How to Set Up and Request Transport Services When the Vehicle Quantity Is Unknown

There may be cases where you need to reserve a transfer or transport service before you know exactly what vehicle the supplier will provide. For example, you might request transport for 20 passengers, and the supplier may later confirm either:

Here’s how to manage that in Fieldbook:

When creating the service (e.g. “Transfer: Bondi Beach to Manly”), set the capacity as unlimited.

This allows you to request the service without needing to define the exact vehicle configuration up front. Just request 1 quantity of the service to signal that a booking is needed.

Once your service is created, add it to the relevant transfer item in the itinerary, just as you would for any other service. This links the service to the correct day and ensures it appears in your tour documents.

For example:

Create a new request for the transfer. You’ll see that the quantity defaults to 1. You may also wish to add a supplier request note with the expected number of passengers, so the supplier can determine the right vehicle options.

When you send the request it will appears as follows:

Once the supplier confirms what’s been arranged (e.g. 2 x 10-seaters), record the details in the Request Information field. This ensures the final booking details are stored directly in Fieldbook.

You can also update the Request ID with the supplier’s confirmation code. For example: BD1111 To make it clearer, you can also add a note about the configuration: BD1111X1 (20 Seater Van Confirmed)

The Request ID automatically appears in the Guide Itinerary, so your guide will know exactly what’s been confirmed—no need to chase up logistics.