Lesson 1 of 8 · 5 min
Where enquiries come from
The four ways a request becomes an enquiry in 4fleet, and how the Enquiries queues tell you which one to answer first.
Four ways in
Email is the main door. When Auto-parse incoming emails and Auto-create enquiries are on in Settings > Automations & AI > Inbox intake, 4fleet reads each new email with AI and turns a booking request into an enquiry without anyone pressing a button. Each email it reads uses one AI operation from your plan. With auto-create off, the email waits in the Inbox until someone opens it and selects Parse with AI.
A client with portal access can send a ride request from the client portal. It arrives as an enquiry with the source Client portal. The portal never prices anything, so you quote that request like any other.
Phone calls and walk-ins are entered by hand with New enquiry. If the client sent the details in a message you can copy, open Paste an email in the same window and let 4fleet fill the form from the text.
Your own website or booking system can also create enquiries through the developer API, with a key that is allowed to write enquiries.
Decide which door you expect most work through and set it up first. For most operators that is the mailbox with auto-create on, because every request then lands in the same list without retyping.
Work the queues, not the whole list
The Enquiries page opens in the Next action view. The Needs action figure counts the enquiries waiting for a person. Below it, each enquiry sits in exactly one queue: Client replied, Follow-up, Partner decisions, First quote or Missing info. Enquiries that need nothing from you stay out of the queues.
Start every session with Client replied. A client who wrote back is the closest to booking, and a slow answer there costs more than a slow first quote. Then clear First quote, and use Missing info to see who you need to ask a question before you can price.
Switch to Pipeline when you want to see the funnel by status (New, Quoted, Negotiating), and to Table when you are searching for one record.
Lead score and duplicates
Enquiry rows can show a temperature (Hot, Warm or Cold) with a score out of 100. The score is built from the value, the source, the urgency, the client's engagement and the client's history. Use it to order work inside a queue, not as a reason to leave a cold enquiry unanswered.
When you create an enquiry by hand, 4fleet compares it with recent ones by email or phone, route and date. If it finds a likely match, Possible Duplicate Detected appears. Open the match before you select Dismiss: a client who emailed and then phoned should end up with one enquiry and one quote.
Step by step in the Help Center
- Set up automatic enquiries from email
Choose whether 4fleet reads new client emails with AI and creates enquiries by itself, and set the related inbox switches.
- Create an enquiry by hand
Record a phone call, walk-in or message as an enquiry with the client, route, date and passengers, ready to quote.
- Turn an email into an enquiry
Read a client email with Parse with AI, check the detected booking details and open the enquiry that 4fleet creates from it.
- Work through the Enquiries queues
Use the Next action queues, the Pipeline board and the Table to see which enquiries need you today and move them forward.