This article explains the basics of what a Booking is in MotionTools.
Overview
Introduction
A Booking is a customer’s request for a Service. It may include one or more Stops (tasks at specific locations) and optional Packages (individually trackable items).
Bookings can be created through the Customer Portal, API, or by a dispatcher. When created, the system checks the request against service rules to confirm it can be fulfilled.
Next, the Booking must be dispatched—automatically or manually—to decide how and by whom it will be completed. Multiple Bookings are usually grouped into optimized tours and assigned to a Driver, who completes them using the Driver App, which updates the Booking status in real time.
Key components of a Booking
Stops
Stops are location-based tasks within a Booking, such as a pickup or drop-off. Each Stop may include requirements like checklists, instructions or contact details. A Booking can have multiple Stops to support workflows like multi-drop deliveries. In last-mile logistics, a typical Booking has two Stops: pickup and drop-off.
Packages
If your services involve transporting items, Bookings can be extended to track individual Packages. This allows for granular handling, tracking, and proof of delivery for each item.
If you have the Packages extension enabled, there will be additional interactions on a stop to specifically ask a driver to e.g. scan a package to validate a pickup.
Attributes
Define key details of a Booking. Some are standard (always present) and others are configurable (derived from the Service). Mandatory attributes are automatically set to defaults if not provided.
Main attributes include:
Customer: person or company requesting the service
Service: type of task (e.g., delivery, pickup, ride); shapes the booking structure
Capabilities: special requirements (e.g., vehicle type, equipment).
Scheduled at: date/time the service should happen
Payment method: cash, card, invoice, etc
Order images & documents: files/photos like proof of delivery (optional)
Additional information: free-text notes for drivers/dispatchers (optional)
Metadata: custom fields defined by your organization (optional)
Voucher code: for discounts or special pricing (optional; extension required)
Scheduling mode
Determines when a Booking should be executed:
Instant bookings: service starts immediately with no lead time. Ideal for express deliveries; customers can book “now” via the Webbooker, and drivers see the jobs instantly in the Driver App.
Scheduled bookings: service is set for a specific future time, useful for planned or next-day deliveries. Customers choose from available time slots (based on your configuration), which determines when the service begins.
Status Flow
A Booking moves through different statuses (e.g., created, dispatched, in progress, completed) to track progress. The available statuses and actions depend on your tenant configuration, booking type, and service area. Learn more here.
Creating a Booking
As already mentioned, there are multiple ways to create a Booking in MotionTools. Continue with the following articles to learn more:
Editing a Booking
Bookings can be updated between creation and completion, including stop-level details. Editing rights depend on user role, the attribute, and the booking’s status. Some rules—like customer cancellation deadlines—are configurable in the Service settings.
Configuring Bookings
Each Booking is based on a Service, which defines its workflow, required details, and available options. Booking behavior (e.g., required fields, dispatch logic, capabilities) is controlled through that Service’s settings. To change how Bookings work, update the configuration of the relevant Service. An article about adjusting booking services is coming soon.