EasyTaxiOffice Private Hire Dispatch & Compliance System

EasyTaxiOffice is a cloud-based taxi and private hire booking, dispatch, and operator-management system.

The software provides tools for managing bookings, drivers, vehicles, customer records, payments, partner fleets, feedback, documents, and operational records from one system.

For private hire operators, these features can also assist with maintaining records used as part of day-to-day operational and licensing compliance procedures.

1. Booking Register and Booking Records

EasyTaxiOffice provides a central booking and dispatch system where bookings can be created, managed, searched, and reviewed.

A booking can contain information including:

Customer details
Pickup date and time
Pickup address or location
Destination
Journey information
Assigned driver
Vehicle-related information where applicable
Fare and pricing information
Payment information
Booking status
Booking notes

This allows operators to maintain a central electronic record of journeys managed through EasyTaxiOffice.

Booking History

EasyTaxiOffice also provides Booking History functionality.

Booking History can be useful when an administrator needs to understand how a booking progressed through the system.

Depending on the action recorded, the history can show information such as:

How the booking entered the system
Booking status changes
Date and time of status changes
Assigned driver
Date and time the driver was assigned
Dispatcher or user responsible for the driver assignment, where recorded

For example, if an administrator needs to establish when a driver was allocated to a particular journey, this information can be checked from the booking history.

For more information, see How to Check Booking History and Driver Assignment in EasyTaxiOffice.

Searching and Exporting Booking Records

Previous bookings can be located from the booking list using the available search and filtering options.

Bookings can also be filtered by date range and other available criteria.

Where records need to be reviewed outside EasyTaxiOffice, booking information can be exported. Administrators can configure which columns should be included in the export.

For instructions, see Booking Export.

2. Driver Register and Driver Compliance

EasyTaxiOffice provides an individual account for each driver.

Driver profiles provide a central place for maintaining personal, contact, licence, insurance, document, and operational information.

Information that can be maintained includes:

Driver's name
Address
Mobile number
Driving licence number
Driving licence expiry date
Private Hire Driver/PCO licence number
PCO licence expiry date
PHV licence information
Insurance number
Insurance expiry date
Additional files and documents
Driver notes
Driver commission/income percentage

Administrators can also upload relevant files to the driver's account using the Additional Files facility.

For more information, see:

Create Driver Account

Advanced Options for Driver Account

Driver Document Expiry Warnings

EasyTaxiOffice provides automatic on-screen expiry warnings for important driver documents.

The system monitors expiry dates entered for relevant driver records, including:

Insurance
Driving licence
PCO licence
PHV licence

These warnings help administrators identify documents that require attention and keep driver records up to date.

For full details, see Managing Driver Document Expiry Dates and Warnings.

Recording additional driver information

Some operational information may not have a dedicated field.

For example, if an operator wants to maintain a record of when a driver became available to the business or when the driver ceased being available, this information can be recorded in the driver's Notes field.

When using Notes for this purpose, it is useful to include both the date and a clear description.

Example:

31 August 2026 – Driver ceased being available for bookings. Driver account changed to inactive.

3. Vehicle Register and Fleet Records

The Vehicles section provides a central location for maintaining information about vehicles used by the business.

Vehicle information can include:

Registration mark
Make
Model
Colour
Body type
Passenger capacity
MOT information
Registered keeper name
Registered keeper address
Vehicle notes
Vehicle photograph
Vehicle status
Driver assigned to the vehicle

The vehicle can also be marked as active or inactive as required.

Where information does not have a dedicated vehicle field, additional operational details can be recorded in the vehicle Notes field.

For more information, see Vehicles.

4. Lost Property Records

EasyTaxiOffice includes a Feedback system with a dedicated Lost/Found category.

This can be used to associate lost-property information with a booking.

Administrators can also manually add information after the passenger has left.

Because the record can be associated with the relevant booking, administrators can refer back to journey information when investigating a lost-property report.

Additional details can be entered in the available feedback or Message field where required, such as:

Description of the lost property
Information received from the passenger
Driver-related information
Actions taken
Attempts to locate the item
Attempts to contact the customer
Return or collection information
Final outcome

For more information, see Feedback.

5. Customer Complaints and Feedback

The Feedback system also includes a dedicated Complaints category.

A complaint can be associated with the relevant booking, helping administrators connect customer feedback with the journey concerned.

Information relating to the complaint can be maintained as part of the feedback record and associated operational message field.

This can be useful for recording information such as:

Customer feedback
Booking concerned
Nature of the complaint
Driver or journey involved
Investigation notes
Action taken
Resolution or outcome

For more information, see Feedback.

6. Booking History and Operational Records

EasyTaxiOffice maintains history for certain booking activities.

For example, booking status history can contain timestamps, while driver assignment information can record when a driver was assigned and which dispatcher or user performed the assignment where this information is available.

This can assist operators when reviewing how a booking was handled.

For more information, see How to Check Booking History and Driver Assignment in EasyTaxiOffice.

Important distinction: Booking History and a full audit trail

Booking History should not be confused with a complete immutable field-level audit trail.

EasyTaxiOffice does not currently provide a complete immutable audit record showing every modification to every field together with:

The original value
The new value
Date and time of every modification
User responsible for every modification

Where additional operational information needs to be retained, Notes can be used to supplement the information recorded by the system.

7. Safeguarding, Incidents, and Additional Compliance Information

EasyTaxiOffice combines driver records, vehicle records, booking information, feedback, uploaded files, and Notes that can assist operators with maintaining additional operational information.

Where no dedicated field or module exists, Notes or Message fields can be used to record information such as:

Safeguarding-related operational notes
Driver conduct information
Driver compliance checks
Vehicle compliance checks
Driver removal or cessation information
Accessibility requirements
Assistance-dog related information
Incident information
General operator compliance notes

When recording this type of information, administrators should use a consistent format that includes the date, relevant booking or driver where applicable, and a clear description of the action or outcome.

Example

31 August 2026 – Driver documentation reviewed by administrator. Updated document received and driver record updated.

This makes manually maintained records easier to understand when reviewed later.

8. Accessibility Requirements

EasyTaxiOffice can also be used to capture passenger requirements relevant to a booking.

Web Booking settings include support for wheelchair-related requirements.

This helps operators identify relevant passenger requirements as part of the booking process.

For further information, see Web Booking settings.

9. Partner Fleet and Subcontracted Bookings

EasyTaxiOffice provides a Fleet Operator account for businesses that work with partner fleets.

An administrator can create a Fleet Operator account and associate drivers with that fleet.

Bookings can then be assigned to the partner fleet, after which the partner operator can allocate the work to one of its drivers.

This provides a structured method for managing work allocated to partner fleets through EasyTaxiOffice.

For more information, see Partner Fleet Operator account.

Fleet Reports

EasyTaxiOffice also provides Fleet Reports.

Reports can be generated according to partner/fleet operator and date range, helping administrators review work associated with a particular fleet.

For more information, see Fleet Reports.

Operator networks and open job sharing

The Fleet Operator functionality is intended for working with partner fleets configured within the operator's EasyTaxiOffice system.

EasyTaxiOffice does not provide an open operator network or marketplace for automatically exchanging jobs between unrelated licensed operators.

10. Card Payments and Customer Accounts

EasyTaxiOffice supports online/card payment functionality as part of the booking process.

Depending on the payment configuration, customers can make payments in connection with their bookings.

The system also supports payment requests, allowing an operator to send a payment link to a customer after a booking has been created.

Payment-related functionality includes:

Online/card payments
Payment links
Taking payment in connection with a booking
Customer invoices and receipts
Company/corporate accounts
Deferred payment arrangements for account customers
Periodic invoices covering multiple bookings
Payment reporting
Driver commission/income percentage functionality

For more information, see:

Web Booking settings

Invoices and Receipts in EasyTaxiOffice

Driver Report

11. Driver App

EasyTaxiOffice provides a Driver App that allows drivers to interact with bookings assigned to them.

Depending on the configuration, drivers can use the application to receive and manage allocated work as part of the dispatch process.

For setup instructions, see How to set up Driver App.

12. Passenger Booking Options

EasyTaxiOffice provides passenger-facing booking functionality, including web booking and mobile applications.

These tools allow customers to interact with the operator's booking system without requiring the operator to manually enter every booking.

For further information, see:

Web Booking settings

Mobile apps

Using EasyTaxiOffice During an Operational Review or Inspection

Because EasyTaxiOffice is cloud-based, authorised users can access operational records directly through the system.

When records need to be reviewed, an administrator can use the relevant sections of EasyTaxiOffice to demonstrate information such as:

Search for a previous booking.
Open the booking and review its journey information.
Review available Booking History.
Check the driver assigned to the journey.
Open a driver's profile and review licence and document information.
Review driver document expiry warnings.
Open the Vehicles section and review vehicle information.
Review Lost/Found or Complaints records through Feedback.
Review partner fleet information where applicable.
Filter and export booking records where required.

This can be useful when an operator needs to demonstrate how operational information is maintained within the software.

Recommended Record-Keeping Practice

EasyTaxiOffice provides tools that operators can incorporate into their own record-keeping procedures.

For effective record management:

Keep driver and vehicle information current.
Enter document expiry dates accurately.
Review document expiry warnings regularly.
Upload relevant supporting documents where appropriate.
Use Booking History when reviewing how a booking was handled.
Record important additional information in Notes and Message fields where a dedicated field is unavailable.
Include dates and clear descriptions when manually adding compliance-related notes.
Use Feedback categories consistently for complaints and lost property.
Keep driver and vehicle statuses up to date.
Export records when an external copy is required.

Important Information About Compliance

EasyTaxiOffice provides software tools that can assist private hire and taxi operators with booking management, dispatch, driver and vehicle records, document management, feedback, reporting, and other operational record-keeping activities.

However, using EasyTaxiOffice does not by itself guarantee regulatory or licensing compliance.

Record-keeping requirements can vary according to an operator's location, licence, business model, and applicable regulations.

Operators remain responsible for:

Determining which records they are legally required to maintain
Ensuring required information is entered into the system
Keeping records accurate and up to date
Maintaining records for any required retention period
Verifying driver and vehicle documents
Following applicable licensing and regulatory requirements
Confirming that their chosen procedures and software configuration satisfy the requirements applicable to their business

Where a requirement calls for a specific type of record, retention period, or audit mechanism, operators should verify that the available EasyTaxiOffice functionality meets that requirement before relying on it as their sole record-keeping method.