Fixed Tariffs - 365 Management

Fixed Tariffs - 365 Management

Fixed tariffs offer a consistent, pre-determined fare from point A to point B. These types of tariff are perfect for scenarios where pricing remains consistent, such as airport transfers.

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Fixed tariffs offer transparency and predictability to passengers, making them suitable for journeys with defined pricing.

Creating a Fixed Tariff

Management features a helpful tariff creation wizard to take you through each section of creating a tariff. To create a fixed tariff:

  1. In 365 Management, go to Pricing and Payments > Tariffs > Fixed.
  2. Press the +Add button to create a new tariff.
  3. This opens a modal with the tariff creation wizard where you can start configuring the settings.

Details Tab

This tab features basic details about the tariff, including name and description, making the tariff easily identifiable for users of your system.


  • Tariff Name: Provide a descriptive name to help identify this pricing structure.
  • Short Name: Enter a unique shortened name or code for the tariff, limited to between 1 and 5 characters long.
  • Company: (Only appears in multi-company systems) Use the dropdown menu to select which company this tariff applies to.
  • Description: Include a brief description to provide additional context, if necessary.
  • Applies to Booking Type: Choose whether this tariff applies to all booking types with 'Any'. To limit the tariff to bookings made through your available sources, select 'Bookings only'. Or to limit the tariff to hackney pickups, select 'Street pickups only'.

Time & Location Tab

You can restrict your tariff to apply only when certain conditions are met, including certain locations, times or passenger numbers.


Specific Route

You can define specific routes or geographic areas where the tariff is applicable, useful for situations like airport transfers or special event zones, for example.

  • Pickup: Select a location for a specific pickup where the tariff may apply, for example, a train station taxi rank. Upon selecting each of the pickup types, different fields are displayed for the user to specify the location.
  • Destination: Select a location for a specific destination where the tariff may apply. Upon selecting each of the pickup types, different fields are displayed for the user to specify the location.

Pickup/Destination Types

Use the options here to specify whether particular pickup and drop-off locations should be applied to the tariff settings upon booking.

  • Any: This tariff applies to any pickup/destination entered.
  • Freetype: When freetyping a location, you must enter a location name in the Pickup/Destination Location field, followed by searching for the specific location using the Near To field. In this field, the system searches for addresses containing the location within a radius of this address. The system uses the 'Radius to Match Pricing Rule' value in Pricing Calculation to define the search radius.
  • Full address: You can enter and search for an address in this field. The system uses this tariff if a customer books a journey that matches the pickup/destination address here.
  • Group: Select an Address Group from the dropdown menu where the tariff applies if a customer books a journey including a pickup/destination that matches any address in said group. You must have at least one group configured in Address Groups for the list to be populated.
  • Postcode: Enter a postcode. Bookings with a pickup/destination address that matches this postcode will use this tariff. You can also specify partial postcodes.
  • Town: Enter the name of the town and any bookings that match this town in the pickup/destination will use this tariff.
  • Zone: Select a zone from the dropdown list and any bookings that have a pickup/destination within this zone will use this tariff.
  • As Directed: Only applies to a Destination. The passenger does not provide a designated destination and instead directs the driver to their destination.

  • Reverse Also Matches: Toggle on to allow the pickup and destination to be swapped and the tariff still applies.

Specific Times

You can set specific dates and times to refine when the tariff takes effect. For example, for applying different rates during rush hours or popular holidays.

  • Schedule Template: Use the dropdown menu to select a pre-existing Schedule Template that defines the dates and times in which the tariff takes effect. For information on creating a Scheduler Template, see Scheduler.
  • Custom Schedule: When selecting the Custom option, a table appears with a predefined schedule of "Include: Every Day Midnight to Midnight". You can modify this schedule by double-clicking on the text, or add a new additional schedule by selecting the Add Additional Schedule button.

    When adding or editing the schedule, there are multiple options where can configure how often and when your tariff will be active.
    • Include/Exclude: Select the option to either Include your selected Schedule in this tariff or specify a schedule that will be excluded from the tariff. (Only available when adding a new schedule, not when editing the predefined "Include: Every Day Midnight to Midnight")
    • Schedule: Use the options here to configure the schedule to which your tariff adheres.
      • Every Day: The tariff applies every day at the time schedule specified.
      • Weekly: Select which days of the week under the During setting to specify which days the tariff applies to.
      • Monthly: When selecting monthly, you have two options to choose from: 
        • Day of Month: Select a specific day of the month (1-31) where this tariff will apply. If the current month does not have the specified number of days (e.g. 31) then this tariff will not apply during these months.
        • Day In Month: Select a specific type of day in the month where this tariff will apply, e.g. every second Saturday of each month.
      • Yearly: When selecting Yearly, you have three options to choose from:
        • From: Select a starting date and an ending date in which your tariff will apply during these dates.
        • On: Select a specific type of day in the month, e.g. the third Friday and select the Month in which this tariff will apply. For example, the second Tuesday of February.
        • During: Select a month (or multiple) where your tariff will apply every single day during your selected month(s). You can quickly select all months of the year by clicking the All button at the bottom of the modal.
      • Once: Select a date from and to where your tariff will apply, then not reoccur. You can use the calendar button to easily select the Month and Year, allowing you to easily define a long date range if required.
    • Time Schedule: Here you have two options to set your tariff to:
      • Midnight to Midnight: Select to apply your tariff all day (24 hours) non-stop during the schedule you have configured.
      • Daily Time Range: Select a time range using the time picker so that your tariff will apply to the bookings with a pickup due time between the times specified here.

Specific Ranges

You can restrict your tariff based on how many people are in the vehicle, how much luggage is required and the priority of the booking.

  • Passenger Range: Enable so that this tariff only applies to bookings within the passenger range set here.
    • From: Enter a numerical value of the lower band of passengers in the vehicle of when the tariff will apply, e.g. you may charge extra for 8 or more passengers.
    • To: Enter a numerical value of the higher band of passengers in the vehicle of when the tariff will apply.
  • Luggage Range: Enable so that this tariff only applies to bookings with luggage within the range set here.
    • From: Enter a numerical value of the lower band of luggage in the vehicle of when the tariff will apply.
    • To: Enter a numerical value of the higher band of luggage in the vehicle of when the tariff will apply.
  • Priority Range: Enable so that this tariff only applies to bookings with a priority within the range set here.
    • From: Enter a numerical value of the lower band of booking priority of when the tariff will apply.
    • To: Enter a numerical value of the higher band of booking priority of when the tariff will apply.

Job Types Tab

In this step, you specify the type of jobs where the tariff should apply. This customisation ensures that the tariff aligns with your service offerings, allowing you to associate the tariff with Corporate and Kickback accounts, providing specialised pricing for these account types.


  • Default: This setting defaults to the tariff settings you have in place in your Corporate/Kickback accounts and Phone Credit Card and App Settings in 365 Accounts. For more information see Corporate Accounts - Tariffs. For example, if you have it set, the Fixed Tariff Mode is "Use Selected Tariffs Only". In that case, only tariffs that have been specifically defined under the Fixed Tariffs setting in 365 Accounts > Accounts > Corporate > Tariffs will apply to this account. However, this can be changed on a per-tariff basis using the 'Fixed Tariff Mode' setting under Accounts and Kickback Accounts.
  • Accounts: Use the Apply to Accounts button to open the modal to assign the tariff to specific customers. Here you can select one or multiple accounts within the list.  
    • Fixed Tariff Mode: This setting changes the selected accounts below to have the tariff mode changed to the option of either "Used Selected Tariffs Only" or "Use Both Default and Selected Tariffs". The tariff mode setting is a per-account setting that is located in 365 Accounts > Accounts > Corporate > Tariffs.
  • Kickback Accounts: Use the Apply to Accounts button to open the modal to assign the tariff to specific kickback customers. Here you can select one or multiple accounts within the list. You must also select a Fixed Tariff Mode from the two options available.

  • App Cash: Toggle on this setting to enable Cash bookings on your Passenger App to use this tariff. Note that this option may be unavailable if your settings in 365 Accounts > Settings > Customers > App > App Cash Settings > Tariffs are configured to use only default tariffs.

    You cannot enable this option if you have selected 'Use Default Cash & Account Tariffs'. However, if you choose 'Use Selected Tariffs Only', you can specify the tariffs to apply to cash bookings made through the app. Alternatively, 'Use Both Default and Selected Tariffs' applies to default and specified tariffs. If using 'Use Selected Tariffs Only', add the tariff(s) using the dropdown menu for the Fixed Tariffs option.
  • App Credit Card: Toggle on this setting to enable Credit Card bookings on your Passenger App to use this tariff. Note that this option may be unavailable if your settings in 365 Accounts > Settings > Customers > App > App Credit Card Settings > Tariffs are configured to use only default tariffs.
    You cannot enable this option if you have selected 'Use Default Cash & Account Tariffs'. However, if you choose 'Use Selected Tariffs Only', you can specify the tariffs to apply to credit card bookings made through the app. Alternatively, 'Use Both Default and Selected Tariffs' applies to default and specified tariffs. If using 'Use Selected Tariffs Only', add the tariff(s) using the dropdown menu for the Fixed Tariffs option.
  • Phone Credit Card: Toggle on this setting to enable Credit Card bookings via the Phone to use this tariff. Note that this option may be unavailable if your settings in 365 Accounts > Settings > Customers > Phone Credit Card > Tariffs are configured to use only default tariffs.
    You cannot enable this option if you have selected 'Use Default Cash & Account Tariffs'. However, if you choose 'Use Selected Tariffs Only', you can specify the tariffs to apply to credit card bookings made via the phone. Alternatively, 'Use Both Default and Selected Tariffs' applies to default and specified tariffs. If using 'Use Selected Tariffs Only', add the tariff(s) using the dropdown menu for the Fixed Tariffs option.

Settings Tab

The Settings section lets you configure any additional charges, discounts, or special conditions that should be applied to the tariff. These settings can vary based on the specifics of your pricing strategy.

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In this tab, you have the option to save your settings as a template for future use, streamlining the tariff creation process.

Ghost Pricing

  • Ghost Pricing Meter Manual Waiting Time: Select which method the meter charges passengers for time waited by their driver:
    • Use global setting: Use the option that is set in Global Settings - Pricing.
    • Off: Disables passengers being charged for waiting time.
    • On: Enables manual waiting time pricing via the Ghost Meter.

Applies to Docket Source

Applies to Docket Source: Enabling any of the settings in this section results in this pricing rule eligible to be used for each of the booking types below that are enabled.

  • Cancelled Booking: If enabled, then this tariff can be used to charge a passenger for a cancellation. For example, if creating a Cancellation Fees tariff, then this system would allow this charge to occur upon a passenger cancelling their booking.
  • Completed Booking: If enabled, then this tariff can be used on a completed booking. Typically this setting would be enabled for most of your tariffs. However, you must ensure that other tariffs do not override one another as this may result in unexpected charges.
  • No Fare Booking: If enabled, then this tariff can be used to charge a passenger for when a driver no fares a booking. This is useful for any routes or schedules that may experience a high amount of no fare bookings.

The following two settings require you to enable 'Cancelled Booking' under Applies to Docket Source to function correctly:

  • Free Cancellation Minutes: Enter a value of the number of minutes the passenger has available to cancel their booking before they incur a fee for cancelling.
  • Lateness Tolerance (Mins): Set the number of minutes a booking can be late by or more so that the passenger will not be charged for a cancellation or no fare.

Template Fare Settings

Template: When selecting the Template setting, you can select a template from your existing templates.

  • Fare Settings Template: Use the dropdown menu to select an existing Fare Settings template. To create and modify these templates, see Fare Settings for more information.

Custom Fare Settings

Custom: If selecting Custom, all the settings for creating a fare settings template become available. You can also save your configuration as a template using the Save As Template button.

Custom Fare Settings Template: Use the following settings to customise your fare settings.

  • Force Posting to Accounts: Toggle on to enforce that any cash booking that uses this tariff is automatically posted into the job processor.
  • Same Cost & Price: When enabled, you only have to enter the 'Price' of your tariff stages and capability charges. The 'Cost' field is hidden and mirrors what is in the 'Price' field.
  • Fixed Estimated Price: If enabled, the estimate shown on the booking screen for any job using this tariff will be fixed and cannot change.
  • Can Use More Expensive Variable Tariff: If enabled, bookings using this tariff are able to use a more expensive variable tariff if one exists.

Extra Charges

Extra Charges: Configure additional fees and charges for bookings using your tariff.

  • Booking Fee: Use the dropdown menu to select a Booking Fee. If a booking fee is added here, then any booking using this tariff will have this booking fee applied. To create a booking fee, see Fees for more information. Ensure to set the Category as 'Booking Fee' for it to appear in this dropdown menu.
  • Surge Pricing Type: Select the Surge Pricing Type to be applied to bookings using this tariff. By default, this is set to Standard.
  • Cash Account Fee: Use the dropdown menu to select a Cash Account Fee. If a fee is added here, then only bookings made on a cash account using this tariff will have this fee applied. To create a cash account fee, see Fees for further information. Ensure to set the Category as 'Kickback Fee' for it to appear in this dropdown menu.
  • Driver Commission Fee: Use the dropdown menu to select additional fees to be applied as commission to drivers accepting bookings using this tariff. To create a driver commission fee, see Fees for more information. Ensure to set the Category as 'Driver Commission' for it to appear in this dropdown menu.
  • Service Charge Fee: Choose a Service Charge Fee from the dropdown menu to add additional fees to be applied to bookings using this tariff. Create Service Charge Fees in the Fees section of 365 Management. Ensure to set the Category as 'Service Charge' for it to appear in this dropdown menu.
  • Default Tax Rate: Use the dropdown menu to select a Tax Rate. If a rate is added here, then bookings made using this tariff will use this tax rate as the default rate. To create a tax rate, see Tax Rates for more information.

Extras Tax Rate

  • Extras Tax Rate: These options allow extras to be charged at a different VAT rate than the job itself. 
    • None: Disables this setting and no extras are charged at a different VAT.
    • Use Default: Uses the default Tax Rate set in 365 Accounts > Settings > Customers > Corporate > Job Processing > Extra Cost Tax Rate.
    • Custom: Allows you to select an Extras Tax Rate from the dropdown menu. To create an 'Extras Tax Rate', see Tax Rates for more information.

Per Via & Rounding Charges

  • Per Via Charge (Cost): Only visible if Same Cost & Price under Custom Fare Settings Template is disabled. Set a fixed cost that a driver will receive per each added via on the booking.
  • Per Via Charge (Price): Set a fixed price so that customers who book a job that uses this tariff are charged for each via added.
  • Round Money Up To Nearest: Set a value for the system to round money to the nearest pound or pence. For instance, if set to 0.10, a booking estimated at £10.06 would round up to £10.10.
  • Round Distance Up To Nearest: Set a value for the system to round distance to the nearest decimal value. For example, if set to 0.10, a booking with a distance of 5.47km would round up to 5.50km.

Capability Charges

  • Capability Charges: In this section, you can select a template or customise your settings that control whether a charge is added depending on the capability selected for the booking.
    • Enable Capability Charges: Toggle on to set fixed charges against job capabilities. For example, the tariff could be your standard rate but an 'Estate' price might be a fixed £3 extra. Disabling this setting stops charges from applying to capabilities.
    • Template: Use this setting to select a pre-existing template for the charges.
      • Capability Charge Template: Use the dropdown menu to select a Capability Charge Template. To create a template, see Capability Charges for more information.
    • Custom: Use this setting to configure a custom capability charge.
      • Capability Charges: Select this button to open the Add Fare Template Capability Charge modal. CapabilityChargesButton.png 

        Here you can configure the settings of the template, which include:
         
        • Capability: Use the dropdown menu to select a capability that the settings in this template will apply to.
        • Cost Is Commissionable: Enable to charge drivers a commission for this extra charge.
        • Price: Enter an extra price charge that a customer would pay for a booking using the selected capability.
        • Cost: Enter an extra cost charge that a customer would pay for a booking using the selected capability.

Charge for Prebooking

  • Charge for Prebooking: This setting controls whether an additional fee or a discount is applied if a job is prebooked matching this tariff.
    • None: Disables the feature and no additional fee or discount is applied to prebookings.
    • Uplift: An additional fee is added to the total price as a charge to the customer for prebooking.
    • Discount: A discount is applied to the total price to the customer for prebooking.
  • Charge for Prebooking (Price): If a booking matching this tariff is made in advance, then the value here is added to the total price as a charge or a discount to the passenger for prebooking the journey.
  • Charge for Prebooking (Cost): If a booking matching this tariff is made in advance, then the value here is added to the total cost for the driver.

Wait and Return Discount

  • Wait and Return Discount: This option determines if the fare will include a discount for round-trip bookings where the passenger asks the driver to wait at the destination and return to the original pickup location.
    • None: Disables this feature and no discount is added for round-trip bookings.
    • Amount: The discount applied is a fixed amount.
    • Percentage: The discount applied is a percentage of the booking cost. 
      • If Distance More Than: If the distance is more than the value entered here the booking discount will be applied.
      • Discount Amount (Price): Set the price the customer will be discounted if their wait and return booking matches this tariff.
      • Discount Amount (Cost): Set the cost the driver will receive if they complete a wait and return booking that matches this tariff.

Return Journey Discount

  • Return Journey Discount: This setting controls whether a discount is applied if a customer books a return journey that matches the tariff.
    • None: Disables this feature and no discount is applied for return journey bookings.
    • Amount: The discount applied is a fixed amount.
    • Percentage: The discount applied is a percentage of the booking cost.
      • If Distance More Than: If the distance is more than the given amount the booking discount will be applied.
      • Whole Journey: The amount or percentage will discount the final price of the whole journey (outbound and return).
        • Discount Amount (Price): Set the price the customer will be discounted if their return booking matches this tariff.
        • Discount Amount (Cost): Set the cost the driver will receive if they complete a return booking that matches this tariff.
      • Specific: The amount or percentage will discount the final price of the outbound or return journey.
        • Outbound Discount (Price): Set the price the customer will be discounted if the outbound section of their return journey booking matches this tariff.
        • Outbound Discount (Cost): Set the cost the driver will receive if they complete the outbound section of a return booking that matches this tariff.
        • Return Discount (Price): Set the price the customer will be discounted if the return section of their return journey booking matches this tariff.
        • Return Discount (Cost): Set the cost the driver will receive if they complete the return section of a return booking that matches this tariff.

Fare Tab

In the Fare section, you define the pricing structure for the tariff, primarily based on the distance travelled and waiting time. You can create multiple fare stages to accommodate different pricing tiers or stages.


This highly customisable fare structure allows you to adjust rates based on capabilities. For example, you can set different rates for standard cars, 6-seaters, estate, and other vehicle types.

To save time and maintain consistency across tariffs, you can save the fare structure as a template for reuse with other tariffs.

Zone to Zone Template where you can create route-based fare templates to be applied to your tariffs.

Address Group Template where you can create address-based fare templates to be applied to your tariffs allowing for more precise and tailored pricing based on specific addresses grouped together.

When creating custom fare rules for your template, you must configure the tariff rates:

  1. Use the Fare Builder to adjust the tariff rates:

    Yellow: Multiplier for the tariff (only affects a tariff if a Zone-To-Zone matrix is attached).
    Green: Fixed cost and price of the tariff.
    Blue: Waiting time stages for the tariff.
  2. For instance, if you wanted to establish a fixed tariff without a multiplier, it would have a set cost and price of £25, charging £3 for waits of up to 5 minutes and £5 for any time longer.
    Notes
    Note: A new waiting time tariff block will appear underneath the default blocks when you enter a value into the From (mins) and To (mins) fields.
  3. You can add capabilities and alter the fare builder to adjust the tariff rates on a per-capability basis. To add a capability, click the dropdown menu under Add Capability.
  4. Select a capability or multiple from the list and click Confirm. You can use to (+) All button to add all capabilities within the list. 
  5. Any selected capabilities will appear in a new block on the screen, allowing you to edit the fare builder and update the fare for the chosen capability. 
  6. To remove a capability at any point, click the Cross ( X ) icon to remove.

Charging Areas Tab

Use this section to add a charging zones template if you have any specific locations where an amount needs to be charged for driving through. For example, tolls, congestion, emission zones, etc.


In this section, there is only one option you can configure:

  • Charging Zones Template: Select a Charging Zones template to apply to this tariff where you can add charges to zones with tolls, emission fees, congestion charges or other fees. For more information on creating a template, see Creating Charging Zones.

Test and Set Live Tab

The final step in creating a fixed tariff is the Test and Set Live section where you can review the tariff's settings and configuration.


Your tariff is not active on your system until you explicitly set it live, allowing you to fine-tune any aspects of the tariff and ensure that everything is correctly configured before it goes into effect.

How to Test Your Tariff

To test your tariff, enter a pickup and destination that coincide with the settings of your tariff. If Via's, Account information, Capabilities or Passengers are required to meet the conditions of the tariff, fill out those fields as well. Once you have filled out these details, press the green Test Tariff button.


A tariff breakdown appears at the side of the screen showing what the totals would be for that booking.

Setting Your Tariff Live

If you are ready to set your tariff live, use the date field to input the date and time for it to become active. The field automatically populates with the current date and time. Use the Calendar and Clock icons to adjust the date and time respectively.

If you do not want to set your tariff live currently, use the Cross in a Circle icon to remove the date and time from the field. 

Regardless of whether you are setting your tariff live or leaving it inactive, you must press the +Create button in the bottom-right corner to save and finish the creation of your tariff.

Once you have created your tariff, you can make changes by double-clicking on it from the list on the Fixed Tariffs page and applying your edits.