These settings help you manage customer registrations, driver permissions, contact information privacy, Fleet Operator access, administrator preferences, and calendar information.
This guide explains each section and how to configure it to suit your business requirements.
How to Access User Settings
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Log in to your EasyTaxiOffice Admin Panel.
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Navigate to Settings > Users.
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Select the section you want to configure:
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General
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Customers
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Drivers
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Fleet Operators
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Admins
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Adjust the required settings.
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Click Save to apply your changes.
Important: Settings > Users controls settings for different user groups. To create or edit an individual account, use the Users section in the main navigation menu.
Some settings may be unavailable depending on your subscription, enabled features, or administrator permissions.
1. General Settings
The General section controls the time allowed for processing user account deletion requests.
Account Deletion Period
The number of days the company needs to delete a user account
Specify the number of days allowed for processing an account deletion request.
You can select a value between 1 and 30 days.
For example, setting the value to 7 means that when a customer or driver submits an account deletion request, the system calculates a deletion due date seven days after the request.
The setting also provides a link to preview the account deletion page shown to users.
This setting establishes the deletion timeframe. It does not mean that changing the value immediately deletes any accounts.
2. Customers
The Customers section controls customer account registration, login options, company account information, booking visibility, and access to driver contact details.
Customer Account Registration and Login
| Setting | Description |
|---|---|
| Enable account login | Allows customers to log in to their EasyTaxiOffice accounts. |
| Enable account registration | Allows new customers to register their own accounts. |
| Enable account activation | Requires customers to activate their accounts through email verification. |
| Min password length | Defines the minimum number of characters required for customer account passwords. |
| Max password length | Defines the maximum number of characters allowed for customer account passwords. |
Password length values can be configured between 5 and 60 characters. The minimum length cannot exceed the maximum length.
Example:
If you want customers to register independently but verify their email addresses before using their accounts:
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Enable account login.
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Enable account registration.
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Enable account activation.
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Configure the required password lengths.
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Save your settings.
Company Account Settings
These options control the company information requested during customer registration.
| Setting | Description |
|---|---|
| Enable company registration number | Displays a field for the company's registration number. |
| Require company registration number | Makes the company registration number mandatory where the field is used. |
| Enable company VAT number | Displays a field for the company's VAT or tax number. |
| Require company VAT number | Makes the VAT number mandatory where the field is used. |
| Show "Company Name" next to customer name | Displays the associated company name alongside the customer name. |
These settings are useful when your business accepts bookings from corporate customers who require company details for their accounts.
Customer Booking Information
Hide Customer details from notification when Lead passenger is available
When enabled, the system hides the main customer's details from relevant booking notifications if separate Lead Passenger information has been provided.
This avoids displaying unnecessary customer information when the person travelling is different from the person making the booking.
Show driver tracking history in customer account
Allows customers to view the available driver tracking history associated with their bookings.
Driver Contact Information Visibility
These settings determine whether customers can see their assigned driver's contact information.
| Setting | Description |
|---|---|
| Show driver phone number | Controls whether the driver's telephone number is visible to customers. |
| Show driver email | Controls whether the driver's email address is visible to customers. |
Each setting provides three options:
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No: The driver's contact information is hidden.
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Yes: The driver's contact information is displayed. For additional privacy protection, 24 hours after the booking is completed, the system replaces it with the company's contact information.
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As a company phone number / As a company email: The driver's personal contact details are replaced with your company's contact details.
Company contact information is taken from Settings > General.
Example:
If you want customers to contact your office rather than contact drivers directly, select As a company phone number and As a company email.
This allows you to manage communication centrally without sharing drivers' personal contact details.
3. Drivers
The Drivers section controls driver registration, booking information visibility, available job actions, profile editing, calendar information, and reminders.
Driver Registration
| Setting | Description |
|---|---|
| Enable account registration | Allows drivers to register their own accounts. |
| The new account must be verified by e-mail | Requires drivers to confirm their email address during registration. |
| After the account is verified, set this status | Determines the status assigned to the newly registered driver. |
The available account statuses are:
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Awaiting admin review: The driver requires administrator approval before their account can be used.
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Approved: The driver account is approved without an additional administrator review.
When email verification is enabled, the selected status is applied after verification. When email verification is disabled, the selected status is applied during registration.
Recommended configuration:
For operators who want to review new drivers before allowing them to receive work:
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Enable account registration.
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Enable email verification.
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Set the registration status to Awaiting admin review.
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Save your settings.
This gives drivers the ability to register independently while allowing your business to approve them before they become active.
Driver Navigation Settings
Show navigation link
Controls when drivers can access the navigation link for their assigned journeys.
Available options:
| Option | Description |
|---|---|
| When en route | Displays the navigation link when the driver is en route. |
| All the time | Makes the navigation link available regardless of the driver's current journey status. |
Booking Information Visibility
These settings control what drivers can see about their assigned bookings.
| Setting | Description |
|---|---|
| Show customer account | Allows drivers to see the customer account associated with a booking on the meeting board, including downloadable and attached meeting board PDFs. |
| Show passenger phone number | Controls access to passenger telephone numbers. |
| Show passenger email | Controls access to passenger email addresses. |
| Show total price | Allows drivers to see the total booking price. |
| Show "Unique ID" next to driver name | Displays the driver's unique identification number alongside their name. |
For passenger telephone numbers and email addresses, you can select:
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No: Hide the passenger's contact information.
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Yes: Show the passenger's contact information. It is replaced with the company contact information 24 hours after the booking is completed.
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As a company phone number / As a company email: Display the company's contact information instead.
Example:
If you want drivers to contact passengers directly during an active booking but limit access afterwards, select Yes.
If all passenger communication should go through your office, select the company contact options instead.
Driver Job Status Buttons
Administrators can control which booking status buttons and job actions are available to drivers.
| Setting | Description |
|---|---|
| Show "En route" status button | Allows drivers to indicate they are travelling to the pickup location. |
| Show "Arrived" status button | Allows drivers to indicate they have arrived. |
| Show "On board" status button | Allows drivers to indicate the passenger has boarded. |
| Show "No-show" status button | Allows drivers to report that the passenger did not arrive. |
| Allow driver to "Reject" the job | Allows drivers to reject assigned bookings. |
| Allow driver to "Restart" the job | Allows drivers to restart a job when this advanced option is available. |
Enable the actions that match your company's dispatch process.
Driver Booking Cancellation
The system provides three options for controlling whether drivers can cancel assigned bookings.
| Option | Description |
|---|---|
| Allow driver to change status to "Driver cancelled" | Allows the driver to cancel the job using the Driver cancelled status and sends an email notification to the administrator. |
| Allow driver to change status to "Cancelled" | Allows the driver to cancel the booking and automatically sends an email notification to the customer. |
| Do not allow driver to cancel the job | Prevents drivers from cancelling their assigned bookings. |
Recommendation:
If you want your dispatch team to manage cancellations, select Do not allow driver to cancel the job.
Drivers will then need to contact your office when a booking must be cancelled.
Driver Profile Editing
Administrators can decide whether drivers are allowed to update information in their own profiles.
| Setting | Description |
|---|---|
| Show edit profile button in driver account | Displays the option for drivers to edit their profiles. |
| Allow driver to edit insurance number | Allows drivers to update their insurance number and expiry date. |
| Allow driver to edit driving license number | Allows drivers to update their driving licence number and expiry date. |
| Allow driver to edit PCO license number | Allows drivers to update their PCO licence number and expiry date. |
| Allow driver to edit PHV license number | Allows drivers to update their PHV licence number and expiry date. |
Example:
If drivers should be responsible for keeping their licence information up to date:
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Enable Show edit profile button in driver account.
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Enable the relevant document editing options.
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Save the settings.
Drivers will then be able to edit the permitted information from their accounts.
Administrators should still review and verify updated compliance information where necessary.
Driver Job Attachments
Allow driver to upload job attachments
When enabled, drivers can upload attachments associated with their jobs.
This can be useful for storing supporting information or documents connected to a journey.
4. Fleet Operators
The Fleet Operators section controls what external transport partners can see when working with bookings assigned to their Fleet Operator accounts.
This section is available when the Fleet Operator functionality is enabled for your EasyTaxiOffice account.
Customer and Passenger Information
| Setting | Description |
|---|---|
| Show customer account | Allows Fleet Operators to see the customer account associated with an assigned booking. |
| Show customer account phone number | Controls access to the customer account's telephone number. |
| Show customer account email | Controls access to the customer account's email address. |
| Show passenger phone number | Controls access to passenger telephone numbers. |
| Show passenger email | Controls access to passenger email addresses. |
| Show driver phone number | Controls access to driver telephone numbers. |
| Show driver email | Controls access to driver email addresses. |
The customer account phone and email settings only apply when Show customer account is enabled.
For contact information, the available options are:
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No: Hide the contact information.
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Yes: Show the contact information during the permitted period. For Fleet Operators, the company contact information replaces the original details 24 hours after the scheduled pickup time.
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As a company phone number / As a company email: Always show your company's contact information instead of the user's personal details.
These settings help protect customer, passenger, and driver information when sharing work with partner companies.
Booking Prices and Financial Information
Administrators can control which financial details Fleet Operators can view.
| Setting | Description |
|---|---|
| Show price summary | Displays the itemised booking price summary. |
| Show total price | Displays the final gross booking total after discount. |
| Show net total | Displays the final net booking total after discount. |
| Show discount | Displays booking discount information. |
| Show payments | Displays payment information, including payment status, payment entries, and outstanding amounts where applicable. |
Depending on the setting, this information may appear in booking lists, booking details, exports, and Fleet booking emails.
Fleet Operators do not receive payment action links through the Show payments option.
Example:
If your Fleet Operators should see the booking's total value but not its full pricing breakdown:
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Enable Show total price.
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Leave Show price summary disabled.
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Disable any other financial information that partners do not need.
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Save your settings.
Booking Notes and Custom Fields
| Setting | Description |
|---|---|
| Show note for driver | Displays the administrator's note intended for the driver. |
| Show driver note | Displays notes entered by the assigned driver. |
| Show custom field 1 | Allows Fleet Operators to view Custom Field 1. |
| Show custom field 2 | Allows Fleet Operators to view Custom Field 2. |
| Show custom field 3 | Allows Fleet Operators to view Custom Field 3. |
| Show custom field 4 | Allows Fleet Operators to view Custom Field 4. |
Custom fields can appear in booking lists, booking details, exports, and Fleet booking emails when enabled.
Editing a custom field also requires the appropriate booking editing permission.
Important: These settings do not give Fleet Operators unrestricted access to your system. They continue to work within their assigned bookings and permitted functionality.
5. Admins
The Admins section controls administrator preferences, booking calendar information, and available reminders.
Administrator Display Settings
| Setting | Description |
|---|---|
| Highlight bookings with status colour in booking listing tab | Highlights bookings according to their current status colour. |
| Show this page after login | Determines which page administrators see after signing in. |
Default Page After Login
Administrators can select one of the following landing pages:
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Getting Started
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Dispatch
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Bookings > All
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Bookings > Next 24
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Bookings > Latest
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Bookings > Unconfirmed
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Bookings > Calendar
Example:
If your dispatch team works primarily from the Dispatch Panel, select Dispatch as the default page.
This helps staff access their main workspace immediately after logging in.
6. Calendar Display Settings
Under Drivers and Admins, the Show in calendar section controls which booking details appear in the relevant calendar views.
These options allow you to customise how much information users can see without opening each booking.
Available Calendar Fields
| Information | Description |
|---|---|
| Reference number | Displays the booking reference. |
| Service type | Displays the type of service booked. |
| Passenger name | Displays the passenger's name. |
| Passenger phone | Displays the passenger's telephone number. |
| Pickup | Displays the pickup location. |
| Dropoff | Displays the destination. |
| Via | Displays additional stops. |
| Vehicle type | Displays the booked vehicle type. |
| Estimated distance | Displays the estimated journey distance. |
| Estimated time | Displays the estimated journey duration. |
| Actual time slot | Displays the booking's actual time slot information. |
| Number of passengers | Displays the passenger count. |
| Custom fields 1–4 | Displays the selected booking custom fields. |
The Admins calendar settings also include:
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Account name
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Driver name
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Driver vehicle
How to Customise Calendar Information
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Navigate to Settings > Users.
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Open Drivers or Admins.
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Find Show in calendar.
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Enable the information you want displayed.
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Disable any unnecessary fields.
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Save your settings.
Example:
For drivers, you might enable the pickup, destination, passenger name, and vehicle type while hiding unnecessary booking information.
For dispatch administrators, you might display the booking reference, driver, vehicle, and estimated journey time to help with daily scheduling.
7. iCalendar Export Settings
The iCalendar export option is available within the Customers, Drivers, Fleet Operators, and Admins settings, where supported.
It controls how booking information is formatted when exported to calendar applications using an iCalendar (.ics) file.
These settings are separate from Show in calendar, which controls information displayed within EasyTaxiOffice.
Configure iCalendar Exports
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Navigate to Settings > Users.
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Open the relevant user group.
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Find iCalendar export.
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Click the edit option.
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Configure the calendar event title, timing, and booking information.
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Select Apply changes.
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Save the Users settings.
Calendar Event Title
Use the event title template to determine how bookings appear in external calendar applications.
You can combine plain text with the available booking information tokens.
Each supported token can be used only once in the title template.
Calendar Timeline Display
Choose how the calendar event's duration is represented.
| Option | Description |
|---|---|
| Estimated journey duration | Creates a calendar event from the scheduled pickup time until the expected journey completion time, calculated using journey and service duration. |
| Pickup time marker | Creates a one-minute calendar event at the scheduled pickup time without suggesting an expected journey completion time. |
Example:
If a booking begins at 10:00 and the estimated journey duration is one hour, the estimated-duration option displays a calendar event covering the expected journey period.
With Pickup time marker, the calendar simply marks the 10:00 pickup.
Included Booking Details
Administrators can choose which booking information is included in an exported calendar event.
Available information depends on the user group and its access restrictions. It can include:
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Journey information and locations
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Passenger information
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Assigned drivers and vehicles
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Flight and ferry information
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Booking notes and custom fields
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Permitted financial information
You can arrange included information in the required order and preview how the calendar event will appear.
Fields without a value are omitted from exported event descriptions.
Account Defaults and Saved Presets
The Account default defines the calendar export format for the selected user group.
It is used for automatic calendar email attachments and default manual exports.
Administrators can also manage additional reusable presets when manually exporting bookings from Bookings or Dispatch.
Important: Configuring iCalendar export does not automatically enable email notifications or calendar attachments.
Notification delivery is managed separately under Settings > Notifications.
Calendar exports may contain personal or financial information. Include only the information recipients need and share exported files securely.
8. Job Reminders
The Job reminders settings may be available within the Drivers and Admins sections, depending on the features enabled for your account.
These settings control reminders sent before an assigned job is due.
Available Settings
| Setting | Description |
|---|---|
| Enable | Activates job reminders for the selected user group. |
| Send a job reminder before due date | Determines how far in advance the reminder should be sent. |
| Max amount of reminders that driver can receive per booking | Limits the number of reminders for a booking where this advanced option is available. |
Available Reminder Times
Reminders can be scheduled:
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15, 30, or 45 minutes before the booking
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1, 2, 3, 4, 5, or 6 hours before the booking
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12 hours before the booking
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1 day before the booking
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2 days before the booking
Example:
If drivers should receive a reminder one hour before their assigned booking:
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Open Settings > Users > Drivers.
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Find Job reminders.
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Enable reminders.
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Select 1 hour.
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Save your settings.
Reminder delivery also depends on the applicable notification configuration and availability of the feature.
9. Recommended User Settings
Different operators have different requirements. The following configurations are examples of how the Users settings can support your daily operations.
Example 1: Protect Customer Contact Information
Your company wants all customer and driver communications to go through the dispatch office.
Configure:
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Customers > Show driver phone number: As a company phone number
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Customers > Show driver email: As a company email
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Drivers > Show passenger phone number: As a company phone number
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Drivers > Show passenger email: As a company email
Make sure your contact information is correct under Settings > General.
Example 2: Review Drivers Before Allowing Them to Work
Your company wants drivers to register independently while retaining control over approvals.
Configure:
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Enable driver account registration.
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Require email verification.
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Set the account status to Awaiting admin review.
An administrator can then review the driver's information before approving the account.
Example 3: Limit Partner Access to Sensitive Information
Your company outsources selected journeys to Fleet Operators.
You want partners to receive the information necessary to complete the journey without exposing unnecessary customer or financial details.
Configure the Fleet Operators section to:
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Show the journey information required for the assigned work.
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Limit passenger and driver contact details to those needed.
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Display the relevant price information only if required.
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Disable unnecessary notes and custom fields.
Review the settings regularly to ensure partners have access only to information relevant to their work.
10. Troubleshooting
I cannot edit User Settings
Your administrator account may not have permission to change these settings.
Contact an administrator who can manage Settings > Roles & Permissions.
The Fleet Operators section is missing
The Fleet Operator feature may not be enabled for your account.
Contact EasyTaxiOffice Support to check its availability.
Customers cannot register or log in
Check the following options under Customers:
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Enable account login
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Enable account registration
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Enable account activation
If email activation is required, customers must complete the activation process.
Drivers cannot access certain booking actions
Check whether the relevant status buttons or job actions are enabled under Drivers.
For example, if the Reject option is missing, review Allow driver to "Reject" the job.
Drivers cannot edit their documents
Check that the edit profile button is enabled and that the appropriate document editing options have been selected.
A customer or driver cannot see a phone number
Review the relevant contact visibility setting.
If No is selected, the personal contact details are hidden. If a company contact option is selected, the company's details are displayed instead.
Also remember that the Yes option includes automatic privacy-based replacement of contact details after the applicable period.
Booking information is missing from a calendar
First, identify whether the issue concerns:
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Show in calendar: Information displayed within EasyTaxiOffice.
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iCalendar export: Information included in downloaded calendar files or attachments.
Review the corresponding settings for the affected user group.
Calendar attachments are not being delivered
Check Settings > Notifications.
iCalendar export settings control the content and format of calendar attachments, not whether the notifications are sent.
Related Articles
For more information about managing users and their permissions, see:
Summary
The Settings > Users section provides centralised control over account registration, information visibility, driver functionality, Fleet Operator access, administrator preferences, and calendar configuration.
By reviewing these settings and enabling only the features your users need, you can create a more secure and efficient working environment for your customers, drivers, partners, and administration team.
Review your settings whenever your company's operating procedures or user access requirements change.