Monthly Bookings

Set up and manage recurring monthly booking contracts for regular clients -- automate trip creation, define schedules, and streamline repeat transportation needs.

The Monthly Bookings page allows you to set up recurring transportation contracts for clients who need regular, scheduled trips. Instead of creating individual bookings each day, you define a monthly schedule once and the system generates bookings automatically according to the agreed pattern.

Navigation: Dispatch > Monthly Bookings

Purpose

Many fleet operations serve clients with predictable, repeating transportation needs -- daily employee shuttles, weekly airport transfers, school runs, or regular corporate commutes. Monthly Bookings eliminates the manual work of creating these trips one by one. With this feature you can:

Define a recurring schedule with specific days, times, and routes
Automatically generate bookings for the entire month (or contract period)
Link all generated bookings to a single contract for easy management
Track revenue and performance at the contract level
Modify schedules mid-month when client needs change

Monthly Booking List

The main page displays a table of all monthly booking contracts.

Table Columns

Column	Description
Contract ID	System-generated unique identifier for the monthly contract
Client	The client the contract belongs to
Route	The primary pickup-to-dropoff route for this contract
Schedule	Summary of the recurring pattern (e.g., "Mon-Fri, 08:00 AM")
Vehicle Type	The type of vehicle assigned to this contract
Monthly Amount	The total contracted monthly fare
Status	Active, Paused, or Expired
Start Date	When the contract began
End Date	When the contract expires (if applicable)

Status Tabs

All -- Show all monthly booking contracts
Active -- Contracts that are currently generating bookings
Paused -- Contracts that have been temporarily suspended
Expired -- Contracts that have reached their end date

Creating a Monthly Booking

Click the Create Monthly Booking button to open the contract setup form.

Contract Details

Field	Type	Required	Description
Client	Dropdown	Yes	The client this contract is for
Contract Name	Text	No	An optional descriptive name (e.g., "ABC Corp Daily Shuttle")
Start Date	Date	Yes	The first day the contract takes effect
End Date	Date	No	The last day of the contract. Leave blank for open-ended contracts
Payment Terms	Dropdown	No	Monthly prepaid, Monthly postpaid, or Per trip

Schedule Configuration

Field	Type	Required	Description
Recurring Days	Multi-select	Yes	Days of the week when trips should be generated (e.g., Monday through Friday)
Pickup Time	Time	Yes	The scheduled pickup time for each generated trip
Pickup Location	Address	Yes	The default pickup address
Dropoff Location	Address	Yes	The default dropoff address
Vehicle Type	Dropdown	Yes	The vehicle category for all trips under this contract
Number of Passengers	Number	No	Default passenger count for each trip
Include Return Trip	Toggle	No	If enabled, a return trip will also be generated for each day
Return Pickup Time	Time	Conditional	Required if Include Return Trip is enabled

Pricing

Field	Type	Required	Description
Rate per Trip	Currency	Yes	The fare charged for each individual trip
Monthly Rate	Currency	No	A flat monthly rate (overrides per-trip calculation if set)
Peak Hour Surcharge	Toggle	No	Whether peak hour pricing applies to trips under this contract

When a monthly rate is set, the system divides the total evenly across all generated trips for reporting purposes. If you use per-trip pricing, the monthly total is the sum of all individual trip fares.

Special Instructions

Field	Type	Required	Description
Preferred Driver	Dropdown	No	Assign a specific driver to all trips under this contract
Notes	Text Area	No	Standing instructions for drivers (e.g., "Call passenger 5 minutes before arrival")

Managing Active Contracts

Editing a Contract

Click on a contract row to open the detail view. Click Edit to modify any field. Changes apply to future generated bookings -- previously generated bookings are not retroactively updated.

Pausing a Contract

If a client needs to temporarily suspend their contract (e.g., during holidays), click the Pause button. While paused:

No new bookings will be generated
Existing future bookings remain in the system but can be individually cancelled
The contract can be resumed at any time

Resuming a Contract

Click Resume on a paused contract to reactivate it. The system will begin generating bookings again from the next applicable day.

Ending a Contract

To permanently end a contract, click End Contract and set the end date. All future bookings beyond that date will be automatically cancelled.

Ending a contract is different from pausing. Ended contracts cannot be resumed -- you would need to create a new monthly booking if the client restarts service.

Viewing Generated Bookings

Each monthly booking contract has a Generated Bookings tab that lists all individual bookings created under the contract. From here you can:

See the status of each generated booking (Pending, Confirmed, Dispatched, Completed, Cancelled)
Open any individual booking for editing
Cancel specific bookings without affecting the rest of the schedule (e.g., for a public holiday)

Tips

When creating a monthly booking with a preferred driver, the system will automatically attempt to assign that driver to each generated trip. If the preferred driver is unavailable, the trip remains unassigned for manual dispatch.

Review active monthly bookings at the start of each month to ensure schedules and pricing are up to date, especially if you have contracts approaching their end date.

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