For each vehicle type, you can set passenger and luggage capacity, add an image and description, adjust pricing, and choose whether customers can book online, request a quote or contact you.
Add a Vehicle Type
- Go to Settings > Types of Vehicles.
- Click Add new.
- Enter a Name, such as Saloon or Executive.
- Add a description and choose an image.
- Enter the passenger, luggage and equipment capacities.
- Configure the pricing, service and booking options explained below.
- Select Active to enable the vehicle type.
- Choose where it should appear using Display.
- Click Add.
If the Add new, Edit or Delete controls are unavailable, check that your administrator role has the relevant permissions.
Name, Description and Image
Name
Use a clear name that customers can easily recognise.
Examples: Saloon, Estate, Executive, 8-Seater Minibus.
Description
Explain the main features of the vehicle category and who it is suitable for.
Example:
Comfortable travel for up to 4 passengers, with space for 2 suitcases and 2 pieces of hand luggage.
Make sure the description matches the capacity settings.
You can press Enter to add a new line. The Description field also supports basic HTML formatting:
| Formatting | Supported tags |
|---|---|
| Bold | <b> or <strong> |
| Italic | <i> or <em> |
| Line break | <br> |
| Paragraph | <p> |
| Bulleted list | <ul> with <li> |
| Numbered list | <ol> with <li> |
Click the information icon beside the field to view the supported formatting. Other HTML tags and attributes are not supported.
Image
Choose one of the following:
- Gallery: Select an existing image using Choose image.
- Upload: Add your own image using Upload image.
For uploads, follow the file format and image dimensions shown beneath the upload field.
Passenger, Luggage and Equipment Capacity
Enter the capacity available for each vehicle type.
| Field | What to enter |
|---|---|
| Passengers | Maximum number of passengers. |
| Luggage | Number of larger luggage items, such as suitcases. |
| Hand luggage | Number of smaller bags. |
| Wheelchairs | Number of wheelchair spaces available. |
| Booster seats | Number of booster seats available. |
| Child seats | Number of child seats available. |
| Infant seats | Number of infant seats available. |
Use 0 where an item is not available.
Enter realistic capacities that your vehicles can accommodate together. For example, wheelchair spaces or child seats may affect the remaining passenger or luggage capacity.
Note: These fields describe capacity. They do not set charges for child seats or other extras.
Hourly Rate
Use Hourly rate when the vehicle type is offered with a service that allows customers to select a duration.
The hourly component is calculated using the selected duration and the vehicle type’s hourly rate.
Example: An hourly rate of £40 for 3 hours contributes £120 to the price.
Other service and pricing settings can also affect the total. Entering an hourly rate alone does not create an hourly service.
Assign Vehicle Types to Services
Use Assign to selected services to control which services can use the vehicle type.
- Select individual services to restrict the vehicle type to those services.
- Leave all services unselected to make it available to all services.
Example: Assign an Executive vehicle type to your chauffeur service if it should only be offered for that service.
The service selection and hourly rate fields may be hidden when there are no active services available.
Driver Assignment
Use the Driver field to associate the vehicle type with a particular driver, or leave it Unassigned when this association is not required.
For the Driver Availability workflow, the associated driver’s availability is used to determine whether the vehicle can be offered for the requested journey. This also requires the relevant service availability settings and driver calendar setup. See Driver Availability module. kb.easytaxioffice.com
Booking Options
The Booking option field controls how customers proceed with this vehicle type.
| Option | Customer experience | Example use |
|---|---|---|
| Normal booking | Customers can complete the standard online booking process. | Standard taxi transfers. |
| Request quote only | Customers submit a quote request instead of completing a booking or payment. | Specialist journeys requiring a price review. |
| Contact us | Customers are directed to your configured contact page instead of booking online. | Bespoke transport enquiries. |
Set Up Contact Us
Before using Contact us:
- Go to Settings > General > URLs.
- Enter the required destination in Contact URL.
- Save the settings.
- Set the vehicle type’s Booking option to Contact us.
- Test the link in the customer booking form.
The information icon beside Booking option explains the three choices.
Ordering, Default, Active and Display
Ordering
Use Ordering to control the vehicle type’s position in lists that use the configured vehicle ordering.
Use a consistent sequence, such as 10, 20 and 30, to make later adjustments easier.
Default
Select Default to mark the vehicle type as the system’s default vehicle category.
Only one vehicle type can be marked as default for the site. Saving another vehicle type as default removes the previous default selection.
Active
Select Active to enable the vehicle type. Clear it when the vehicle type should no longer be offered.
For a temporary withdrawal, deactivate the vehicle type rather than deleting it.
Display
| Option | Where the vehicle type is available |
|---|---|
| Frontend & Backend | Customer booking interface and administrator interface, subject to other availability settings. |
| Backend | Administrator interface only. |
Example: Use Backend for a vehicle category that staff should be able to use when arranging bookings but customers should not select online.
Edit or Deactivate a Vehicle Type
- Go to Settings > Types of Vehicles.
- Find the vehicle type. Use the search controls to filter by Keywords or Status if needed.
- Click Edit.
- Update the required fields.
- To deactivate the vehicle type, clear Active.
- Click Save.
After changing capacity, pricing or booking options, test the result in the customer booking form.
Delete a Vehicle Type
Important: The deletion confirmation warns that deleting a vehicle type also deletes its associated Distance & Time and Fixed Pricing settings, and that the operation cannot be undone.
If you only need to stop offering the vehicle type temporarily, deactivate it instead.
To delete a vehicle type:
- Go to Settings > Types of Vehicles.
- Find the vehicle type.
- Click Delete.
- Read the warning carefully.
- Click Yes, delete to confirm.
Test Your Configuration
After adding or updating a vehicle type:
- Open your customer booking form.
- Enter a representative journey and select the relevant service.
- Check the vehicle name, description and image.
- Check the displayed capacities.
- Verify the price against your pricing settings.
- Confirm the expected booking action:
- Normal booking: The customer can continue through the booking process.
- Request quote only: The customer can submit a quote request.
- Contact us: The customer reaches the correct contact page.
- If you use driver availability, test a time when the associated driver is available and a time when they are busy.
Troubleshooting
The vehicle type does not appear online
Check that:
- Active is selected.
- Display is set to Frontend & Backend.
- The vehicle type is assigned to the selected service, or no service restrictions are selected.
- The journey meets your other booking and availability rules.
- The associated driver is available if driver availability checking is enabled.
Customers see an enquiry option instead of normal booking
Check Booking option. Choose Normal booking if customers should complete the standard online booking process.
Other availability and booking restrictions may also affect whether a journey can be booked.
The description will not save
Check that any HTML uses only the supported tags listed above. Remove unsupported formatting, links, images and HTML attributes, then save again.