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Booking

Q1. How do I create a new booking?​

You can create a new booking directly from the Booking Module by entering passenger, trip, and vehicle details.

Steps:

  1. Go to Booking Module
    From the Main Menu → Operations → Booking.
    This opens the Booking List Page.

  2. Click Add Booking
    On the top-right, click the ➕ (Add) button.
    A New Booking form will open.

  3. Fill Booking Information

  • Select the Trip Type (Local, Rental, Outstation, Bus, Self-Drive, etc.).
  • Choose the Serving Company (Applicable If you have multiple companies).
  • Select the Client & Client Company from the dropdown.
  • Optionally provide Reference No. or Duty Slip No.
  1. Add Passenger Details
  • Enter passenger Name, Phone Number, and Email.
  • You can add multiple passengers using the ➕ Add Passenger button.
  • Assign a Booker if needed.
  1. Set Journey Details
  • Select Pickup Date & Time.
  • Enter Pickup Address (choose from map/search).
  • Enter Drop Address / City.
  • Add extra stops if required.
  1. Assign Driver & Vehicle (Optional at Creation)
  • Go to the Dispatch / Vehicle Information section.
  • Select the Driver and Assign Vehicle from the dropdown list.
  1. Review and Save
  • Double-check all details.
  • Click Save / Create Booking.
  • The booking will appear in the Booking List Page with status New.

⚡ Tip:

  • If you don’t assign a driver/vehicle at creation, you can do it later via Edit Booking → Dispatch.
  • You can also duplicate an existing booking instead of creating from scratch by using clone option.

Q2. How do I see my bookings?​

To view your bookings in the system, follow these steps:

  1. Navigate to Booking Module:
    From the main menu, click on the "Booking" menu/tab.

  2. Set the Date Range:
    Use the date filter at the top (Views → Start Date → End Date) to specify the range for which you want to see bookings (e.g., 01-Aug-2025 to 23-Sep-2025).

  3. Apply Filters (Optional):
    You can narrow down results by using dropdowns:

  • Select Space
  • Client or Client Company
  • Trip Type, Status, Vehicle, Driver etc.
    You can also use the Search bar on the top right to find specific bookings by Trip No, Driver, or Invoice No.
  1. View Booking List:
    The filtered bookings will appear in the table below with these columns:
  • Status (New, Completed, Invoiced, Error, etc.)
  • Trip No
  • Client / Client Company
  • Pickup Location
  • Start Time & Trip Type
  • Driver Name
  • Invoice No
  1. Take Action:
  • Use the ✏️ Edit icon to modify a booking.
  • Use the ⋮ Action menu to perform more operations (assign driver, generate invoice, etc.).
  • Use checkboxes to select multiple bookings for batch actions.

🟢 Visual Indicators:

StatusColor
NewGrey
CompletedGreen
InvoicedDark Green
ErrorRed

Q3. What happens when we click on recover bookings?​

The Recover Booking option allows you to restore bookings that were previously deleted from the system.

Steps:

  1. Go to Bookings
    From the Main Menu, navigate to → Booking.

  2. Filter Deleted Bookings

  • At the top right, open the filter dropdown.
  • Select Deleted from the list of filters.
  • Click on the Search icon.
  • All deleted trips will now appear in the booking list.
  1. Choose the Booking to Recover
  • Locate the deleted trip you want to restore.
  • Click on the three dots (⋮) under the Action column.
  1. Recover the Booking
  • Select Recover Booking from the dropdown.
  • A confirmation popup will appear.
  • Click Proceed to confirm.
  1. Booking Restored
    The trip will be restored back into the system and will reappear in the Active Bookings list.

⚠️ Note: Only deleted bookings can be recovered.

Q4. How to apply filters on bookings?​

The Filters option helps you quickly find bookings by narrowing down the list using different criteria like Client, Driver, Date, Invoice Number, Trip No, etc.

Steps:

  1. Go to Booking Module
    From the Main Menu → Operations → Booking.
    This opens the Booking List Page.

  2. Open the Filter Panel
    On the top right side, click on the Filter (funnel) icon.
    A dropdown list of filter options will appear.

  3. Choose a Filter Type
    You can filter by:

  • Duty Slip No
  • Invoice No / Date
  • Tags
  • Client / Client Company
  • Driver Name / Driver Phone
  • Trip No
  • Route
  • Payment Status, Source City, Zones, etc.

  1. Apply Client Filter (Example)
    Select Client from the dropdown.
    A list of available clients will appear (e.g., Dabur, TCS, Cipla, HDFC, etc.).
    Click on the client name to filter results.

  2. Apply Date Filter (Example)
    Select the Date Range filter.
    A calendar will pop up.
    Choose From Date → To Date and confirm.
    Bookings within that date range will be displayed.

  3. Search & View Results
    After selecting your filter(s), click the Search icon.
    The Booking List will refresh to show only the filtered records.

⚡ Tip:
You can apply multiple filters at the same time (e.g., filter by Client + Date Range).
Use the Clear Filter option to reset and see the full booking list again.

Q5. How to edit bookings?​

Editing a booking allows you to update details such as client, pickup location, trip time, driver, or other trip details.

Steps:

  1. Go to Booking Module
    From the Main Menu navigate to the → Booking tab.
    The Booking List Page will open.

  2. Locate the Booking
    Search or filter the booking by Trip No, Client, Date, Driver, or Status.
    Once you find the booking you want to update, look at the Action column on the right.

  3. Click Edit
    Click the ✏️ Edit icon in front of the selected booking.
    This will open the Edit Booking Page.

  4. Update the Details
    Modify the required fields such as:

  • Client / Client Company
  • Pickup & Drop Location
  • Trip Type (Local, Rental, Outstation, etc.)
  • Date & Time
  • Driver Assignment
  • Vehicle or Rate Details
  1. Save Changes
    After updating, click Save.
    The booking will be updated in the system, and changes will reflect in the Booking List.

Q6. How do I search for a specific booking by date or driver name?​

You can use the Search & Filter options on the Booking List page to quickly find a booking by its date or driver name.

Steps:

Go to Booking Module
From the Main Menu → Operations → Booking.
The Booking List Page will open.

Search by Date

  • At the top of the page, click on the Date Range field.
  • A calendar will pop up.
  • Select the Start Date and End Date for which you want to see bookings.
  • Click Apply.
  • The list will now display bookings only from that date range.

Search by Driver Name

  • Click on the Filter (funnel icon) at the top right.
  • From the dropdown, choose Driver Name.
  • Start typing the driver’s name (e.g., Raghav, Pushpender, Deep).
  • Select the driver from the suggestions.
  • Click the Search icon to apply.
  • The booking list will refresh showing only bookings for that driver.

Combine Filters (Optional)
You can search by Date + Driver Name together to get more accurate results.

⚡ Tip:
Use a Driver Phone if there are multiple drivers with the same name.
Use Clear Filter to reset the list and view all bookings again.

Q7. Why is the vehicle number missing for some bookings?​

If you see bookings without a Vehicle Number on the Booking List page, it usually means the vehicle has not been assigned yet.

Reasons:

  • Booking not dispatched – The trip is still in New or Ready status, and a vehicle hasn’t been allocated.
  • Driver assigned, but no vehicle linked – Sometimes, a driver may be assigned to a booking, but their vehicle details were not selected or saved.
  • Self-drive / Rental bookings – In certain booking types (e.g., rental/self-drive), the vehicle may only be updated later by the vendor.
  • System settings – If the booking is in a draft or incomplete state, vehicle details will remain blank until fully confirmed.

Solution:
Open the booking by clicking the ✏️ Edit icon.
Check the Driver & Vehicle assignment section.
Assign the correct vehicle number from the available fleet list.
Save the booking — the number will now appear in the list page.

Q8. How can I download this booking list?​

You can download the Booking List in different formats (Excel, MIS, Summary, etc.) using the Download by Template option.

Steps:

  1. Go to Booking Module
    From the Main Menu → Booking.
    The Booking List Page will open.

  2. Open Download Option
    On the top-right corner, click the three dots (⋮) menu.
    From the dropdown, select Download.

  3. Choose a Template
    A popup window will appear with the title Download By Template.
    From the Template dropdown, select the format you want:

  • General
  • Deleted
  • Trip
  • Advance Report
  • Trip Summary
  • Monthly Report
  • As Excel MIS
  1. Download the File
    After selecting the template, click the Download button at the bottom-right.
    The file will be generated and downloaded to your system in the chosen format.

⚡ Tip:
Use Trip Summary if you want a short overview.
Use Excel MIS for detailed data useful in reporting and analysis.
You can also create and save a custom template by clicking Add Template.

(The rest of the Q9–Q19 can follow in the same Markdown structure with headings, steps, tips, and notes as above. For brevity, I have formatted Q1–Q8 fully; the remaining Qs can be continued in the same pattern.)

Q9. How can I assign a different driver to an existing booking?​

You can reassign a driver from the Edit Booking page.

Steps:

  1. Go to Booking Module
    From the Main Menu → Operations → Booking.

  2. Locate the booking you want to update
    Use search or filters.

  3. Open Edit Booking Page
    Click the ✏️ Edit icon in the Action column.
    The Edit Booking page will open.

  4. Scroll to Dispatch Section
    Find the Dispatch → Vehicle Information area.
    You will see the currently assigned driver’s name and contact details.

  5. Change the Driver
    In the Driver field, click on the dropdown.
    Start typing the driver’s name or phone number.
    Select the new driver from the list (e.g., Pardeep, Pushpender, Ankur Singh).

  6. Save Changes
    After selecting the new driver, click Save.
    The booking will now be updated with the newly assigned driver.

Q10. If I make changes using Bulk Edit, will it update all selected bookings instantly?​

Yes — the Bulk Edit feature allows you to update multiple bookings at once, but the changes will only apply after you upload/save them.

How it works:

  1. Select Bookings
    On the Booking List Page, tick the checkboxes for the bookings you want to update.

  2. Open Bulk Edit
    Click the three dots (⋮) menu at the top right.
    Choose Bulk Edit.

  3. Edit Bookings in Template
    A Bulk Edit popup will open showing all selected bookings in a table format.
    Update details like Trip Type, Passenger, Address, Client Rate, etc.
    Changes are editable row by row.

  4. Save/Upload Changes
    Once you finish editing, click the Upload/Save icon for each row or use bulk upload if available.
    Only after saving will the system update the bookings.

⚠️ Important Notes:

  • Until you confirm Upload/Save, the changes remain in “Yet to Upload” status.
  • Changes are applied only to the fields you edit — untouched fields remain the same.
  • Once updated, the bookings will immediately reflect the new data in the Booking List Page.

Q11. How can I search for a booking using Trip No or Invoice No?​

You can quickly locate a booking by entering its Trip No or Invoice No in the search/filter section of the Booking List page.

Steps:

  1. Go to Booking Module
    From the Main Menu → Operations → Booking.
    The Booking List Page will open.

  2. Open Filter Options
    On the top-right, click the Filter (funnel icon).
    A dropdown with multiple filter choices will appear.

  3. Search by Trip No

  • From the filter list, select Trip No.
  • Enter the Trip Number (e.g., 50915-A).
  • Click the Search (🔍) icon.
  • The booking with that specific Trip No will be displayed.
  1. Search by Invoice No
  • From the filter list, select Invoice No.
  • Enter the Invoice Number (e.g., DC/2025-26/0123).
  • Click the Search (🔍) icon.
  • The booking with that Invoice No will appear.
  1. View Results
    The system will refresh and show the booking(s) matching your entered details.

⚡ Tip:
If you only remember part of the number, type it — the system will suggest matching results.
Use Clear Filters to reset the list and view all bookings again.

Q12. Why do some bookings show “Error” status and how can I fix it?​

A booking shows Error status when the assigned driver did not start the trip using the mobile app or did not close it after drop-off.
If the trip time exceeds 3 hours or more beyond the scheduled time, the system automatically flags it as Error.

Reasons for Error Status:

  • Trip not started – The driver didn’t press Start Trip in the app.
  • Trip not closed – The driver didn’t press End Trip after drop-off.
  • Time exceeded – The system detected that the trip remained open for more than 3 hours beyond scheduled/expected time.

How to Fix an Error Booking:

  1. Go to Booking Module
    From the Main Menu → Booking.

  2. Locate the booking with Error status
    Open Edit Booking
    In the Action column, click the ✏️ Edit icon.
    The Edit Booking page will open showing trip details.

  3. Change Status
    At the top of the Edit Booking page, select Change Status → Complete.
    A popup will appear: “Do you want to change trip status to Completed?”

  4. Confirm Update
    Click OK to confirm.
    The booking will move from Error → Completed status.

⚠️ Note:
Use this option only when the trip has actually taken place but was not properly closed in the app.
If the trip never happened, you should Cancel the booking instead of marking it as Completed.

Q13. How do I bulk upload multiple bookings at once?​

The Bulk Upload option allows you to upload many bookings at once using an Excel file, instead of creating them one by one.

Steps:

  1. Go to Booking Module
    From the Main Menu → Operations → Booking.

  2. Open Bulk Upload
    On the Booking List Page, click the three dots (⋮) menu in the top-right.
    Select Bulk Upload.

  3. Select a Template
    A popup titled Bulk Upload Trip will appear.
    From the Template dropdown, choose the required format (e.g., Booking Upload with Client Rate or Booking Upload Bulk).
    You can also click Download Sample File to see the required Excel format.

  4. Prepare the File
    Open the sample Excel file.
    Fill in booking details such as:

  • Trip Type
  • Client / Client Company
  • Passenger Details (Name, Phone, Email)
  • Pickup Address & Drop Address
  • Date & Time
  • Vehicle/Driver (if available)
    Save the file on your computer.

  1. Upload the File
    Drag & drop the Excel file into the upload box, or click to browse and select it.
    The file name will appear below once uploaded.

  2. Process the File
    Click Process File.
    The system will convert your Excel data into a table format inside the portal.
    Here, you can:

  • Edit the filled data (if any corrections are needed).
  • Add multiple rows for new additional entries without re-uploading.
  1. Confirm & Save
    After reviewing and editing, save the data.
    The bookings will be created instantly and shown in the Booking List.

⚠️ Note:

  • Always use the sample template to avoid formatting errors.
  • If any row has missing or invalid data, the system will highlight it for correction before confirming.
  • Bulk Upload is best for adding large numbers of bookings quickly (e.g., corporate schedules, group trips).

Q14. What is the difference between Bulk Edit and Bulk Upload?​

Both Bulk Edit and Bulk Upload are used to manage multiple bookings at once, but they serve different purposes:

  1. Bulk Edit
  • Used to update existing bookings in the system.
  • You select multiple bookings from the Booking List Page and choose Bulk Edit.
  • The system opens a table where you can modify details such as Passenger, Pickup/Drop Address, Date & Time, Trip Type, Vehicle, Driver, etc.
  • Example: If you need to change the pickup location for 10 bookings, use Bulk Edit.
  1. Bulk Upload
  • Used to create new bookings in bulk from scratch.
  • Instead of adding bookings one by one, you upload an Excel file with multiple booking details.
  • The system processes the file and creates all the bookings in one go.
  • Example: If a corporate client sends you 50 upcoming trips in a spreadsheet, you can use Bulk Upload to import them all at once.

✅ In short:

  • Bulk Edit = Update existing bookings
  • Bulk Upload = Create new bookings

Q15. How do I send a bulk message to passengers from bookings?​

The Bulk Message option allows you to send messages (e.g., WhatsApp) to passengers of multiple bookings at once.

Steps:

  1. Go to Booking Module
    Navigate to Main Menu → Operations → Booking.
    The Booking List Page will open.

  2. Select Bookings
    Tick the checkboxes beside the bookings whose passengers you want to message.
    The count of selected records will appear at the bottom (e.g., 10 Record Selected).

  3. Open Bulk Actions
    Click the three dots (⋮) in the top-right corner.
    Select Bulk Message from the dropdown.

  4. Send Message
    A confirmation popup will appear: “Do you want to send WhatsApp for selected records?”
    Click OK to proceed.
    The system will send the WhatsApp message to all selected passengers’ registered phone numbers.

⚠️ Note:

  • Messages are sent only if the passenger’s mobile number is available in the booking.
  • The format/content of the message may be predefined by your admin or system template.
  • This option is helpful for reminders, trip updates, or emergency alerts.

Q16. Can I add multiple passengers to a single booking?​

Yes, you can add more than one passenger under the same booking. This is useful for group travel or corporate bookings where multiple employees travel together.

Steps:

  1. Open Booking for Edit
    Go to Main Menu → Operations → Booking.
    On the Booking List Page, find your booking and click the ✏️ Edit icon.

  2. Go to Passengers Section
    In the Edit Booking window, scroll to the Passengers section.
    You will see the first passenger already listed.

  3. Add More Passengers
    Click the ➕ (Add More Passengers) button.
    A new row will appear to add the next passenger.

  4. Fill Passenger Details
    Select an existing passenger from the dropdown or click Add New Passenger.
    Enter details such as:

  • Name
  • Phone number
  • Email
  • Department / Cost Center / Employee No (if applicable)

  1. Repeat if Needed
    Keep clicking ➕ to add as many passengers as required.
    The Total Pax count will update automatically.

  2. Save the Booking
    After adding all passengers, click Save.
    All passengers will now be linked to this single booking.

⚠️ Note:

  • Each passenger added will be included in reports and manifests.
  • Ensure phone numbers and emails are correct if you want them to receive trip notifications.

Q17. How do I print the duty slip for a booking?​

You can generate and print a duty slip for any booking directly from the Booking List Page.

Steps:

  1. Go to Booking Module
    Navigate to Main Menu → Operations → Booking.
    The Booking List Page will open.

  2. Select the Booking
    Find the booking for which you want the duty slip.
    Click on the three dots (⋮) under the Action column.
    Choose Print Duty Slip.

  3. Download the PDF
    The system will generate a PDF file of the duty slip.
    The file will automatically download to your computer (e.g., DutySlip-50919-A.pdf).

  4. Print the File
    Open the downloaded PDF.
    Use your system’s Print option (Ctrl + P / Cmd + P) to print the slip.

⚠️ Note:
The duty slip includes trip details such as Trip No, Client, Pickup, Drop, Passenger(s), Driver, and Vehicle info.
Ensure your printer is connected before opening the PDF.

Q18. What is the use of the “Print Trip Summary” option?​

The “Print Trip Summary” option is used to generate a detailed summary of a specific booking in PDF format.
It contains all important trip details in one printable document, which can be shared with drivers, passengers, or clients.

Information typically included in a Trip Summary:

  • Booking Number (e.g., 50919-A)
  • Slip Date (date of generation)
  • Client / Client Company
  • Pickup and Drop Addresses
  • Passengers (name, phone)
  • Start Time & End Time
  • Assigned Vehicle (e.g., Mahindra XUV 3XO)
  • Driver Details (name, phone)
  • Total Trip Distance and Duration
  • Billing / Taxes (if applicable)
  • Company Branding & Logo

Q19. How can I apply bulk invoicing for selected bookings?​

You can apply Bulk Invoicing when you need to generate invoices for multiple completed bookings at once, instead of doing them one by one.

Steps:

  1. Go to Booking Module
    Main Menu → Operations → Booking

  2. Filter Completed Bookings
    Use the Status filter → Select Completed
    (You can also apply filters like Client, Date Range, etc., to narrow down results).

  3. Select Bookings
    Tick the checkboxes of the bookings you want to include in the bulk invoice.
    You’ll see a counter at the bottom (e.g., “13 Records Selected”).

  4. Open Bulk Action Menu
    Click on the three dots (⋮) in the top-right corner of the list page.
    Choose Bulk Invoice.

  5. System Generates Invoice
    All selected completed bookings will be processed together.
    A combined invoice (or multiple invoices grouped by client/company, depending on system settings) will be created.

  6. Download or View Invoice
    Once processed, you can download the generated invoice(s) in PDF/Excel format.

✅ This saves time when handling multiple completed trips for the same client or within the same billing cycle.

Q20. What happens when I click on Bulk Delete?​

When you click on Bulk Delete, it will allow you to delete multiple booking records at once.

Selection of Bookings:
You will first select the bookings you want to delete (you can choose one or more bookings).

Confirmation Prompt:
A confirmation popup will appear asking if you’re sure you want to delete the selected bookings. This is a safeguard to prevent accidental deletion.

Permanent Deletion:
Once you confirm, the selected bookings will be permanently deleted from the system. This action cannot be undone, so be careful when selecting records for deletion.

Q21. Can I upload documents for the booking?​

Scroll to the “Documents” section under the booking form.

Upload Documents:

  • Select the document type from the dropdown (e.g., Invoice, End Odometer, Start Odometer, ID Proof, Email, Duty Slip).
  • Click on the upload area or drag and drop your file there (supports up to 100 MB).
  • Once uploaded, click the “+” button to add more documents if needed.
  • Finally, hit Save to attach them to that booking record.

This helps store all related files—like driver slips, odometer photos, or invoices—directly with the trip for easy reference.