📋 Reservations
| Booking ID | Date/Time | Client | Contact | Pickup | Dropoff | Driver | Vehicle | Status | Fare | Actions |
|---|
📡 Dispatch Monitor
Alarm & Notification Settings
▼ Expand🕐 Upcoming Today
⚡ Active & In Progress
🚘 Driver Status
🎯 Dispatch Board
⚠️ Unassigned
✅ Available Resources
Bookings for Selected Period
| ID | Date/Time | Client | Contact | Route | Driver | Vehicle | Status | Actions |
|---|
🗺️ Live Driver Map
🧾 Billing & Invoices
| Invoice # | Date | Client | Booking | Amount | Status | Actions |
|---|
💲 Pricing Rules
📐 Base Fare Formula
🧾 Fees, Tax & Gratuity
🛑 Stops & Parking
🪑 Child Seat Rates
🗺️ Zone-Based Pricing
📋 Flat Rate Templates
💰 Payroll & Payables
📈 Reports
🔔 Smart Alerts
💬 Messages
Internal communication tools for your team and drivers📢 Announcements
Post company-wide notices visible to all staff — shift changes, policy updates, alerts, etc. Announcements stay pinned until deleted.
✉️ Dispatch Broadcast All staff see this
Real-time group chat for your whole team. Every logged-in dispatcher and driver sees these messages instantly. Use for quick operational updates.
📱 Direct to Driver
Private one-on-one messages with a specific driver. Select a driver below to view your conversation history and send a direct message.
🎫 Support Tickets
⚙️ Settings
🗺️ Rate Calculator
📍 Enter Addresses
❓ Help Center
Tutorials, guides, and reference documentation for every featureComplete these steps in order when setting up FleetCommand for the first time. Each takes only a few minutes.
Configure Your Company Profile
Go to ⚙️ Settings → Company. Enter your company name, address, phone, and email. This appears on all invoices, reports, and emails sent to clients. Upload your logo if available, then click Save Company Info.
Connect Your Supabase Database
Go to ⚙️ Settings → Database and enter your Supabase Project URL and Anon Key (found in Supabase Dashboard → Project Settings → API). Once connected the DB badge in the top bar turns green. All your data is stored securely in your own cloud — Saztech never holds it.
Add Your Drivers
Go to 🗂️ Accounts & Resources → Drivers and click + Add Driver. Fill in name, phone, email, license number, license expiry, pay type (Per Ride or Hourly), and pay rate. Drivers must exist before you can assign them to bookings.
Add Your Vehicles
Go to 🗂️ Accounts & Resources → Vehicles and click + Add Vehicle. Enter plate, vehicle type, make/model, year, passenger capacity, insurance expiry, current mileage, and next service mileage. Vehicles in Maintenance status are hidden from booking dropdowns automatically.
Set Up Pricing Rules
Go to 💲 Finance → Pricing Rules. Set your base fare, per-mile rate, and any surcharges (night, weekend). Optionally add Price Zones (flat rates for areas, e.g. "JFK → Downtown = $95") and Flat Rate Templates for common routes. These power the Rate Calculator and auto-fill fares in new bookings.
Add Your Clients
Go to 🗂️ Accounts & Resources → Clients and click + Add Client. Enter name, phone, email, and any notes (VIP preferences, special instructions). You can also bulk-import clients from a CSV file using the ⬆ Import button.
Create Your First Booking
Click the golden + New Booking button in the top-right corner. Fill in the date, time, pickup, dropoff, client, driver, vehicle, and fare. Save it — it appears in the Live Monitor and All Reservations immediately.
Create User Accounts for Your Team
Go to ⚙️ Settings → Users and click + Add User. Set their username, role (Admin, Dispatcher, or Driver), and a temporary password. Each role has different permission levels — Drivers see only their own trips; Dispatchers manage bookings; Admins have full access.
🗂️ Sidebar Navigation
The left sidebar groups all pages by category. Click a group header to expand it. The active page is highlighted in gold. Groups remember their expanded/collapsed state.
🔍 Master Search Bar
The search bar at the top searches all bookings instantly — by ID, client name, driver name, or any address fragment. Results drop down as you type. Click any result to open that booking directly.
🔔 Alerts Bell
A red dot on the bell means there are smart alerts needing attention (expiring documents, unassigned trips, overdue invoices). Click the bell to go to the Alerts page and review them.
🟢 DB Health Badge
The badge beside the bell shows your database connection status. Green = connected. Red = check your Supabase credentials in Settings. Click it to jump to the database health section in Settings.
💰 Cost Badge
The green "$X/mo" badge shows your estimated Supabase running cost. FleetCommand itself is always free — this is your database hosting cost only. Click it for a detailed breakdown in Settings.
⟳ Refresh Button
Syncs all data from the cloud. All pages auto-refresh on a timer, but if multiple dispatchers are working simultaneously, clicking Refresh ensures you see the very latest changes immediately.
Logging In
Select your role tile on the login screen, enter your username and password, and click Sign In. For forgotten passwords, click Forgot Password? — a reset code is shown that you use to set a new password.
User Roles
Admin — full access including Settings and user management.
Dispatcher — create and manage all bookings; no user management.
Driver — view and update status of their own assigned trips only.
Viewer — read-only access to most pages.
Password Management
Admins can reset any user's password from Settings → Users using the 🔑 icon. Passwords are hashed with SHA-256 and never stored in plain text.
Filters
Date Range — Today, This Week, This Month, or a Custom start/end range.
Status — narrow to Pending, Completed, Cancelled, No-Show, etc.
Driver / Vehicle — see all trips assigned to a specific driver or vehicle.
Search box — type any booking ID, client name, address, or driver name.
Export & Import
⬇ Export CSV — downloads all visible bookings as a spreadsheet (all fields included). Open in Excel or Google Sheets.
⬆ Import CSV — upload a spreadsheet to bulk-add bookings. Download a sample export first to see the column format required.
+ New Booking Button
Available in the top bar on every page. Opens the full 5-tab booking form. You don't need to be on the Reservations page to create a booking — it's always one click away from anywhere in the app.
Opening a Booking
Click any row in the table to open that booking's detail view. From there you can edit all fields, update status, view the full reservation log, or delete the booking.
🟡 Pending
Booking created, no driver assigned. Will trigger a Smart Alert if pickup is within 24 hours.
🔵 Assigned
A driver is selected but not yet formally confirmed or notified.
🔵 Driver Assigned
Driver formally confirmed for this trip and it appears on their schedule.
🟠 Driver En Route
Driver has departed toward the pickup location. Countdown timer begins in Monitor.
🟡 Driver On Location
Driver has arrived and is waiting at the pickup address.
🔵 Passenger In Car
Passenger picked up — trip is in progress. Fare can still be edited for tolls or wait time.
✅ Completed
Trip finished successfully. Counts toward payroll and revenue reports. Fare is locked.
❌ Cancelled
Cancelled with sufficient notice. Kept for history but excluded from revenue totals.
🔴 No-Show
Client did not appear. Increments the client's no-show counter on their profile.
⚠️ Late Cancelled
Cancelled within the penalty window. A cancellation fee may apply.
🤝 Sent to Affiliate
Outsourced to a partner company. Confirmation number and rate tracked in booking.
✅ Accepted by Affiliate
Partner company has confirmed they will cover this trip.
Trip Tab — Core Details
Date & Time: Pickup date and time in your local timezone.
Pickup / Dropoff Type: Address (any street address), Airport (search by name or code — airline + flight number fields appear), or FBO/Private Aviation (search by FBO name).
Flat Rate Template: Select a saved route template to auto-fill the fare instantly.
Driver & Vehicle: Only available (non-Maintenance) drivers and vehicles are shown.
Recurring: Toggle on → choose Daily / Weekly / Monthly. Creates the full series in one save.
Round Trip: Toggle to automatically create a linked return leg.
Contacts Tab — Who's Paying & Who's Riding
Billing Contact: The person/company who receives the invoice — can differ from the passenger (e.g. a corporate booker arranging travel for an employee).
Passenger Details: The actual person in the vehicle. Used for driver communication and trip manifests.
Copy from Client Record: Auto-fills contact fields from the selected client's saved profile.
Greeting Sign: Name to display on a driver's meet-and-greet sign at arrivals.
Billing Tab — Fare & Payment
Distance Calculator: Click Calculate Distance to get real driving distance via Google Maps, then click Apply Fare to auto-fill the suggested fare from your Pricing Rules.
Fare Fields: Base Fare, Waiting Time, Tolls, Gratuity, Discount, Night Surcharge — total updates live.
Payment Status: Unpaid / Paid / Partial. Selecting Paid reveals the payment method field (Cash, Card, Corporate, Check, etc.).
Affiliate Tab — Outsourcing a Trip
Use when you cannot cover a trip and are handing it to a partner company. Select the affiliate, enter their confirmation number, the rate you're paying them, and their acceptance status. The booking shows "Sent to Affiliate" in all lists.
Notes & Logs Tab
Trip Notes: Instructions for the driver (visible on their trip sheet).
Dispatch Notes: Internal team notes only — not shown to driver or client.
Reservation Log: Auto-recorded audit trail of every status change with timestamp and username. Cannot be edited or deleted.
Add Note: Manually log a note to the timeline — great for recording phone calls or special events.
🔍 Live Client Search
The Client field is a live search box — type a name, phone, email, or company and matching results appear instantly. Each shows the client's tags, blacklist 🚫, no-show count, and outstanding balance. Selecting auto-fills all contact fields. Use 🗂 Past Trips on the selected client to view their booking history without leaving the form.
⚡ Quick Assign
Any booking missing a driver shows an Unassigned ⚡ badge in the table. Click it to open a Quick Assign popup — select a driver and vehicle and click Assign Now. Done in seconds without opening the full booking form.
🗺️ Route Map Button
Every row in the Reservations table has a 🗺️ button. Click it to open a map showing the pickup and dropoff plotted on Google Maps, with an Open in Google Maps link for turn-by-turn directions. Works with addresses, airports, and FBO locations.
🌐 Online Requests
Trip requests submitted through your Online Portal appear here. Each shows the client's details and requested trip info. You can Accept (converts to a confirmed booking and sends a confirmation email), Decline (sends a decline email), or Edit & Accept to adjust details before confirming.
💬 Quotes
Send a price quote before committing to a booking. Click + New Quote, fill in trip details and fare, and send it to the client by email. When they approve, one click converts the quote to a confirmed booking. Pending quotes show a count badge in the sidebar.
Your real-time operations hub. Shows all bookings for the selected period with live status, countdown timers, and quick-action buttons. Multiple dispatchers can use it simultaneously.
📅 Period Tabs
Switch between Today, Tomorrow, This Week, This Month, This Year, or a Custom date range. The monitor re-renders immediately with only those bookings.
◀ ▶ Date Navigator
Step through days one at a time using the arrow buttons. The centre shows the current date label. Click ⤴ Today to jump back to today instantly.
🕐 Live Clock
The current date and time display in real time in the monitor header, updating every second. Helps dispatchers track upcoming pickup times without checking a phone.
🔔 Configuring Alarm Triggers
Click the Alarm & Notification Settings panel on the Monitor page to expand it. Three alert types fire automatically based on time-to-pickup:
- ⚠️ Unassigned warning — default: 180 min before pickup. Fires if still no driver/vehicle assigned.
- 🚗 Driver En Route alert — default: 60 min before pickup. Confirms driver has departed.
- 📍 On Location alert — default: 15 min before pickup. Last-minute check driver is at the address.
Alerts appear as pop-up notifications in the top-right corner with booking details and action buttons. Adjust each trigger time freely.
🔕 Ring Modes & Sound
Three ring modes available under Alarm Settings:
- 🔔 Ring once — plays a loud alarm once, notification auto-dismisses after 15 seconds.
- 🚨 Keep ringing until acknowledged — alarm repeats every 4 seconds and stays on screen until you click Acknowledge & Stop or View Booking. Recommended for busy operations.
- 🔇 No sound — visual notifications only, no audio.
Enable Browser Notifications to receive alerts even when the Monitor tab is not in focus.
Configurable Refresh Interval
On the Dispatch Monitor, a dropdown lets you choose your auto-refresh interval: 1, 2, 3, 5, or 10 minutes (default: 3 minutes). Your preference is saved and restored next session. A progress bar shows exactly how long until the next refresh. The timer pauses automatically whenever a modal or booking form is open — so you never lose work mid-entry — and resumes when you close it.
Reading a Row
Each row shows: Booking ID, pickup time, client name, pickup and dropoff addresses, assigned driver, vehicle, fare, and status badge. Rows are sorted by pickup time ascending so the next trip is always at the top. Unassigned bookings are highlighted in orange.
▶ Status Update Buttons
Each row has quick-action buttons to advance the status without opening the full form: Assign → En Route → On Location → In Car → Complete. This allows dispatchers to update many bookings per minute during a busy shift.
🔴 Unassigned Warnings
Any booking within 2 hours of pickup with no driver assigned is highlighted red/orange. The sidebar badge next to "Live Monitor" shows the real-time count of unassigned bookings so you're aware even from other pages.
📤 Offer Trip to Driver
From any booking row, click Offer Trip to Driver to push a notification to the driver. The booking status changes to "Offered." The driver's acceptance or rejection updates the status automatically and reflects in the monitor instantly.
Real-Time GPS Overview
Navigate to 🗺️ Live Driver Map from the sidebar. All your drivers are shown on an interactive map with their real-time GPS positions (when GPS tracking is active). Each marker shows the driver's name and status. Click a marker to see their current booking details. The map auto-refreshes on a set interval. Ideal for visual monitoring during peak hours to see exactly where each driver is at a glance.
Every driver who can be assigned to a booking must be created here first. Navigate to 🗂️ Accounts & Resources → Drivers.
Adding a Driver
Click + Add Driver and fill in: Full Name · Phone · Email · License Number · License Expiry Date (auto-alerts 30 days before) · Assigned Vehicle (default, overridable per booking) · Pay Type (Per Ride or Hourly) · Pay Rate ($ per ride or per hour, used in Payroll). Click Save.
Driver Statuses
Available — free and ready; shows green in fleet dashboard.
On Trip — currently driving an active booking.
Off Duty — not working today.
On Leave — extended absence; excluded from availability calculations.
License Expiry Alerts
Drivers whose license expires within 30 days are automatically flagged in 🔔 Smart Alerts. Update the expiry date on the driver's profile after renewal to clear the alert.
Editing & Deleting
Click ✏️ to edit any driver field. Click 🗑️ to delete — drivers with active or upcoming bookings cannot be deleted until those bookings are reassigned or cancelled.
Driver Trip History
Each driver profile accumulates completed trip count, cancellation rate, and star rating automatically. Use this to identify top performers or coach underperforming drivers.
Navigate to 🗂️ Accounts & Resources → Vehicles. Only vehicles created here appear in booking assignment dropdowns.
Adding a Vehicle
Click + Add Vehicle and fill in: Plate Number · Vehicle Type (Sedan, SUV, Limo, Van, etc.) · Make & Model · Year · Passenger Capacity · Insurance Expiry (auto-alerts 60 days before) · Current Mileage · Next Service Due (miles) (alerts when approaching). Click Save.
Vehicle Statuses
Available — bookable normally.
On Trip — currently in service.
Maintenance — automatically hidden from booking dropdowns so it cannot be accidentally booked.
Insurance & Service Alerts
Insurance expiry alerts fire 60 days in advance. Service due alerts fire when current mileage is within 500 miles of the service threshold. Both appear in Smart Alerts. Update the dates/mileage after servicing to clear each alert.
How Payroll Works
Navigate to 💰 Payroll → Payroll & Payables. Select a date range and the system calculates what each driver is owed based on their completed trips and pay rate.
- Per Ride drivers — paid their flat rate for each Completed booking only.
- Hourly drivers — paid based on logged hours.
- Cancelled, No-Show, and pending bookings do not count toward payroll.
Mark individual drivers as Paid once payment is processed. Export to CSV for payroll software or accounting. The export includes each driver's trip list, hours, and total owed.
Navigate to 🗂️ Accounts & Resources → Clients. Every person or company you transport can be stored here with full contact details, booking history, and notes.
Adding a Client
Click + Add Client. Enter name, phone, email, company (optional), and address. Use the Notes field for anything your team should know — VIP preferences, mobility needs, preferred driver, special instructions. Click Save.
🏷️ Client Tags
Tag clients for quick identification: VIP, Corporate, Airport Regular, Event, Medical, or any custom tags you create in ⚙️ Settings → Client Tags. Tags appear as coloured badges in client lists and booking forms.
🚫 Blacklist
Toggle the blacklist flag on a client's profile to mark them as banned. A red ⛔ BLACKLISTED badge appears every time their name appears anywhere in the system, preventing accidental bookings. Toggle off to reinstate them.
No-Show & Cancel Counter
Automatically tracks how many times each client has No-Showed or Late-Cancelled. View the counters on their profile to decide whether to require prepayment or a deposit from high-risk clients.
Booking History & Balance
Click View Booking History on any client profile to see every booking ever made for them — dates, amounts, statuses, and payments. The outstanding balance shown is the sum of all unpaid invoices linked to that client.
⬇ Export / ⬆ Import
Export your full client list to CSV for backup or migration. Import a CSV to bulk-add clients when moving from another dispatch platform. Download a sample export first to see the required column format.
Navigate to 🗂️ Accounts & Resources → Corporate. For companies that book frequently and need consolidated billing or automatic discounts.
Setting Up a Corporate Account
Click + New Corporate Account. Enter the company name, billing contact, credit limit, and discount %. Link existing clients under "Associated Clients." Any booking for a linked client can be billed to the account.
Credit Limit & Balance
Set a monthly credit limit (e.g. $5,000). The running balance grows as bookings are completed and invoiced. When it approaches the limit, the system warns you before creating new bookings. Send a monthly invoice to clear the balance.
Automatic Discounts
Set a discount % (e.g. 15%) on the account. Every booking linked to this account will have the discount auto-suggested in the Billing tab — no manual calculation needed.
🤝 Affiliates
Manage partner dispatch companies in Accounts & Resources → Affiliates. Add their company name, contact info, and service area. When outsourcing a trip, select the affiliate from the Affiliate tab in the booking form. Their confirmation number and the rate you're paying are tracked for cost analysis.
Navigate to 💲 Finance → Billing & Invoices. Track all money in and out — create invoices, monitor payment status, and see outstanding balances at a glance.
Creating an Invoice
Click + Create Invoice. Select the client, link it to a booking (or multiple bookings for monthly corporate billing), set the amount and due date. The invoice is saved as Unpaid by default. You can add itemised line items or use a single total amount.
Marking an Invoice Paid
When payment is received, open the invoice and change status to Paid. Select the payment method and enter the payment date. For partial payments, set status to Partial and enter the amount received. The outstanding balance on the client's profile updates automatically.
📊 Billing Stats Bar
At the top of the page: Total Invoiced, Total Collected, and Total Outstanding for the selected period — an instant financial health snapshot.
🔍 Status Filter
Filter by Unpaid to chase outstanding balances, or Overdue (past due date) for late-payment follow-ups. Filter by Paid for reconciliation.
📄 Per-Booking Payment Status
Every booking also has its own Unpaid/Paid/Partial status in the Billing tab — useful for cash payments that don't require a formal invoice. Both booking-level and invoice-level statuses feed into reports.
Navigate to 💲 Finance → Reports. Select any date range and choose a report type.
📊 Overview
Total revenue, trip count, average fare, completion rate, and cancellation rate for the selected period. Perfect for monthly business reviews.
🚘 By Driver
Revenue and trip count per driver. Compare output across your team and identify top performers. Includes completion rate per driver.
🚗 By Vehicle
Trips and revenue per vehicle. Spot highest-utilisation vehicles and identify underused assets. Useful for fleet size planning.
👥 By Client
Revenue per client. Find your most valuable accounts and flag clients with large outstanding balances.
🕐 Peak Hours
A heatmap of your busiest hours and days of the week. Use this to plan driver shifts and identify slow periods where you could grow volume.
⬇ Export CSV
Every report can be exported to CSV for Excel, Google Sheets, QuickBooks, Xero, or any accounting software. Click Export CSV after generating a report.
Navigate to 💲 Finance → Pricing Rules. Set your fare structure once and FleetCommand uses it to auto-suggest fares in every booking form and the Rate Calculator.
Base Fare & Per-Mile Rate
Set a minimum base fare (e.g. $25 — the floor charge regardless of distance) and a per-mile rate (e.g. $2.50/mile). Suggested fare formula: Base Fare + (Miles × Per-Mile Rate).
Night Surcharge
Toggle on and set: the dollar amount (e.g. +$25) and the cutoff hour (e.g. trips after 10 PM). Auto-suggested for qualifying bookings — still overridable per booking.
Weekend Surcharge
Toggle on and set an amount (e.g. +$15) that applies to all Saturday and Sunday trips. Works the same as night surcharge — suggested automatically, overridable per booking.
🗺️ Price Zones
Define flat-rate geographic zones: enter zone name, origin keyword (e.g. "JFK"), destination keyword (e.g. "Manhattan"), and flat rate. When a booking matches both keywords, the flat rate is auto-suggested. Multiple zones can be stacked.
📋 Flat Rate Templates
Save common routes as named templates (e.g. "JFK → Midtown = $110"). In the booking form's Trip tab, selecting a template fills the fare in one click. Fastest way to price repeat routes consistently.
Getting a Real-Time Fare Estimate
Navigate to 💲 Finance → Rate Calculator. Enter any two addresses and click Calculate. You receive:
— Driving Distance (miles) and Estimated Drive Time (traffic-aware via Google Maps)
— Full fare breakdown per vehicle type: base fare + mileage + applicable surcharges
— Suggested total fare based on your Pricing Rules
Click Create Booking with These Addresses to jump directly into a new booking form pre-filled with both addresses and the calculated fare.
ORES (Online Reservation System) gives clients a public web form to book trips themselves — without calling you. Navigate to 🌐 Online Booking → ORES & Portal.
Configure Your Portal
Set your portal title, welcome message, available vehicle types, and service area description. Optionally require a deposit or card authorization at booking time (requires Stripe setup — see the Payments tab). Click Save Portal Settings.
Share or Embed the Form
Click Get Embed Code to copy an iframe snippet for your website, or Copy Direct Link for a standalone URL you can share in emails, on social media, or as a button on your site. The form is fully mobile-friendly.
Review & Accept Requests
New submissions appear in 📋 Reservations → Online Requests with a badge. For each request: click Accept (converts to a confirmed booking, sends a confirmation email), Decline (sends a decline email with your reason), or Edit & Accept to correct details before confirming.
Navigate to 🌐 Online Booking → Email & Auto-Emails. Set up automatic emails that fire based on booking events.
Booking Confirmation Email
Sent automatically when a booking is created or an online request is accepted. Includes: booking ID, trip date/time, pickup address, driver name (if assigned), and vehicle. Customise the subject and body using merge tags like {client_name}, {booking_id}, {pickup_time}.
Trip Reminder Email
Sent X hours before pickup (default: 24 hours — configurable in Reminder Settings). Reminds the client of all trip details. Significantly reduces no-shows.
Driver Assignment Notification
When a driver is assigned, an automatic email goes to the client with the driver's name and phone number. Clients feel better informed and trust the service more.
📧 Email Log
Every email sent through FleetCommand is logged in System → Email Log. See the timestamp, recipient, subject, and delivery status. Useful to confirm a client received their confirmation or diagnose delivery failures.
🏢 Company Info
Company name, address, phone, email, website, and logo. Appears on all invoices, reports, and client-facing emails.
🗄️ Database (Supabase)
Enter your Supabase Project URL and Anon Key. The DB badge turns green when connected. If red, re-check credentials. Note: free-tier Supabase projects pause after 1 week of inactivity — resume them from your Supabase dashboard at supabase.com.
👤 User Management
Add, edit, and delete logins for your team. Set roles (Admin / Dispatcher / Driver / Viewer). Admins can reset any user's password using the 🔑 icon next to their name.
🏷️ Client Tags
Create custom tags for your client database. Default tags: VIP, Corporate, Airport. Add your own — Medical Transport, School Run, etc. Appear as coloured badges throughout the app.
🗺️ Maps & Google API
Enter your Google Maps API key to enable address autocomplete, distance calculation, and traffic-aware route times. Required APIs: Maps JavaScript, Directions, and Places (all enabled in Google Cloud Console).
✉️ Email / SMTP
Configure your outbound email server. Enter SMTP host, port, username, and password. Click Send Test Email to verify. All automated emails are sent via this connection.
💾 Backup & Restore
Click Backup All Data to download a full JSON export of everything — bookings, clients, drivers, vehicles, invoices, and settings. Click Restore and upload the file to recover. Restore is a full overwrite — use with care. Recommended: back up weekly.
💳 Payment (Stripe)
Enter your Stripe Publishable Key, Secret Key, and Edge Function URL to enable the payment & contract link feature. See the 💳 Payments & Contracts tab for full setup instructions.
What Smart Alerts Monitor
Navigate to System → Smart Alerts. The system continuously scans your data and flags anything needing attention:
- 📋 Unassigned Bookings — trips within 24 hours with no driver.
- 🪪 Driver License Expiring — within 30 days.
- 🚗 Vehicle Insurance Expiring — within 60 days.
- 🔧 Vehicle Service Due — approaching next service mileage.
- 💸 Outstanding Client Balances — unpaid invoices over a set threshold.
- 📥 New Online Requests — portal submissions awaiting review.
Resolve each alert (assign the driver, update the expiry date, send the invoice) and it clears automatically on the next refresh.
💬 Messages
Internal team chat. All logged-in users of your company can see and send messages. Type and press Enter. Use for quick operational communications — e.g. "Driver Ahmed is running 10 min late on booking #1042."
🎫 Support Tickets (Issues)
Log any problem that needs tracking: broken vehicle, client dispute, safety incident, unpaid invoice escalation. Each issue has a Priority (High/Medium/Low) and Status (Open/In Progress/Resolved). The sidebar badge shows Open count.
📜 Activity Log
Full audit trail — every action in FleetCommand is recorded with a timestamp and the username who performed it. Who created a booking, who changed a status, who edited a fare. Exportable to CSV for compliance.
📧 Email Log
Every automated and manual email sent is recorded here with timestamp, recipient, subject, and delivery status. Accessible from the sidebar under System. Use it to confirm deliveries or diagnose failures.
FleetCommand integrates with Stripe to collect payments and digital contract signatures from clients via a single link. Requires a Stripe account and a deployed Supabase Edge Function.
Enter Your Stripe Keys
Go to ⚙️ Settings → Payment (Stripe). Enter:
Publishable Key — from Stripe Dashboard → Developers → API Keys (starts with pk_).
Secret Key — from the same page (starts with sk_). Never share this publicly.
Edge Function URL — the URL of your deployed Supabase Edge Function. See the Edge Function deployment guide in Settings for full instructions.
Click Save Payment Settings. A 💳 Send Payment Link button will now appear on all existing bookings.
Create Your Contract Template
Go to ⚙️ Settings → Contract Template. Paste your full terms and conditions / service agreement text. Use merge tags to personalise each contract automatically:
{client_name} · {booking_id} · {trip_date} · {fare} · {company_name}
The contract text appears on the client's payment page before card entry — they must check "I agree to the terms" before proceeding.
Send a Payment Link
Open any confirmed booking and click 💳 Send Contract & Payment Link. In the modal:
Email: Enter the client's email address.
Charge Timing: Choose Charge at trip completion (card held, charged when driver completes), Charge upfront now (charged immediately), or Authorize only (card saved, you manually charge later).
Amount: Pre-filled from the booking fare — adjust if needed.
Contract Preview: Review exactly what the client will see.
Click 📤 Generate & Send Link. The link is emailed to the client and displayed for you to copy manually.
What the Client Experiences
The client opens the link and sees a branded page with: trip details, the full contract text with an agreement checkbox, and a secure Stripe card form. Their card number never touches your server — it's handled entirely by Stripe. On submission, the card is authorised or charged per your Charge Timing setting, and the booking status in FleetCommand updates automatically.
💳 Link Sent
Link emailed to the client. Awaiting them to open it and enter card details. Valid for 48 hours — generate a new one if it expires.
✍ Signed
Client has reviewed and agreed to the contract. Card details not yet entered.
💳 Card Authorized
Card hold placed. Funds reserved but not yet captured. Applies to "authorize only" and "charge at completion" modes.
✅ Charged
Payment successfully captured. Booking is financially settled. Charge amount and timestamp are stored on the booking.
🌅 Morning Dispatch Workflow
1. Open FleetCommand and click ⟳ Refresh to get the latest data.
2. Go to 📡 Dispatch Monitor — scan for any Unassigned bookings (red warnings).
3. Click any Unassigned ⚡ badge to quick-assign drivers in seconds.
4. Leave Monitor running — it auto-refreshes and alarms alert you to anything needing attention.
📞 Taking a New Booking Fast
1. Click + New Booking from anywhere in the app.
2. Type the client's name or phone into the Client Search box and select from the dropdown.
3. Contact info auto-fills. Check 🗂 Past Trips if needed.
4. Fill in date, time, pickup, dropoff, and fare.
5. Save — if unassigned, it appears on the Monitor with an Unassigned alert at the configured threshold.
🔕 Recommended Alarm Settings
For busy operations: set Unassigned warning to 180 min so you have 3 hours to find a driver. Set En Route alert to 60 min so you confirm the driver has departed. Set On Location alert to 15 min for a last-minute check. Use Keep ringing mode during peak hours so no alert is missed.
Save Flat Rate Templates for Every Common Route
Go to Pricing Rules and save your top 10 routes as templates. One click fills the fare in any booking — saves 30+ seconds per booking, hours per month.
Use Master Search From Anywhere
Don't navigate to Reservations and scroll — just type a client name or booking ID in the top search bar from any page. Results appear instantly.
Start Every Morning on Smart Alerts
Open 🔔 Smart Alerts first thing. It's your automated daily checklist — expiring licences, unassigned trips, overdue invoices. Clear the red alerts before touching anything else.
Log Everything in the Booking Notes
Record every phone call, special request, or incident in the booking log using "Add Note." Notes are timestamped forever. If a client disputes a charge months later, you have a documented trail.
Set Up Recurring Bookings
For regular clients (weekly airport runs, daily school pickups), toggle Recurring in the Trip tab. Set it to Weekly on Monday and the system creates the entire series at once.
Rate Calculator Before Every Phone Quote
Enter the addresses, get the exact fare in 10 seconds. Never under-quote because you guessed the distance.
Use Affiliates Instead of Cancelling
When a booking is out of your coverage area, assign it to an Affiliate partner instead of cancelling. The client is served, you keep the relationship, and you may earn a referral margin.
Back Up Weekly
Settings → Backup All Data → download the JSON file. Store it in Google Drive or email it to yourself. 30 seconds of effort that protects months of data.
Use Corporate Accounts for Monthly Invoicing
Instead of invoicing after every single trip, link all bookings to a Corporate Account and send one consolidated invoice at month end. Cleaner for the client, faster for you.
Can't find the answer here? Have a feature request or found a bug? The team is here to help.
Saztech Solutions
Dispatch & Customer Support Service
Let Saztech Solutions handle your dispatch operations and customer support so you can focus on growing your business. Our trained team provides real-time coordination, client communication, booking management, and driver support — exactly when you need it.
💡 Why Saztech Solutions?
Dispatch Daily — Industry Blog
Stay ahead of the industry. Saztech Solutions publishes daily blogs covering dispatch best practices, fleet management tips, industry trends, legal updates, and real stories from operators in the field.
Whether you're a solo operator or running a large fleet, there's something new every day to help you run smarter.
📖 Read Dispatch Daily →FleetCommand — Professional Dispatch
Built for fleet operators who need reliable, powerful dispatch software. All features included — bookings, dispatch, drivers, billing, reports and more.
Beyond FleetCommand, Saztech Solutions offers a growing suite of free tools built specifically for the transportation industry.
No signups. No costs. Just open and use.
Know your numbers before you hit the road. Calculate the true profitability of any trip — factoring in fuel, driver pay, tolls, overheads, and more. Make every run count.
Open Free Calculator →Plan and manage your driver shifts effortlessly. Assign shifts, avoid scheduling conflicts, and ensure the right driver is always available at the right time — completely free.
Open Free Scheduler →Stay compliant without the legal fees. Get instant guidance on limo and transportation regulations, licensing requirements, and compliance obligations by state — free and easy to use.
Open Free Compliance Tool →📜 Activity Log
🗂️ Accounts & Resources
🌐 ORES — Online Reservation Engine
⚙️ Widget Settings
📊 Recent Online Bookings
📋 Quotes
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✉️ Email & Auto-Emails
📬 Emails are sent via FleetCommand's delivery service. Recipients see your company name and email address.