How Cabica Works, and How to Reach Us

Your Cabica system runs in a web browser, so there is nothing to install in the office. Your team signs in at your system’s web address.

• Sign in with your email and password. The first time, a QR code appears: scan it with an authenticator app (Google Authenticator, Authy or 1Password) and type the six-digit code. After that it is email, password and the current code.
• You arrive at three workspaces: Booking & Dispatch for taking and sending jobs, Management for running the business, and Accounts for the money.
• Management → Users decides what each member of staff can see and change, area by area: no access, view only or full edit. A super admin can require two-factor for all staff and choose how long an untouched screen waits before it locks.
• Management → Settings → Company holds your name, logo, colours and contact details. A change there flows through to your booking website and apps.
• To ask us anything from inside the system, open Management → Support, raise a request and follow our replies on the same screen.

The booking form is built for speed on the phone, and most of it works from the keyboard.

• Type the caller’s phone number: if they have travelled before, their details fill in.
• Start typing the pickup and destination and pick from the suggestions. A full postcode lists the roads in it. Add stops on the way, or press W&R to make it a wait-and-return.
• Choose now or a later time, the vehicle type and anything the job needs (a wheelchair-accessible car, say). The fare quote appears by itself; confirm to create the booking.
• Standing rules on a customer or a corporate account fill in by themselves: drivers who must never be sent, a permanent driver, or the car they always need. You see the rules pop up, and everything stays editable.
• Bookings from your customer app and booking website land on the same board as phone bookings, with a line saying where each one came from.

Jobs can go out by themselves, or you can place them by hand — usually a mix of both.

• With automatic dispatch, a new job is offered to a suitable available driver, by zone and queue position. Their phone rings with the offer until they accept, or it times out and moves to the next driver.
• Right-click any booking to act on it yourself: give it to a driver, edit it or cancel it. Dispatch to driver… puts it on their phone to accept; Force assign… makes it theirs straight away.
• Every booking has a priority from 1 to 10. When jobs are waiting for a car, the highest priority is tried first.
• Pre-bookings wait on Advanced until their dispatch time, then join the live board. Set active now sends one out early.
• The fleet list shows each driver as FREE, OFFERED, EN ROUTE, AT PICKUP or ON TRIP, so you can see the whole fleet at a glance.

Zones are the areas your drivers queue in, and the areas fixed prices are set between. You draw them once.

• Management → Zones opens the Zone Maker. Draw a zone freehand on the map, split a big one in two, carve an airport out of it, or build a whole area from postcode districts.
• Drivers queue fairly within each zone, so waiting in the right place gets them the next job in turn.
• The Coverage panel shows any gaps between zones, so no pickup falls outside your area by accident.

Prices come from your own tariffs, so the office, the app and the website always quote the same fare.

• A tariff is either a meter (a starting price, per mile, per minute and fees, with a minimum fare) or fixed prices.
• Fixed prices can be set between zones, and mileage tariffs charge a minimum fare and then per mile.
• A night, Sunday and bank-holiday tariff can switch on at set hours, as a council Tariff 2 does.
• Surge rules raise prices at busy times of the week or on set dates such as Christmas Day, and promo codes give discounts.
• Tariffs live under Management → Pricing → Tariffs. If prices look wrong, check them and any active surge rules there first.

Drivers, cars and their paperwork are all kept in Management.

• Add a driver under Management → Drivers and the system emails them a temporary password. From there you assign a vehicle, suspend or reactivate them, reset a password, or add their photo, which passengers see on the trip.
• Add cars under Vehicles, with callsign, plate, make and model, class and seats. Capabilities (wheelchair access, a card machine, executive) make sure the right car goes to the right job.
• The Dashboard’s Compliance Alerts list driver documents and vehicle insurance or MOT that have expired or run out within 30 days.

Every driver uses Cabica Driver, from the App Store or Google Play, on their own iPhone or Android phone.

• Drivers sign in with your company ID, their email and the temporary password, then set their own password. If they forget it, the office resets it.
• Online starts the jobs coming; Offline ends the shift. The Zones map shows where to wait and their place in the queue.
• An offer shows the fare and what the driver takes home. Accept opens the trip; the steps are Arrived, Start and Complete.
• While a metered trip runs, the meter floats over the driver’s map app on iPhone and Android, so the fare stays on screen while they navigate. App Settings → Driver App decides what drivers see, including the meter and the floating meter.
• Drivers can chat with the office and the passenger, call the passenger in one tap, and see their earnings, account, history and documents in the app.

Passengers can book with you in the customer app or on your booking website, and both work the same way.

• Passengers sign in with their phone number and a one-time code sent by text.
• They choose where they are and where they are going, now or later, and the vehicle type. The price shows up front, and they pay by cash or card.
• They watch the car arrive on a live map, see the driver’s photo and details, and can call the driver in one tap.
• After the ride they can rate the driver, leave a tip and find the receipt in their history.
• Management → App Messaging sends your app users a notification or shows them a pop-up, now or at a time you choose.

Card payments go into your own Stripe account. Cabica never sits between you and your money.

• Connect your Stripe account in Settings → Stripe. Passengers can then pay by card in the app, on your website, or by a payment link sent by text.
• Cash and metered fares work as usual, and every job records how it was paid.
• Cabica refunds card money by itself when a prepaid booking is cancelled or the meter comes in under what was paid. If you would rather decide each refund, switch that off in Settings → Stripe and press Refund on the booking instead.

The Accounts workspace is built from real trip data, so nothing is typed in twice.

• Corporate accounts ride now and are invoiced later. Statement on any account gives its position over a period — invoices, payments and what is outstanding — as a PDF or CSV in your name.
• Driver Billing and Payouts work out what each driver owes or is owed, and drivers can ask from their app to pay rent in or be paid out.
• Reports and Exports give you the numbers for your own records and accounting software.