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.

Bookings are available on the Professional plan only.

Viewing Bookings

The Bookings table displays the following columns:

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)
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
Notes: Expand button to view booking notes
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, and Confirmed By are automatically hidden.

Viewing Notes and Assignees

Click the expand icon on any row to reveal the booking's notes 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 two tabs.

General Tab

Vehicle: Select one or more vehicles to be reserved
Driver: Select one or more drivers to assign to the trip (optional). Selecting a vehicle automatically suggests its assigned driver.
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
From: Pickup address (optional)
To: Drop-off address (optional)

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

Trip Type: One Way or Round Trip
Status: Initial status — Pending, Paid, or Confirmed
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
Passenger Count: Number of passengers (minimum 1)
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
Assignees: Select one or more team members responsible for this booking
Notes: Any additional information

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. 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

Open a booking for editing and go to the Workflow tab (only shown once a booking has been created, since steps don't exist until then). 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

These actions require the booking:update permission (the same permission used for 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.

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, "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, 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.

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)
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