Manage Bookings From Intake To Completion

Find The Booking You Need

Open Operations → Bookings. The available tabs and controls depend on your role and account permissions.

1. Choose A View

   Use All, Today or Upcoming for the schedule. Unassigned helps find jobs still needing a driver; Not Accepted helps follow up on assigned jobs without a driver acknowledgement. Cancelled opens cancelled transfers.

2. Search And Filter

   Search by reference, customer or route. Use the filters for pickup dates, Booking Status, Driver / Assignment, Vehicle Type, Event / Category or Imported From. Parent operators can also filter by Sub-Tenant. Clear the search and filters if an expected booking is missing.

3. Open The Record

   Open the booking to review its contact, passengers, route, assigned driver and history. On smaller screens the board uses cards and action menus; the same booking record underlies both layouts.

Create A Booking

Have the contact name, pickup date and time, both locations, passenger total and luggage count ready. Driver assignment happens after the booking is confirmed.

1. Start A New Record

   Choose New Booking. If you are a parent operator filing the trip for a partner, choose its Sub-Tenant before selecting a customer or Event / Category. Leave Sub-Tenant blank for a main operator booking.

2. Add The Booking Contact

   In Customer Details, search the customer picker by name, phone or email. Select an existing customer or use + to add one. Check the populated Contact Name, Contact Phone and Contact Email; these editable fields are the details used for this booking.

3. Set The Pickup And Route

   In Pickup Schedule, select Date, Hour and Minute using the 24-hour clock. In Trip Details, enter Pickup Location and Drop-Off Location. Search a previous location or select the new address you have typed. Add Flight Number and Vehicle Type when applicable.

4. Record The Travellers

   Set Passengers to the total number travelling and Luggage to the bag count. In Passenger List, choose Add Passenger for each named traveller, then enter Passenger Name and Phone (Optional). The booking contact can be an organiser who is not travelling.

5. Add Instructions And Prices

   Use Driver-Visible Remarks for pickup instructions or traveller requirements. Use Internal Remarks for private office context. If the trip includes a planned wait, enable Include Waiting Time and enter Waiting Time (Minutes). Users with financial access can complete Pricing & Payment, including Currency, Price, Driver fee and payment statuses.

6. Save The Booking

   Choose Create Booking. The system creates a new reference and a Pending booking. Review the saved record before confirming and assigning it.

Edit Details Or Duplicate A Trip

1. Edit An Existing Booking

   Open the booking and choose Edit Details. Make the corrections, then choose Save Booking or Save & Keep Editing. Use View Summary to return to the booking details.

2. Make A Related Booking

   Use More → Duplicate when you want a new booking based on an existing itinerary. The copy gets a new reference and starts Pending without a driver, driver acknowledgement, cancellation state, payment status or flight number. Review its pickup date, route, passengers, flight number and prices before using it.

3. Print A Job Sheet

   Use Print Job Sheet from the booking actions to open the printable sheet. Check the record before printing or saving a PDF with your browser's print controls.

Confirm And Assign A Driver

1. Confirm The Job

   On a Pending booking, choose Confirm and review the confirmation. A customer price is not required to confirm. If an imported booking has a saved matched driver, confirmation may also assign that driver when the driver and vehicle are still eligible.

2. Select A Driver And Vehicle

   Choose Assign Driver. Search by driver name, phone, plate or vehicle, select the active driver, and choose Assigned Vehicle when the driver has multiple vehicles. Confirm the assignment. The booking saves the vehicle details with that assignment.

3. Review Any Warnings

   Check warnings about time off on the pickup date, current duty status, passenger or luggage capacity, and nearby pickup times. These warnings help you review the decision; they do not automatically resolve scheduling conflicts.

4. Check Acknowledgement

   Look for Accepted, Opened, Not Accepted or Not Opened Yet in the driver briefing. Opening a job does not mean the driver accepted it. Use Remind Driver when follow-up is needed.

5. Reassign Before The Trip Starts

   Use Reassign Driver on a Confirmed or Assigned booking to change the allocation. Reassignment clears the previous driver's opened and accepted states, so the new driver must acknowledge the job. Driver assignment is locked after the trip starts.

Record Arrival, Completion, No-Show Or Cancellation

1. Record An Office-Assisted Arrival

   When the driver has accepted and the trip is Assigned or In Progress, use More → Mark Arrived if the driver cannot report arrival from the portal. This records the action in your name without a location. It does not accept the job on the driver's behalf.

2. Complete A Finished Trip

   Choose Mark Completed on an Assigned or In Progress booking and confirm. The action records completion even when the driver did not progress through every earlier status. Check that the trip really finished before using it.

3. Record A No-Show

   For an Assigned or In Progress booking where the passenger did not appear, choose Mark No Show and confirm. Use the remarks and operational history to retain any necessary context.

4. Cancel A Booking

   Use Cancel Booking while the booking is Pending, Confirmed or Assigned. Enter Cancellation Reason and confirm. The reason and actor remain on the record. An Unpaid customer payment becomes Not Due; existing Deposit or Paid records are preserved.

5. Apply A Bulk Action Carefully

   Select booking rows to use the available bulk completion, driver-payment or cancellation actions. Read the result summary: bookings that do not meet an action's requirements are skipped. A bulk cancellation reason is recorded on every booking cancelled by that action.

Send Customer Details And Remind Drivers

1. Prepare A Customer WhatsApp Message

   Choose WhatsApp Customer. If several contact or passenger numbers are available, select Recipient and review the trip details. Choose Open WhatsApp, then send the message in WhatsApp yourself. Only the selected recipient is prepared.

2. Combine Related Transfers

   Choose WhatsApp Itinerary, select the recipient and the other eligible transfers, then review the combined message before opening WhatsApp. The current trip stays included, and transfers appear in pickup order. A combined itinerary supports up to 20 transfers for the same passenger or contact, account and event.

3. Email Trip Details

   Choose Email Customer on an eligible booking with a saved contact email. Check the destination and preview, then choose Send Email. The success message confirms that the email was queued; it is not confirmation that the recipient has read it.

4. Remind An Assigned Driver

   Choose Remind Driver to open a short WhatsApp reminder containing a job link. Review and send it yourself. If the driver is away on the pickup date, arrange reassignment rather than repeatedly reminding them.

5. Review The Communication Record

   Check the customer update indicator for the channel and outcome. A WhatsApp entry marked prepared means the details were opened for handoff; NexTransit.my cannot verify that you pressed send in WhatsApp.

Request And Review Booking Amendments

1. Submit A Partner Request

   An authorised sub-tenant user opens the booking, chooses Request Changes, edits the proposed details and selects Submit for Approval. The current booking stays unchanged. Only one request can be pending, and a submitted request cannot be edited.

2. Review As The Parent Administrator

   Open the Amendments tab or the affected booking and choose Review Amendment. Compare the original, proposed and current values. Add an optional note, then choose Approve Changes, Reject Changes or Review Later.

3. Resolve A Conflict

   If the booking has changed since the request, reject the old request and ask the partner to reload the current booking and submit a new one. Approval applies the proposed details; rejection retains the current booking.