For transport & travel desks
The corporate cab desk, without the inbox
The cab desk is where a company's ground transport actually runs: requests come in, vehicles get allocated, escalations get handled, and month-end bills get checked. In most companies it runs on email, WhatsApp and a spreadsheet — and it does not scale past a few hundred trips a month.
What a cab desk handles day to day
- Employee, guest and candidate travel requests, plus last-minute changes
- Allocating each duty to the right vendor and vehicle class within policy
- Shift rosters and route planning for pick-up and drop cycles
- Live escalations: no-show driver, delay, wrong pick-up point, safety calls
- Duty slip collection, exception handling and month-end bill verification
Where a manual desk breaks
| Symptom | Underlying cause |
|---|---|
| Requests missed at peak | Bookings arrive across email, calls and WhatsApp with no queue |
| Out-of-policy travel approved | Entitlement rules live in a PDF, not in the booking step |
| No answer when a guest calls | No live view of the vehicle once it leaves the vendor |
| Month-end billing takes weeks | Vendor invoices arrive as spreadsheets with no trip-level trail |
| Vendor performance is anecdotal | On-time and no-show data is never recorded, only remembered |
What cab desk software changes
Fleetoz gives the desk one console: every request in a single queue, policy and approvals enforced at booking, automatic allocation against contracted rate cards, and live tracking on every active duty.
Routine bookings never reach the desk at all — employees book in the CARVA app inside policy, and the desk handles only exceptions and escalations. That is usually the difference between a desk that firefights all day and one that manages the programme.
At month end, invoices are generated from the trips the platform already recorded, matched against the rate card automatically. The desk reviews exceptions rather than re-keying a spreadsheet.
What the desk gets to measure
- On-time performance and no-show rate per vendor and per city
- Spend by cost centre, entity, business unit, project or employee
- Utilisation of attached cars versus ad-hoc hires
- Complaint and rating trend by supplier
- Reconciled versus disputed invoice value each month
Frequently asked questions
What is a cab desk?+
A cab desk is the team or function inside a company that manages employee and guest ground transport — taking booking requests, allocating vehicles to vendors, handling escalations and verifying transport bills.
What does cab desk software do?+
It replaces the inbox and spreadsheet with a booking queue, policy-driven approvals, automatic vendor allocation, live trip tracking, SLA scoring and invoices generated from actual trips.
Can employees book directly instead of the desk?+
Yes. With the CARVA employee app, in-policy bookings go straight through with automatic approval and cost-centre tagging, so the desk only handles exceptions.
Does it work with our existing vendors?+
Yes. Fleetoz is vendor-agnostic — your current vendors are onboarded with their contracted rate cards, and additional vetted supply can be added city by city.
How long does it take to set up?+
A first city is typically live in three to four weeks including vendor onboarding, with further cities added in days.