Receiving Changes in RideSuite

Receiving Changes in RideSuite

Change Orders are accessed from the left-hand menu in RideInbox.

What are Change Orders?

End-consumer travel arrangements may need to be modified, corrected, or updated for various reasons. These updates, often referred to as Change Orders, are typically submitted in the same format as External Orders and can include changes to booking details, ride details, or other specific transport arrangements.

RideSuite allows users to manage booking changes efficiently, whether they come from agency integrations, CSV imports, or manual updates. Changes are categorised by their impact on the job and processed accordingly.

Types of Changes

In RideSuite, booking changes are classified into two broad categories: Minor and Major.

1. Minor Changes

Minor changes do not fundamentally alter the job and do not require the supplier or driver to re-accept the booking. Examples include:

  1. Passenger name correction
  2. Passenger contact phone or email update
  3. Additional note added
  4. Minor address correction (if the drop-off/pick-up location remains the same)

How they work down the chain:

  1. Minor changes are updated automatically throughout the chain, including to suppliers.
  2. No re-acceptance or re-allocation is required.
  3. The system logs the change for audit purposes.
  4. The job proceeds as planned; only a notification is sent to relevant parties.

2. Major Changes

Major changes are significant amendments that may affect the supplier’s ability or willingness to perform the job as originally accepted. Examples include:

  • Change of pick-up date/time
  • Change of pick-up/drop-off address to a different town/city
  • Change of vehicle type (e.g., car → minivan)
  • Change of route (e.g., airport → cruise port vs city centre)

How they work down the chain:

  • Once accepted, the booking will need to be re-allocated to the original supplier or assigned to a different one if necessary.
  • Supplier will need to re-accept the job.
  • Driver assignment proceeds only after supplier acceptance.

Viewing Changes in RideSuite

1. Change Review UI

When reviewing a booking change in RideInbox, the interface is divided into two panels:

Left-Hand Side (External Order Panel)

  • Shows previous field value and new field value side by side. 

  • Right-Hand Side (Order Form)

  • Changed fields are updated automatically where validated, otherwise left in blank and highlighted. 

  • Unchanged fields retain their current value.


2. Change Order Flow

  1. User sees the changes in the External Order Panel.

  2. Where necessary user updates unvalidated data manually into the Order Form.

  3. Major change: triggers re-allocation to the supplier; supplier must accept before driver assignment proceeds.

  4. Minor change: user saves; system logs the change and notifications are sent; job flow continues uninterrupted.

Note: This article outlines the generic behaviour. For partner-specific rules, refer to the individual agency mapping articles.


    • Related Articles

    • Receiving Order Cancellations

      Cancelled Orders are accessed from the left-hand menu in RideInbox. What are Cancelled Orders? Cancellation requests may arise for various reasons, such as unforeseen circumstances or travel disruptions. An end-consumer may wish to cancel a ride or ...

    • Receiving Purchase Orders

      New Orders are accessed from the left-hand menu in RideInbox. Since Purchase Orders originate within RideSuite (orders received from other organisations using RideSuite), the linked Works Order record remains unchanged, and the Sales Order amounts ...

    • Receiving External Orders

      New Orders are accessed from the left-hand menu in RideInbox. An External Order (XO) refers to a booking instruction received from outside of RideSuite. These orders can be received via email, API, spreadsheet upload, or manually entered by a user. ...

    • Email Forwarding

      To begin receiving emails in RideInbox, your company will need to enable email forwarding from the email account where your bookings are received. How to Set Up Email Forwarding for Gmail On your computer, open Gmail using the account you want to ...

    • Getting Started with RideInbox

      RideInbox provides the tools you need to process every kind of booking - no matter how you receive them! Designed to consolidate all your bookings in one place, RideInbox replaces traditional methods like email, spreadsheets, and homemade databases. ...