Trips
Understand the trip lifecycle from creation to completion -- trip statuses, creating trips from bookings, editing trip details, and tracking trip progress.
The Trips page is where you manage the execution side of your dispatch operations. While bookings capture the customer's request, trips represent the actual transportation event -- with an assigned driver, a vehicle, real-time tracking, and a final fare. Trips are the core operational records in the Dispatch module.
Navigation: Dispatch > Trips
Purpose
Trips bridge the gap between a customer's booking request and the actual service delivery. The Trips module allows you to:
- View all trips across your fleet with detailed status information
- Create trips directly (without a prior booking) for ad-hoc requests
- Track trip progress from assignment through completion
- Review completed trip details including distance, duration, and fare
- Manage trip issues such as cancellations, no-shows, and disputes
Trip List
The main Trips page displays a table of all trips.
Table Columns
| Column | Description |
|---|---|
| Trip ID | System-generated unique identifier for the trip |
| Date & Time | The scheduled or actual start time of the trip |
| Driver | The name of the assigned driver |
| Vehicle | The plate number and model of the vehicle |
| Client | The client who requested the trip |
| Pickup | The pickup location address |
| Dropoff | The destination address |
| Status | The current trip status |
| Distance | The total distance covered (shown after trip starts) |
| Duration | The total trip duration (shown after trip completes) |
| Fare | The final or estimated fare amount |
Status Tabs
Use the tabs at the top of the table to filter by trip status:
- All -- Show all trips regardless of status
- Pending -- Trips awaiting driver assignment
- Assigned -- Trips where a driver has accepted but has not started
- En Route to Pickup -- The driver is on the way to the pickup location
- In Progress -- The trip is actively underway
- Completed -- Trips that have been finished successfully
- Cancelled -- Trips that were cancelled
- No Show -- Trips where the passenger did not show up
Creating a Trip
Trips are typically created in one of two ways:
From a Booking
When a booking is confirmed and ready for dispatch, it can be converted into a trip:
- Go to Dispatch > Bookings and open the confirmed booking.
- Click Create Trip to generate a trip record from the booking details.
- The trip is created with all the booking information pre-filled and is ready for driver assignment.
Direct Trip Creation
For ad-hoc requests that do not require a formal booking, you can create a trip directly:
- Click Create Trip on the Trips page.
- Fill in the trip details manually.
Trip Creation Fields
| Field | Type | Required | Description |
|---|---|---|---|
| Client | Dropdown | Yes | The client requesting the trip |
| Passenger Name | Text | No | The passenger's name |
| Passenger Phone | Text | No | Contact number for the passenger |
| Pickup Location | Address | Yes | Where the driver should pick up the passenger |
| Dropoff Location | Address | Yes | The destination |
| Pickup Date & Time | DateTime | Yes | When the trip should begin |
| Vehicle Type | Dropdown | Yes | The vehicle category required |
| Driver | Dropdown | No | Assign a driver immediately, or leave blank for later dispatch |
| Fare | Currency | No | The agreed fare amount |
| Payment Method | Dropdown | No | Cash, Card, Corporate Account, etc. |
| Notes | Text Area | No | Special instructions for the driver |
Trip Lifecycle
Every trip follows a defined sequence of statuses:
| Status | Description | Triggered By |
|---|---|---|
| Pending | Trip created, no driver assigned yet | System (on creation) |
| Assigned | A driver has been assigned to the trip | Dispatcher or auto-assign |
| Accepted | The driver has accepted the trip assignment | Driver (via app) |
| En Route to Pickup | The driver is heading to the pickup location | Driver (via app) |
| Arrived at Pickup | The driver has arrived at the pickup point and is waiting | Driver (via app) |
| In Progress | The passenger is in the vehicle and the trip is underway | Driver (via app) |
| Completed | The trip has been finished, fare calculated | Driver (via app) or Dispatcher |
| Cancelled | The trip was cancelled before completion | Dispatcher, Driver, or Client |
| No Show | The passenger did not appear at the pickup | Driver (via app) or Dispatcher |
When a driver updates the trip status through their mobile app, the change is reflected instantly on the dispatcher's screen. The Live Tracking page also updates the vehicle's position in real time.
Editing a Trip
Click on any trip row to open the trip detail view. Depending on the trip's current status, different fields may be editable:
| Trip Status | Editable Fields |
|---|---|
| Pending | All fields (client, locations, date, fare, driver, notes) |
| Assigned / Accepted | Fare, notes, driver reassignment |
| En Route / In Progress | Notes only |
| Completed | Fare adjustment (with reason), notes |
| Cancelled / No Show | Notes only |
Changing the assigned driver on an active trip (En Route or In Progress) is not recommended. If a driver swap is absolutely necessary, cancel the current trip and create a new one with the replacement driver.
Completing a Trip
When a trip is completed, the system records the following final details:
| Field | Description |
|---|---|
| Actual Pickup Time | When the passenger was actually picked up |
| Actual Dropoff Time | When the passenger was dropped off |
| Total Distance | The total distance traveled (from GPS tracking) |
| Total Duration | The total time from pickup to dropoff |
| Final Fare | The calculated or agreed fare for the trip |
| Payment Status | Whether the fare has been collected |
Cancellation
To cancel a trip, open the trip detail and click Cancel Trip. You must select a cancellation reason:
| Reason | Description |
|---|---|
| Client Request | The client asked to cancel the trip |
| Driver Unavailable | The assigned driver became unavailable |
| Vehicle Breakdown | The assigned vehicle had a mechanical issue |
| Weather Conditions | Unsafe conditions prevented the trip |
| Duplicate | The trip was created in error |
| Other | Any other reason (requires a note) |
Tips
Use the date and status filters together to quickly manage your daily workload. For example, filter by today's date and "Assigned" status to see all upcoming trips that are ready to go.
Completed trip data feeds directly into the Finance module for revenue tracking, driver commission calculation, and payroll processing.
Monthly Bookings
Set up and manage recurring monthly booking contracts for regular clients -- automate trip creation, define schedules, and streamline repeat transportation needs.
Dispatcher
Use the Dispatch Board to assign drivers to trips, manage the assignment queue, and oversee real-time driver allocation across your fleet.