save the booking first and assign steps in a second pass.
When editing: the tab shows the booking's own checklist (the snapshot taken at creation), and for each step you can:
- Assign a team member using the dropdown
- Mark Done — completes the step
- Skip — clears the step without completing it (counts the same as Done for the purposes below)
- Reopen — moves a Done or Skipped step back to Pending

Assigning steps while creating requires the booking:create permission; the Mark Done/Skip/Reopen actions (and reassigning on an existing booking) require booking:update — the same permissions used elsewhere for creating/editing bookings and status transitions.

"It's your turn" notifications

When a step becomes the current one (the first Pending step, in order) and it has an assigned team member, that person automatically receives an email letting them know it's their turn to act, with a link straight to the booking. Team members assigned to later, not-yet-current steps are not emailed until it's actually their turn — this keeps notifications relevant instead of notifying everyone on the checklist at once.

How workflow steps affect the booking status

Workflow steps are linked to the booking's main status at one specific point:

You cannot confirm a booking (manually via the actions menu, or by editing its Status field) while any step is still Pending. Done and Skipped steps both count as "cleared."
Completing or skipping the last Pending step automatically confirms the booking, if it's currently Pending or Paid — you don't need to click Confirm separately. The person who cleared that step is recorded as having confirmed it, same as a manual confirmation.
Bookings with no workflow steps at all are unaffected by this — Confirm behaves exactly as it always has.
All other transitions (Pay, Cancel, Complete) are unrelated to workflow steps and work exactly as described in Status Transitions.

Night Driving Authorization

The Nighttime Driving Required checkbox declares up front that a trip will need driving between 02:00 and 04:00 — this is separate from the automatic Night Driving notification rule, which detects actual movement in that window after the fact.

Checking it adds a Night Driving Approval step to that specific booking's Workflow tab — not to the team's shared step template, so it only ever appears on bookings that actually need it. On an existing booking, this saves immediately (you don't need to click Update Booking first), so switching straight to the Workflow tab already shows the new step. It behaves exactly like any other workflow step from there:

It requires the booking:update permission to assign, mark done, or skip — same as any other step, with no separate supervisor-only role.
Like every other step, it must be Done or Skipped before the booking can be confirmed — see How workflow steps affect the booking status.
Unchecking Nighttime Driving Required removes the step from the booking; checking it again later adds a fresh one. Checking it doesn't affect the team's shared step template, and other bookings are unaffected.

Activity Log

Every workflow action — and every status change — is recorded in an Activity Log, viewable per booking. Entries include who did what and when: step assignments and reassignments, steps marked Done/Skipped/Reopened (including the Night Driving Approval step), "your turn" notifications sent, and status transitions (including automatic confirmations).

The Activity Log is read-only and cannot be edited or deleted by anyone, including team owners — it's an audit trail.

To view it, open a booking for editing; the Activity tab only appears if you have the booking:logs permission.

Assignee Email Notifications

When you assign one or more team members to a booking, each newly added assignee automatically receives an email notification.

The email is only sent to assignees who were not already on the booking. If you save a booking without changing the list of assignees, no email is sent; if you add one new person to an existing list, only that person is emailed.
The email includes the booking ID, trip type (One Way or Round Trip), pickup time (and return time for round trips), assigned vehicle(s), assigned driver(s), pickup/drop-off addresses, status, and customer name.
The email contains a View Booking button that opens the Bookings page and automatically opens this booking for editing.

Driver Telegram Notifications

If one or more drivers are assigned to a booking and they have linked their Telegram account, each assigned driver automatically receives a Telegram reminder before the booking's start time, including the vehicle, start time, pickup/drop-off addresses, and customer name.

The reminder is sent once per driver per booking. If you change the assigned drivers, only newly added drivers receive a reminder — drivers who were already notified are not notified again, unless they are removed and then re-assigned.
How many minutes before the start time the reminder is sent, and whether this notification is enabled at all, is controlled team-wide on the Notifications tab of Team Settings.
Drivers must link their Telegram account (via the bot) and have a Telegram Chat ID configured on their driver profile to receive these messages.

Status Transitions

From the actions menu you can advance a booking's status:

Pending → Mark as Paid / Confirm / Cancel
Paid → Confirm / Cancel
Confirmed → Complete / Cancel

The Confirm menu item is disabled while the booking still has incomplete workflow steps (including a pending Night Driving Approval step, if one was added — see Night Driving Authorization), and the Confirm action is blocked even if attempted another way (e.g. editing the Status field directly) — see How workflow steps affect the booking status.

Cancelling a Booking

When cancelling, a modal appears asking for an optional cancellation reason. Enter the reason and click Cancel Booking to confirm.

Completed and Cancelled bookings cannot be changed further.

Exporting Bookings

Click the Export button to download the current filtered list as a spreadsheet. Exported columns include dates, trip type, route, vehicle, driver, price, passenger details, companion, company, passenger count, status, assignees, confirmed by, notes, and rest points.

booking:create — Required to add new bookings
booking:update — Required to edit bookings, perform status transitions, and act on workflow steps (assign, mark done, skip, reopen), including the Night Driving Approval step
booking:manage-steps — Required to add, rename, reorder, or delete steps in the team's workflow step template
booking:logs — Required to view a booking's Activity Log

If these options are not visible, contact your team owner to request the appropriate permissions.

Documentation