Your dispatcher shouldn't be copying bookings from WhatsApp into Excel
Bookings arrive on email, WhatsApp, and phone. The dispatcher hand-types each one into a spreadsheet, calls the driver, texts the customer, and hopes nothing drops. Then two bookings collide at 7 AM. There's a cleaner way to run this.
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| Booking # | Guest | Customer | Vehicle | Pickup | Status |
|---|---|---|---|---|---|
| BKG-24-0142 | Rajesh Sharma | Acme Corp | Innova | 9:00 AM | Confirmed |
| BKG-24-0143 | Priya Patel | Globex India | Dzire | 10:30 AM | Dispatched |
| BKG-24-0144 | Arjun Menon | Acme Corp | Innova Crysta | 12:00 PM | Confirmed |
| BKG-24-0145 | Meera Iyer | Initech | Etios | 2:30 PM | Pending |
| BKG-24-0141 | Vikram Singh | Hooli Tech | Ertiga | 8:00 AM | Completed |
| BKG-24-0140 | Ananya Rao | Acme Corp | Innova | 7:30 AM | Completed |
Illustrative view — data shown is for demonstration only.
Without it
- ×Corporate customer emails three bookings, dispatcher copies them into Excel — one row gets mistyped, driver goes to Koramangala instead of Kormangala extension
- ×Driver WhatsApps 'I'll do it bhai' — no record, no confirmation, no auditable acceptance
- ×Two bookings at the same airport terminal at 6:45 AM — nobody notices the collision until a customer calls asking where the car is
- ×Dispatcher calls driver to confirm duty start, driver doesn't pick up — no idea if duty even began
- ×Handover between morning and evening dispatcher loses context — three bookings fall through the cracks every week
With Travel Softdrive
- Single booking queue — every booking (email, app, API, bulk import) lands in one place with status
- Allocate a driver in two clicks — driver gets a push notification on their app, accepts or rejects with reason
- Collision detection — system warns you if the vehicle or driver you're assigning is already committed for that window
- OTP-verified duty start — no more 'driver said he started, but actually left at 7:30'
- Handover-proof audit trail — every allocation, acceptance, edit, and status change is logged with user and timestamp
What's inside
Unified booking queue
Every booking — manually typed, AI-drafted from email, API-posted, bulk-imported CSV — enters a single queue with state (Created, Pending Acceptance, Accepted, Driver Allotted, Active, Complete).
Clean driver allocation
Pick the booking, pick the driver and vehicle, hit allocate. The driver sees the assignment in the app, accepts or rejects with reason. No more phone tag.
Push notifications out of the box
Push, SMS, and email — driver gets the booking the moment allocation happens. Customer gets confirmation. Dispatcher sees the acceptance.
Explicit state machine
Created → Pending Acceptance → Accepted → Driver Allotted → Active → Complete. Every booking has a well-defined state. No ambiguity, no 'did that booking go out?'
Driver app — the full lifecycle
Accept, start with guest OTP, capture odometer photo, track GPS, complete with digital signature and end-odometer photo. Everything in one app.
Smart filtering for the dispatcher
Filter by pickup city, duty type, vehicle group, customer, driver, status — build the view your dispatcher actually uses and save it.
Resend confirmations
Customer lost the confirmation email? Driver changed phones and needs credentials again? One click resends via the right channel.
Reassignment without losing history
Driver calls in sick at 5 AM? Reassign to another driver. The original acceptance and the reassignment are both preserved — full audit trail for the customer if queried.
A 22-vehicle Delhi-NCR operator handles 60 bookings a day with one dispatcher
A Delhi-NCR operator with 22 cars, a mix of sedan and SUV, runs roughly 60 duties a day across airport transfers, local 8hr/80km, and occasional outstation to Jaipur and Agra. Previously their dispatcher juggled two WhatsApp groups, a Google Sheet, and an Excel roster — and every shift-change meant a 20-minute handover call that still missed details. After moving to Travel Softdrive, every booking hits the dispatcher queue with status. Allocation to driver is two clicks, the driver accepts in the app, customer gets a confirmation SMS — the dispatcher never touches WhatsApp for operations. At shift change, the incoming dispatcher opens the same queue and every booking's state is visible — no handover call needed. Six months in, they're running the same 22-vehicle fleet with one dispatcher per shift instead of two.
Illustrative scenario based on typical operator workflows.
Frequently asked questions
Do drivers need smartphones?+
Yes — Android 7.0+ is enough. For drivers who don't use the app (a few senior drivers, or one-off manual drivers), you can generate a PDA share link — it opens a mobile web page with OTP where they can accept, start, and complete the duty.
What if a driver accepts but then doesn't actually start the duty?+
The duty sits in 'Accepted' state. The dispatcher sees it hasn't moved to 'Active' past the expected start window and gets a reminder. You can then reassign — the reassignment is logged with reason.
Can we allocate to supplier drivers, not just our own?+
Yes. Supplier drivers appear in the allocation list when the booking is forwarded or assigned to a network partner — acceptance and status flow back to you in real time.
Does the driver app work without network?+
Yes. Status changes and GPS are captured reliably regardless of connectivity and appear on your dashboard once the driver is back online. The driver doesn't need continuous connectivity to complete a duty.
How does the OTP verification for duty start work?+
The guest receives an OTP via SMS. The driver enters that OTP in the app to start the duty — prevents ghost-starts and backdated starts, and proves the customer actually met the car.
Works seamlessly with the rest of the platform
Run dispatch from one screen
Book a demo. We'll show you 60 bookings flowing from queue → allocation → driver app → live tracking → completion — on our actual platform.
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