Create a booking without an enquiry

Goal

Create one booking directly, for a client who booked by phone or in person, so it appears in the Bookings list and the Calendar without going through an enquiry.

Prerequisites

• Your role can create bookings. If you cannot see the New booking button, ask an owner or admin to change your role.
• You have the client's name and email, the lead passenger's name, the pickup and dropoff addresses, and the pickup date and time in your company's time zone.
• Optional: the vehicle, the driver and the agreed price. You can add all three later from the booking.

Steps

1. Open Bookings and select New booking. The Create booking dialog opens.
2. In the client area, use Find an existing client to pick a saved client. The name, email and phone fill in for you. For a new client, type the Client name and Client email, both required.
3. Enter Pickup location and Dropoff location. Pick an address from the suggestions when they appear, so the booking keeps its map position.
4. Set Date and time and Passengers. Choose a Service type (optional) and add a Flight number if the pickup is an airport arrival.
5. Enter Lead passenger first name and Lead passenger last name. Both are required, because they name the person traveling, not the billing contact. Select Use client name when the client is the passenger. Add the passenger phone so the driver can call at pickup.
6. Optional: open Vehicle, driver and price, then choose a vehicle and a driver and type the Price. The calculator button next to the price works out a price from the route once both a vehicle and a driver are chosen.
7. Optional: open More details for Special requests (optional), Child seats and Passenger preferences, such as language, music, temperature and accessibility needs.
8. Select Create booking. A Booking created message confirms it, and the dialog closes.

Expected result

The booking appears once in the Bookings list and on the Calendar for its pickup date. It starts as pending, or as confirmed if your company has turned on automatic confirmation of bookings. The client is not emailed when you create it, unless your company has also turned on automatic confirmation emails. Send the confirmation yourself from the booking's Communications tab.

Troubleshooting

• If the dialog asks for a named passenger, fill in both lead passenger name fields. The booking cannot be created without them.
• If the dialog says the date is in the past, check the date and time before you save.
• If the calculator button is greyed out, choose both a vehicle and a driver first. The button then reads the route from the two addresses.
• If a message says the pricing setup is incomplete for the vehicle, review your rates before you use the calculated price.
• If the vehicle is too small for the passengers and bags, the app refuses to save and asks for a reason. An owner can keep the vehicle by giving one.
• If a warning about a credit limit appears after saving, the booking exists. The warning only tells you the client is over the limit you agreed with them.