Fleet Operator Accounts: Setup and Booking Workflow

What is a Fleet Operator account?

A Fleet Operator account is intended for an external transport company or partner that completes bookings on your behalf. It is useful when you outsource work that your own fleet cannot cover.

The Fleet Operator signs in to EasyTaxiOffice and works only with bookings assigned to their account. Depending on your settings, they can:

View, filter and export their assigned bookings.
Review the journey information you have chosen to share.
Assign an approved driver connected to their Fleet Operator account.
Select a vehicle connected to the chosen driver.
Accept or reject a booking when confirmation is required.
Mark their fleet work as completed.
Receive assignment and booking-update notifications.
Open or print a meeting board and export permitted booking details to a calendar.

Fleet Operators have restricted access. By default, they cannot access core company settings, subscriptions or bookings assigned to another Fleet Operator.

They also cannot create or edit the main journey and customer details of a booking under the default Fleet Operator permissions. Their booking actions are limited to the Fleet workflow and the assignment of their connected drivers and vehicles.

Before creating an account

Prepare the following information:

The partner company or operator name.
The email address they will use to sign in.
A secure password.
The correct language and timezone.
The percentage used to calculate the partner’s Fleet income, if applicable.
The booking, contact and financial information the partner needs to see.

Use a separate Fleet Operator account for each partner company. This keeps booking access, drivers, notifications and reports separated.

Create a Fleet Operator account

Sign in to the EasyTaxiOffice Dispatch Panel as an administrator.
Go to Users → Fleet Operators.
Select Add New.
On the General tab, complete the account details:
- Display name — enter the partner company or operator name shown throughout the system.
- Unique ID — optionally enter an internal code used to identify the partner.
- Email — enter the address used to sign in and receive enabled notifications.
- Password and Confirm password — create the initial login password.
- Role — this is set to Fleet Operator when the account is created from the Fleet Operators section.
- Status — use Approved to allow the account to sign in.
- Language — select the language used in the account.
- Timezone — select the timezone used to display booking times.
- Team — if Teams are enabled, optionally connect the account to the appropriate team.
On the Personal tab, add any required contact, address or company information. These details are for the Fleet Operator’s user profile; they do not replace your own company settings.
On the Other tab, set Fleet income (%) if you want EasyTaxiOffice to calculate this partner’s income when assigning bookings.
On the Notifications tab, review the notification channels available to this Fleet Operator.
Select Add to create the account.
Send the login details to the partner using a secure communication method.

Fleet income example: Enter 70 if the Fleet Operator should receive 70% of the booking value. When assigning a booking, select Calculate Fleet income. For example, if the applicable booking value is £100, the Fleet income will be £70. Any charges excluded from income calculations will not be included..

Connect drivers to the Fleet Operator

The administrator must create the drivers and connect them to the correct Fleet Operator account.

Go to Users → Drivers.
Add a new driver or edit an existing driver.
On the General tab, find Fleet Operator.
Select the partner’s Fleet Operator account.
Make sure the driver’s status is Approved.
Save the driver account.
Repeat these steps for every driver who works for that partner.

A Fleet Operator can assign an allocated booking only to approved drivers connected to their account. If vehicles are used, make sure each vehicle is active and connected to the appropriate driver.

Control what Fleet Operators can see

Go to Settings → Users → Fleet Operators to configure the information displayed in Fleet Operator accounts, booking notifications and exports.

Sensitive information is hidden unless the relevant setting is enabled.

Setting	What it controls
Show customer account	Displays the customer account connected to the booking.
Show passenger phone number	Hides the number, displays the passenger’s number subject to the privacy period, or replaces it with your company phone number.
Show passenger email	Hides the email, displays the passenger’s email subject to the privacy period, or replaces it with your company email.
Show driver phone number	Hides the number, displays the driver’s number subject to the privacy period, or replaces it with your company phone number.
Show driver email	Hides the email, displays the driver’s email subject to the privacy period, or replaces it with your company email.
Show price summary	Displays the itemised booking price summary.
Show total price	Displays the final gross total after discount. Original and offered prices remain hidden.
Show net total	Displays the final net booking total after discount.
Show discount	Displays discount information.
Show payments	Displays payment status, payment entries and the amount due. Payment action links are not provided to Fleet Operators.
Show note for driver	Displays the administrator’s note intended for the driver.
Show driver note	Displays the note entered by the assigned driver.
Show custom field 1–4	Displays the selected booking custom fields.
Calendar export	Controls which permitted fields are included when a Fleet Operator exports a booking to a calendar.

Contact information options

The passenger and driver contact settings provide three choices:

No — the direct contact information is hidden.
Yes — the direct contact information is displayed during the operational period. After the system’s privacy period, it is replaced with the company contact information.
As a company phone number/email — the direct contact information is never shown; your company contact information is displayed instead.

The replacement phone number and email are taken from Settings → General. Make sure these company contact details are correct before using the replacement options.

The following information remains unavailable to Fleet Operators regardless of these visibility settings:

Internal administrator notes.
Booking source and source details.
Original and offered booking prices.
Payment action links.

Assign a booking to a Fleet Operator

You can assign one booking from its Fleet section or assign multiple bookings from the Bookings list.

Assign an individual booking

Go to Bookings and open or edit the required booking.
Find the Fleet Operator or Assign fleet option.
Select the Fleet Operator account.
Enter the Fleet income, or use the available calculation option to calculate it from the percentage stored in the Fleet Operator’s account.
Choose the initial Fleet status:
- Assigned — responsibility is given to the Fleet Operator immediately; no acceptance is required.
- Awaiting response — the Fleet Operator must accept or reject the booking.
Enable the Fleet assignment notification where required.
Save the booking.

When Awaiting response is selected, EasyTaxiOffice sends the assignment through the enabled Fleet notification channels so the Fleet Operator can respond.

Assign several bookings

Go to Bookings.
Select the required bookings using their checkboxes.
Open Bulk Actions and choose Assign Fleet.
Select the Fleet Operator.
Choose Assigned or Awaiting response.
Choose whether to calculate Fleet income and send notifications.
Confirm the assignment.

If an existing Fleet Operator is replaced or removed, you can notify the previous operator that they are no longer responsible for the booking.

How the Fleet Operator responds

After signing in, the Fleet Operator is taken to the Bookings section and sees only bookings assigned to their account.

They can open a booking or use the available Fleet action in the booking list.

If the status is Awaiting response

The Fleet Operator can:

Select Accept booking to confirm responsibility for the work.
Select Reject booking and enter a reason.

A rejection reason is required. It must be plain text and can contain up to 1,000 characters.

Rejecting a booking does not automatically remove the Fleet Operator or assign another partner. The administrator should review the rejection reason and then remove or replace the Fleet Operator as required.

If the status is Assigned or Accepted

The Fleet Operator can select Mark fleet job as completed when their work is finished.

Important: Completed by fleet is a Fleet workflow status. It does not change the booking’s normal journey status to Completed. The booking lifecycle must still be updated through the normal driver or administrator process.

Fleet status meanings

Fleet status	Meaning
Not assigned	The booking has not been assigned to a Fleet Operator.
Assigned	The booking was assigned without requiring confirmation.
Awaiting response	The Fleet Operator must accept or reject the booking.
Accepted	The Fleet Operator confirmed responsibility for the booking.
Rejected	The Fleet Operator declined the booking and supplied a reason.
Completed by fleet	The Fleet Operator marked its work as finished. This does not complete the booking lifecycle.
Assignment removed	The booking was removed from that Fleet Operator.

The available actions follow this sequence:

Awaiting response → Accepted or Rejected
Assigned → Completed by fleet
Accepted → Completed by fleet

Assign a driver and vehicle

For an accepted or directly assigned booking, the Fleet Operator can assign one of the approved drivers connected to their account.

Open the assigned booking in the Bookings list.
Select Assign driver.
Choose a driver from the Fleet Operator’s driver list.
Select an active vehicle connected to that driver, if required.
Choose the relevant driver notification options.
Confirm the assignment.

Drivers belonging to a different Fleet Operator are not available for selection.

Track Fleet Operator activity

Administrators can see the current Fleet status in the Bookings list and booking details.

The Fleet status history in the booking details records:

The Fleet Operator.
The previous and new Fleet status.
The user who made the change.
The date and time of the change.
The rejection reason, where applicable.

An administrator with booking-edit permission can accept, reject or complete the Fleet workflow on behalf of the Fleet Operator. Actions performed on behalf of a partner are also recorded in the history.

EasyTaxiOffice can notify the relevant users when:

A booking is assigned to a Fleet Operator.
A Fleet assignment is removed.
Important details of an assigned booking are updated.
A Fleet Operator accepts a booking.
A Fleet Operator rejects a booking.
A Fleet Operator marks its work as completed.

Notification delivery depends on your notification settings and the Fleet Operator’s enabled account preferences.

Example workflow

Your company needs a partner to cover an airport transfer:

Create a Fleet Operator account for the partner company.
Connect the partner’s approved drivers to that account.
Assign the airport booking to the Fleet Operator with the status Awaiting response.
The Fleet Operator receives the booking and selects Accept booking.
The Fleet Operator assigns one of its connected drivers and an active vehicle.
After completing its responsibility, the Fleet Operator selects Mark fleet job as completed.
The driver or administrator completes the normal booking journey status.
The administrator uses the Fleet status history and Fleet Report to review the work and partner income.

Troubleshooting

The Fleet Operators section is not visible

The Fleet Operator feature may not be enabled for your account. Contact EasyTaxiOffice Support to confirm availability.

The Fleet Operator cannot sign in

Check that:

The email address is correct.
The account status is Approved.
The user is opening the correct EasyTaxiOffice login page.
The password has been entered correctly or reset.

An assigned booking is not visible

Confirm that the booking is assigned to the correct Fleet Operator account. Fleet Operators cannot view bookings assigned to another partner.

A driver is missing from the assignment list

Check that the driver:

Has an Approved account.
Is connected to the correct Fleet Operator.

A vehicle is missing

Check that the vehicle is active and connected to the selected driver.

Contact, price or payment information is missing

Review Settings → Users → Fleet Operators. The corresponding visibility setting must be enabled.

The Fleet Operator cannot accept or reject

Accept and reject actions are available only while the Fleet status is Awaiting response. Refresh the booking in case the assignment or status has already changed. Canceled and recurring booking templates cannot be updated through the Fleet response workflow.

The booking is still not Completed

Completed by fleet does not update the normal booking status. Complete the booking through the usual driver or administrator workflow.

Recommended security practices

Create a separate account for each partner company.
Share login details securely and require the partner to protect them.
Show only the customer, contact and financial information needed to complete the work.
Use company contact replacement options when direct contact details are not required.
Deactivate accounts promptly when a partnership ends.
Review Fleet assignments, status history and reports regularly.