Operational communication should help the next person understand the trip and the action already taken.
- Confirm the message belongs to the reservation you have open.
- State the operational fact, decision, or follow-up clearly.
- Use the platform area intended for that communication so it remains with the workflow.
- Avoid copying unnecessary personal information.
- Never place passwords, access tokens, full payment card data, or secret credentials in a message or note.
When coordinating with an affiliate, distinguish what was requested, what the partner confirmed, and what still needs action.
Use the right reference and note
The affiliate section’s References shows the partner’s reference and your reference with that partner. Use the copy control beside the value you need. The affiliate reference badge on the Dispatch board also copies the displayed partner reference. Include enough context for the recipient to identify the trip, and check which partner you are contacting when a reservation was received from one company and sent onward to another.
Pickup instructions selected from a saved passenger or account address prefill the pickup’s note for the driver. Review that note before saving, particularly after changing the pickup address. Instructions for an intermediate stop or drop-off must be checked separately.
A Dispatch note is also a possible Needs Attention condition. Keep the note concise and useful to the next dispatcher; a passenger note or billing note serves a different purpose. Use Work the Needs Attention queue to review warnings and record their resolution.
Follow up on affiliate charges
Review the affiliate’s reported charges and any difference from the agreed price on the booking before discussing settlement. Check Settlement → Payables for the related payout details. A price agreement, a recorded payout, and a completed trip are separate facts; state which one you are confirming. Continue with the affiliate workflow for price changes and reconciliation.