Managing Bookings

View upcoming bookings, filter by vehicle or type, and open the calendar to see your schedule at a glance.

View the bookings list

1. Go to Bookings.
2. Review upcoming bookings in the list view.
3. Use the filters above the table to narrow results by:
   • Vehicle
   • Booking type
   • Date range
   • Upcoming only (enabled by default)

The list shows the booking reference, type, status, vehicle, and start/end times. Click a row to open that booking.

An example of the bookings list with filters above the table.

Use the calendar

1. Go to Bookings.
2. Open the Calendar tab.
3. Use the same filters above the calendar to focus on a vehicle, booking type, or date range.
4. Switch between month, week, day, list, resources, and timeline views using the calendar toolbar.
5. Click an event to open the booking.

Bookings are colour-coded by type so you can quickly distinguish open runs, one-to-one trips, group bookings, and other types.

An example of the bookings calendar showing trips by type.

Create a booking

1. Go to Bookings (list or calendar view).
2. Click New booking.
3. Select the Booking type, Vehicle, and schedule.
4. Complete any type-specific fields shown below the main details.
5. Save the booking.

From the calendar, you can also click or drag on an empty time slot to open the new booking form with the vehicle and times prefilled.

An example of creating a new booking from the list or calendar.

When creating a booking, the form may show a buffer notice and enforce a minimum gap between bookings on the same vehicle. See Booking Buffers for team defaults, vehicle overrides, and how enforcement works.

See Block Bookings for full guidance on block bookings, including reason presets and overlap rules.

See Internal Bookings for staff drivers, operating hours, and draft-to-confirmed behaviour.

See One-to-One Bookings for member trips, volunteer drivers, and creating return journeys with Reverse booking.

See Open Bookings for shared journeys with passengers and multi-stop routes.

See Group Bookings for organisation hire trips with optional drivers.

See Find Availability to search for free slots before creating a trip.

See Recurring Bookings for repeating series.

Open a booking

All booking types share one edit page. When you open a booking from the list or calendar, you can review and update the shared details. The booking type is fixed when the booking is created and cannot be changed later.

• Block — vehicle, schedule, reason, notes, status; see Block Bookings
• Internal — vehicle, schedule, optional staff driver, operating-hours limits; see Internal Bookings
• Open — vehicle, schedule, passengers, multi-stop route, staff driver; see Open Bookings
• Driver Own — driver member, expected mileage, cost preview; see Driver Own Bookings
• Group — organisation, mileage, optional driver; see Group Bookings
• One-to-One — member, route, volunteer driver, return trips; see One-to-One Bookings

Each booking edit page also includes tabs such as Passengers, Series, Invoices, Incidents, Notes, Activity log, and Options (cancel, reverse, invoice, request drivers). See Mileage and Invoicing for end mileage and invoicing.

When you create or edit a one-to-one, open, internal, or group booking without the required volunteer or staff driver, a prompt says no driver is assigned and asks whether to send request emails. The same question appears on every save while no driver is selected, including after Save without sending. The prompt includes a table of the members who will receive the emails, including when a request was already sent. People who have already been emailed are not sent another request. Confirm that emails will be sent before choosing Send request emails, or choose Save without sending. One-to-one and open bookings email volunteer drivers. Internal and group bookings email staff drivers. You can also send requests from the missing-driver warning on the booking, or from the Options tab. Those use the same prompt: review the recipient table, confirm that emails will be sent, then choose Send request emails or Cancel. The activity log records whether the emails were sent or skipped, and when a volunteer or staff driver replies that they cannot take the booking.

Cancelled bookings

Cancelled bookings stay on the list and calendar. Open one to see a notice explaining why it was cancelled. The same wording appears on the list indicator and calendar tooltip.

• Someone cancelled it — This booking has been cancelled by [name]. This is used when a team member clicks Cancel booking on Options, including when they cancel one occurrence or the rest of a series.
• Unconfirmed draft — This booking has been cancelled. It was not confirmed before the auto-cancel deadline.
• Member subscription lapsed — This booking has been cancelled. The member is not subscribed. Used for One-to-One and Driver Own bookings.
• Organisation subscription lapsed — This booking has been cancelled. The organisation is not subscribed. Used for Group bookings.

Set the auto-cancel window in Updating Options. When that setting is Off, bookings with a lapsed subscriber are warned but not cancelled. Open bookings are not cancelled for a lapsed passenger — that passenger is removed instead. If they already had an early invoice, it is handled like a manual remove: voided before the invoice period starts, with any payment moved to account credit. If that deadline has already passed, opening the booking applies the same change immediately.

To cancel a booking yourself, open Options and click Cancel booking. For a repeating series, choose this occurrence or this and all future occurrences — see Recurring Bookings.

List indicators

The bookings list may show badges for items that need attention — for example missing mileage, invoicing due, insufficient minimum places on open bookings (using the vehicle minimum or a booking override), or new incidents. These same items appear on the Alerts page.

Filter tips

• Turn off Upcoming only to include past bookings in the list.
• Set a Date range to focus on a specific week or month.
• Combine vehicle and booking type filters to see, for example, all upcoming group bookings for one vehicle.

Permissions

Users with view-only access can browse bookings and the calendar. Users with create or update access can add and edit bookings.