Manage Events And Partner Bookings

Understand The Access Boundaries

An Event / Category groups related bookings. Sub-Tenant identifies an existing client or partner account. Check both when finding or filing a transfer.

• Parent office teams can work across the records their role permits. Partner users see only their account and accessible events; financial fields are not shown to partner users or Tenant Staff.
• A partner booking with an Event / Category is visible to the users assigned to that event. A booking with no event is available across that partner account. Parent operator access remains.
• The actions shown depend on your existing permissions. If a booking or event is unavailable, check the account and current access rather than creating a duplicate.
• Bookings, imports and amendments keep their existing approval rules. A matched driver on a Pending partner import is not assigned until the parent operator accepts the import.

Find Bookings For An Existing Partner

1. Open The Booking Board

   Go to Operations → Bookings. Clear any old search or filters if the list is narrower than expected.

2. Filter By Partner And Event

   Use Sub-Tenant to select the existing partner account, then Event / Category to narrow the group. Search by reference, contact or route and check the pickup date range.

3. Review The Booking

   Open the transfer and check its account, event, passengers, pickup schedule and driver. Use the normal booking actions available to your role.

4. File New Transfers In The Same Group

   For New Booking or Import, choose the existing Sub-Tenant before choosing its Event / Category. Review the account and event before saving or importing the selected transfers.

Add An Event Or Category

1. Start An Event

   Open Operations → Events & Categories and choose Add Event / Category. Enter Event / Category Name. Names must be unique across the operator workspace, including other sub-tenant accounts and inactive events.

2. Choose The Existing Account

   For a parent operator, select an existing Sub-Tenant or leave Main operator / unassigned. If the form requires Assigned Sub-Tenant Users, choose the existing people responsible for the event. If the required list is empty, ask your administrator to check the account before continuing.

3. Separate Public And Internal Wording

   Use Internal Description for private context. On Behalf Of (Customer Message) is optional customer-facing wording: enter only the represented organisation's name when it should appear in the customer message. Leave it blank to omit it.

4. Make The Event Available

   Keep Available for New Bookings on, then choose Create Event / Category. Select the event on new bookings or imports that belong to the group.

5. Create An Event During Intake

   Where available, use + beside Event / Category on a booking or import form. First choose the correct account. Parent operators creating a partner event must select its users; a sub-tenant user's own new event is assigned to that user automatically.

Update Or Retire An Event

1. Update Event Details

   Find the event in Events & Categories and choose Edit Category. Correct its name, internal description or public On Behalf Of wording, then choose Save Changes.

2. Keep Ownership Consistent

   Once bookings use an event, its Sub-Tenant cannot be changed. Create an appropriately owned event for future bookings rather than trying to move an existing event across account boundaries.

3. Retire An Event

   Turn off Available for New Bookings when the event should no longer appear in new selections. Existing bookings retain it. Delete Category is only suitable for an unused category; even archived bookings prevent deletion.

Review Proposed Booking Changes

A partner amendment is a proposed change. The saved booking stays unchanged until an authorised parent administrator approves it.

1. Find Pending Requests

   Open the Amendments tab in Bookings or open the affected booking. Choose Review Amendment when the action is available.

2. Compare Before Deciding

   Review the original, proposed and current values. Add an optional note, then choose Approve Changes, Reject Changes or Review Later.

3. Resolve A Changed Booking

   If the booking has changed since the request, reject the outdated request and ask the partner to reload the current booking before submitting a new one.