Documentation

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
• 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:

Adding a Booking

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

General Tab

• Vehicle (Required): Select the vehicle to be reserved
• 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

• 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

3. Click Create Booking.

Editing a Booking

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

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

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, vehicle, price, passenger details, companion, company, passenger count, status, assignees, confirmed by, and notes.

Pending Bookings Badge

A badge next to the Bookings menu item shows the number of bookings currently in Pending status, giving your team a quick view of bookings that require attention.

Pagination

The table displays bookings in pages. Use the pagination controls at the bottom to navigate between pages. The current range is shown as "Showing X to Y of Z".

Permissions

• booking:create — Required to add new bookings
• booking:update — Required to edit bookings and perform status transitions

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