Online seat booking
Shared shuttle seats and private transfers by run, with live availability, child seats, card payment and instant confirmations.
Airport shuttle booking software: seats & run sheets
Shuttle services: seats booked, pickups planned. Run sheets drivers can follow.
Bookings come in by phone while you're driving, pickups get planned on paper at 9pm and one late flight wrecks the whole afternoon. We build seat booking, run sheet and dispatch systems for airport shuttles that keep passengers, drivers and the office on the same page. Then we host them and look after them.
Looking for airport shuttle booking software that plans the runs too?
A shuttle service is a jigsaw that changes every hour. Seats on shared runs, door to door pickups, flight times that move, luggage that doesn't fit, hotels sending names by email and return trips nobody remembered to book. Most operators juggle a booking widget, a phone, a whiteboard and a group chat with the drivers. It holds together until a flight lands two hours late on a Friday.
Wollopit builds custom shuttle software around how your runs actually work. Passengers book a seat online with their flight number and bag count. Run sheets build themselves in pickup order with times worked back from the flight. Drivers see their run on their phone and passengers get a text when the van is close. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from shuttle services
Does your shuttle service have these problems? Here's how we'd fix them.
Most shuttle operators we talk to are brilliant at getting people to the airport on time. The admin behind it is what keeps them up at night, usually literally.
- The problemBookings by phone all dayThe phone rings mid-drop-off, the booking gets scribbled on a docket and half of them need a callback to get the flight number.How we fix itOnline seat booking with live availability per run, card payment up front and instant confirmation by email and SMS.
- The problemRun sheets planned on paperSomeone sits at the kitchen table at 9pm working out pickup order from a list of addresses and a map.How we fix itRun sheets generated from the bookings, with pickups ordered by route and pickup times worked back from each flight.
- The problemFlight delays cause chaosA flight lands two hours late, the driver waits at arrivals and every pickup after that runs late.How we fix itFlight numbers captured at booking and checked against live arrival times, so dispatch sees the delay early and reshuffles the runs.
- The problemOverbooked runs and empty onesTwo people sell the last seat on the 5am run while the 2pm goes out with three passengers.How we fix itSeat capacity set per vehicle and run, with quiet runs flagged so you can merge them or offer a cheaper fare.
- The problemLuggage surprises at the kerbA family of six turns up with two surfboards, a pram and eight suitcases for a van with no trailer.How we fix itBag counts and oversize items like boards, golf bags and bikes captured at booking, with limits applied per vehicle.
- The problemReturn trips forgottenPassengers book the trip out, forget the trip home and ring from the baggage carousel expecting a seat.How we fix itReturn trips booked together with both flight numbers, plus a reminder a few days before they fly home.
- The problemWhere's my shuttle?Passengers stand on the kerb at 4:30am wondering if anyone's coming. Then they ring the driver.How we fix itAn SMS the night before with the confirmed pickup time, then an 'on the way' text when the driver is a few stops out.
- The problemHotels and agents email names overResorts, travel agents and tour desks send bookings by email. Someone rekeys them and commission gets worked out at month end.How we fix itAn agent portal with their own rates, bookings landing straight on the run and commission statements done for you.
- The problemCharter quotes by email chainWeddings, conferences and sports teams want quotes for a full coach and it takes six emails to get the details.How we fix itA charter request form that builds a quote from distance, vehicle and timing, with deposits paid online.
- The problemPayments all over the placeCard on the website, cash handed to drivers and agent invoices. Reconciling it in Xero takes a full afternoon.How we fix itEvery booking, payment and agent invoice synced to Xero or MYOB, with driver cash reconciled per shift.
02What we build
Solutions
What we build for shuttle services. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Run sheet generator
Tomorrow's runs built from bookings in pickup order, with times worked back from flights and check-in windows.
Flight tracking
Flight numbers checked against live arrival and departure times, with delays flagged on the dispatch board.
Dispatch board
Every vehicle, driver and run on one screen. Drag a booking to another run and the driver's sheet updates.
Driver app
Run sheets on the driver's phone with addresses, passengers, bags and notes, plus tap to call and mark picked up or no-show.
Passenger SMS updates
Night-before pickup times, 'on the way' texts and delay notices sent automatically through Twilio.
Return trips & bundles
Out and back booked together with both flights, return discounts and a reminder before the trip home.
Luggage & oversize items
Bag counts, surfboards, golf bags, bikes and prams captured up front, with trailer runs and limits per vehicle.
Agent & hotel portal
Resorts, travel agents and tour desks book at their own rates, see their bookings and get monthly commission statements.
Charter quotes
Group and event requests turned into quotes from distance, vehicle and hours, with deposits and run sheets to match.
Fleet checks & servicing
Pre-start checks on the driver's phone, defects with photos and reminders for rego, servicing and accreditation.
Payments & accounting
Stripe and Square payments, driver cash and agent invoices synced to Xero or MYOB.
A website that books
Hand-built, quick on mobile, with seat booking front and centre, built to rank for 'airport shuttle' and your towns.
03The systems
The big ones
Your whole shuttle service, on one system.
These are the systems shuttle operators ask us about most. Each works on its own and they get properly clever when they're joined up.
Seat bookings
Seats sold online. Phone stays quiet.
Passengers pick their run, enter their flight number and bag count, then pay. Seats come off the vehicle the moment they book, so nobody sells the last seat twice.
- Shared seats and private transfers
- Live seat availability per run
- Flight number captured at booking
- Bag counts and oversize items
- Child and booster seat requests
- Return trips booked together
- Card payment up front with Stripe
- Promo codes and return discounts
- Confirmation by email and SMS
- Passengers change or cancel online
Run sheets & dispatch
Tomorrow's runs, planned before dinner.
Run sheets build themselves from the bookings, ordered by route with pickup times worked back from each flight. Dispatch sees every vehicle on one board and drivers see their run on their phone.
- Run sheets generated automatically
- Pickups ordered by route
- Pickup times from flight and check-in
- Drag and drop between runs
- Driver app with addresses and notes
- Tap to call the passenger
- Mark picked up or no-show
- Trailer and luggage space per vehicle
- Printable sheets as a backup
- Driver changes pushed instantly
Flight tracking & updates
Late flight? You knew an hour ago.
Every booking carries its flight number, checked against live arrival times. Dispatch sees delays coming and passengers get a text with their new pickup plan before they land.
- Live arrival and departure times
- Delays flagged on the dispatch board
- Suggested run reshuffles
- Night-before pickup SMS
- 'On the way' texts near pickup
- Delay notices sent automatically
- Meet point instructions for arrivals
- Two-way SMS replies to the office
- Cancelled flight handling
- Message history per booking
Agents & charters
Hotels book themselves. Charters quote themselves.
Resorts, travel agents and tour desks log in to book at their own rates, with bookings landing straight on the run. Group and event charters get a proper request form and quotes that go out the same day.
- Agent and hotel logins
- Their own rates and commission
- Bookings straight onto the run sheet
- Monthly commission statements
- Invoices synced to Xero or MYOB
- Charter request form
- Quotes from distance, vehicle and hours
- Deposits paid online
- Wedding and conference run sheets
- Repeat charters copied in one click
04How it changes
Before and after
An early morning airport run, wolloped.
Here's how tomorrow's 5am run could change. Every shuttle service is different, so we map yours first.
Before
- Bookings taken by phone between drop-offs
- Run sheet written by hand at 9pm
- Pickup order worked out with a map
- Passenger rings at 4:30am asking where the van is
- Surprise surfboards and no trailer
- Flight delay found out at arrivals
After
- Bookings came in online with flights and bags
- Run sheet built itself overnight
- Pickups in route order with times set
- Passenger got an 'on the way' text
- Luggage known and the trailer's hooked up
- Delay flagged and the run already reshuffled
05Services
Everything under one roof
Software, websites and systems for shuttle services.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for shuttle services
Built around how your shuttle service actually runs: online seat booking, run sheet generator and the admin in between, in one system you own.
Websites for shuttle services
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Shuttle service system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for shuttle services
Flight tracking and dispatch board: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Rezdy, FareHarbor and Viator so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your shuttle service, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside booking platforms you're happy with or replace the ones holding you back.
- Rezdy
- FareHarbor
- Viator
- GetYourGuide
- Stripe
- Square
- Xero
- MYOB
- Google Maps
- Google Business Profile
- TripAdvisor
- Mailchimp
- Twilio SMS
- FlightAware
- Deputy
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your shuttle service: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a run, sit in on the morning dispatch and work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your runs, vehicles, pickup zones, flights, agents, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like run sheets, so you get a win fast.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks at 4am you call the people who built it.
08Questions
FAQ
Things shuttle services ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can drivers see their run on a phone?
Yes. Drivers get their run sheet with addresses, passengers, bags and notes. They can call a passenger with one tap and mark each pickup done or no-show.
Can it track flights and adjust pickup times?
Yes. We capture the flight number at booking and check it against live flight times. Delays show up on the dispatch board and passengers can be texted automatically.
We already use Rezdy or FareHarbor. Do we have to switch?
No. If your booking platform is doing its job we build around it, pulling bookings in to create run sheets, dispatch and passenger texts. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can hotels and travel agents book with us directly?
Yes. Agents get their own login with their rates. Their bookings land straight on the run and commission statements are worked out for you.
Does it handle door to door and set pickup points?
Yes. Runs can mix home addresses, hotel lobbies and set stops, with pickup order and times worked out by route.
How much does a shuttle booking system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online seat booking or run sheets can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most shuttle services we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a shuttle service problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.