> For the complete documentation index, see [llms.txt](https://codico-dispatch.gitbook.io/documentation/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://codico-dispatch.gitbook.io/documentation/bookings-and-dispatch/creating-and-editing-bookings.md).

# Creating and Editing Bookings

Create a booking by hand and understand every field of the booking form.

Your team creates bookings by hand for phone, email and walk-in requests, and edits bookings that arrive from other channels. Both use the same form.

* **Create:** go to **Bookings** and click **Add new**, or click **Create a booking** in the [Schedule](/documentation/bookings-and-dispatch/schedule.md).
* **Edit:** click **Edit** next to a booking in the [bookings list](/documentation/bookings-and-dispatch/bookings-list.md).

The form has six blocks: **Route**, **Total price**, **Assignments** and **Amounts** on the left, **Additional Info** and **Client info** on the right. Fields marked with a red asterisk are required.

{% hint style="info" %}
Bookings can also be entered quickly from a pasted text request. See [express booking entry](https://codico.io/taxi-dispatch-software/express-booking-entry/) on the CodiCo website.
{% endhint %}

## Create a booking step by step

{% stepper %}
{% step %}

### Enter the route

Set the **Pickup date** and time, then type the pickup address in **From** and the destination in **To** and choose the matching suggestion. Click **Add new** next to **Extra Stop** to add stops on the way. The map shows the route and the **Total price** block shows the distance and duration.
{% endstep %}

{% step %}

### Choose the vehicle and assignment

In **Assignments**, choose the **Vehicle** class. To dispatch right away, choose the **Company** and, if you know it, the **Driver**. You can also leave the booking unassigned and assign it later. See [Assigning Bookings](/documentation/bookings-and-dispatch/assigning-bookings.md).
{% endstep %}

{% step %}

### Fill in the amounts

In **Amounts**, choose the **Payment method**, enter the **Total booking amount** and the commissions, and set the **Payment status**.
{% endstep %}

{% step %}

### Add trip details and the client

Fill in passengers, luggage, flight details and extras in **Additional Info**, and the customer's name, email and phone in **Client info**.
{% endstep %}

{% step %}

### Save

Click **Save**. The booking appears in the bookings list and, depending on your notification settings, the customer and the assigned company receive an email.
{% endstep %}
{% endstepper %}

## Editing an existing booking

When you edit a booking, the page title shows the booking number, for example **Edit booking #07324**, and the form shows extra information:

* **Edit return booking** opens the return leg of a round trip.
* **History** shows every change made to the booking: who changed what and when, with old and new values.
* **Booking date** in the **Route** block shows when the booking was made.
* **Download invoices** lists the invoices of the booking with commissions, total, paid amount, the amount to pay to the driver and the payment method, and lets you download each invoice.
* **Price offers** and **Rejected assignments** show offers and rejections from companies. See [Assigning Bookings](/documentation/bookings-and-dispatch/assigning-bookings.md).
* At the bottom you can **Cancel this and return booking**, **Delete** the booking or **Block** it.

## Route and total price

<figure><img src="https://3342310576-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCGCbj77Uf83iIZ9ZIqRp%2Fuploads%2FlHPMORnbpBP7WVVTpDIY%2Fbooking-route-price.webp?alt=media" alt="Route block with pickup date and addresses, and the Total price block"><figcaption><p>The Route and Total price blocks of an existing booking. The route map between the two blocks is not shown.</p></figcaption></figure>

| Field             | What it means                                                                                                                                                                                                          |
| ----------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Pickup date**   | Date and time the passenger is picked up.                                                                                                                                                                              |
| **From** / **To** | Pickup and drop-off address. Start typing and choose a suggestion so the system gets exact coordinates. Airports from your list of airports appear as named locations, for example *Brussels Airport (BRU) - Belgium*. |
| **Extra Stop**    | Additional stops between pickup and drop-off.                                                                                                                                                                          |
| **Booking date**  | When the booking was made. Shown on existing bookings only.                                                                                                                                                            |
| **Total price**   | The booked vehicle class with its passenger and luggage capacity, the trip distance, the trip duration and the price of this leg.                                                                                      |

{% hint style="info" %}
Distance, duration and the route on the map come from Google Maps. If they stay at zero, check **Integrations → Google Maps & Services**.
{% endhint %}

## Assignments

<figure><img src="https://3342310576-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCGCbj77Uf83iIZ9ZIqRp%2Fuploads%2FpfEczSLIsOwCzOVPMbKl%2Fbooking-assign-amounts.webp?alt=media" alt="Assignments and Amounts blocks of the booking form"><figcaption><p>The Assignments and Amounts blocks.</p></figcaption></figure>

| Field                                                   | What it means                                                                                                   |
| ------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------- |
| **Company**                                             | The transport company that carries out the ride. On an existing booking, use **Change company** to reassign it. |
| **Vehicle**                                             | The booked vehicle class. Required.                                                                             |
| **Driver**                                              | The driver who carries out the ride. Optional when you create the booking.                                      |
| **Vehicle model**, **Vehicle color**, **License plate** | Details of the actual car, shown to the customer so they recognise it.                                          |
| **Company notes**                                       | Instructions for the company.                                                                                   |

## Amounts

| Field                           | What it means                                                                                                               |
| ------------------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| **Payment method**              | How the customer pays: *Cash*, *Credit card*, *Bancontact* or *PayPal*, depending on what you have enabled.                 |
| **Total booking amount**        | The full price the customer pays.                                                                                           |
| **Deposit amount**              | The part paid in advance.                                                                                                   |
| **Admin commission amount**     | Your share of the booking amount.                                                                                           |
| **Driver commission amount**    | The driver's share.                                                                                                         |
| **Partner commission amount**   | The commission for the partner who sent the booking.                                                                        |
| **Affiliate commission amount** | The commission for the affiliate who referred the customer.                                                                 |
| **Pay to driver in cash**       | The amount the customer pays to the driver in the car.                                                                      |
| **Payment status**              | The [payment status](/documentation/bookings-and-dispatch/booking-and-payment-statuses.md#payment-statuses) of the booking. |

## Additional Info

<figure><img src="https://3342310576-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCGCbj77Uf83iIZ9ZIqRp%2Fuploads%2FVMKPZYGia7uWzpYgMTay%2Fbooking-additional-client.webp?alt=media" alt="Additional Info and Client info blocks of the booking form"><figcaption><p>The Additional Info and Client info blocks. Phone numbers are hidden in this screenshot.</p></figcaption></figure>

| Field                                                             | What it means                                                                                                           |
| ----------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------- |
| **Is shared**                                                     | Marks the booking as a shared ride. See **System Settings → Shared Taxi Settings**.                                     |
| **Passengers**, **Luggage**                                       | Number of passengers and pieces of luggage.                                                                             |
| **Baby seats**, **Child seats**, **Booster seats**, **Bikes**     | Number of each extra the customer needs. Prices for extras are set in **Fleet & Pricing → Additional services prices**. |
| **Waiting time**                                                  | Waiting time included in the booking.                                                                                   |
| **Place for disabled**                                            | The passenger needs a vehicle suitable for a person with reduced mobility.                                              |
| **Ski equipment**                                                 | Number of ski sets.                                                                                                     |
| **Pets**                                                          | Pets travelling with the passenger. Click **Add new** for each pet.                                                     |
| **Meet & greet**                                                  | The driver meets the passenger inside the terminal, usually with a name sign.                                           |
| **Flight number**, **Airline**, **Flying from**, **Arrival time** | Arrival flight details for airport pickups, so the driver can follow the flight.                                        |
| **Flying to**, **Departure time**                                 | Departure flight details for airport drop-offs.                                                                         |
| **Hotel name**                                                    | The hotel for pickup or drop-off.                                                                                       |
| **Notes**                                                         | Any other information from the customer.                                                                                |
| **Schedule color**                                                | The colour of this booking on the [Schedule](/documentation/bookings-and-dispatch/schedule.md) timeline.                |
| **Partner transfer**                                              | The partner or marketplace the booking came from.                                                                       |
| **Import company**                                                | The company name from an imported booking.                                                                              |
| **Pick-up time**, **Drop-off time**                               | The times the passenger was picked up and dropped off.                                                                  |

## Client info

| Field                         | What it means                                                     |
| ----------------------------- | ----------------------------------------------------------------- |
| **Name**                      | The customer's name. Start typing to choose an existing customer. |
| **Client email**              | Where booking emails are sent.                                    |
| **Client phone**, **Phone 2** | Phone numbers with country code.                                  |

{% hint style="info" %}
Changing the client info on a booking does not change the customer's account. It only changes the details stored on this booking.
{% endhint %}

## Watch the video

{% embed url="<https://www.youtube.com/watch?v=H1k-ajZPvfs>" %}
Express Booking Entry — CodiCo Taxi Dispatch Software
{% endembed %}