Flight API Connection User Guide

Overview

This guide explains how the Flight API Integration connects with your system and how it benefits your operations for airport transfer bookings.

The Flight API integration is designed to help fleet administrators, dispatchers, operators, and drivers efficiently manage airport pick-up services through real-time flight tracking and automated updates.

Highlight Notes

Before using the Flight API feature, please ensure the following:

• The Flight API add-on has been successfully integrated and configured in your system.
• Flight tracking is activated only when a valid flight number is applied to the booking.
• The system supports flight detection using valid IATA or ICAO flight codes.

1. Benefits of Flight API Integration

The Flight API integration provides the following operational benefits:

• Track real-time flight status directly from the Command Center Dashboard.
• Automatically update flight statuses such as:
  • Scheduled
  • Active
  • Arrived
• Allow drivers to view full flight details directly from the Driver App.
• Instantly notify operators and drivers when flight information changes.
• Efficiently manage delayed, early, or on-time arrivals.
• Reduce manual flight monitoring and improve operation efficiency.

The Flight API connection helps your operations team monitor airport arrivals more effectively and improves coordination between operators and drivers.

 2. How to Connect Flight API to a Booking

A. During Booking Creation

Follow these steps when creating a booking:

1. Enter a valid airport address as the pick-up location.
2. The Flight Information field will appear automatically.
3. Enter a valid flight number using either:
   • IATA code
   • ICAO code
4. Click “Apply”.
5. Select the matching flight from the available results.

Example

• QF646
• EK203
• SQ322

B. From Booking Details

You can also apply flight information after the booking has been created.

Steps

1. Open the Booking Details page.
2. Enter a valid flight number using IATA or ICAO code.
3. Click “Apply”.
4. Select the matching flight.
5. Click “Update Booking”.
6. Confirm by clicking “Yes, Update Info”.

Important Notes

• Always enter the correct flight number format (example: QF646).
• Ensure the booking date matches the actual flight date.
• The airport address must match the flight route for accurate detection.

OTA/API Bookings

For OTA/API bookings (such as Booking.com):

• If the booking contains a valid flight number, the system automatically triggers the Flight API request.
• Flight tracking and updates are applied automatically.

In short:

• OTA/API bookings with valid flight numbers → automatic Flight API usage.

Manual Bookings

For manually created bookings (from Command Center or Customer Booking):

• Flight API requests are consumed only when the operator manually clicks the “Apply” button.

In short:

• Manual/imported bookings → Flight API request used only when manually applied.

3. How to Track Flight Status

Operators can track flight status directly from Command Center dashboard/ Cue

Flight Status Definitions

Scheduled - The flight is planned and has not departed yet.

Active - The flight is currently in the air.

Arrived - The flight has landed.

Note: Actual arrival information becomes available only after the flight lands and the status changes to “Arrived”.

4. How to Manage Flight Updates

Operator Side

Operators will receive flight update notifications directly in the Command Center Dashboard.

Driver Side

Drivers will receive push notifications regarding flight updates. This helps drivers prepare accurately for airport pick-ups.

5. How Pick-up Time Reflects Flight Arrival Time

You can configure the default Expected Pick-up Time setting from:

Command Center Dashboard → Settings → General

Available Expected Pick-up Time Options

- No Adjustments to Pick-up Time: The original booking pick-up time remains unchanged regardless of flight updates.

- When the Flight Arrives: The pick-up time automatically updates to the actual flight arrival time.

- After Flight Arrival

You may choose to automatically adjust the pick-up time by:

• 15 minutes after arrival
• 30 minutes after arrival
• 45 minutes after arrival
• 60 minutes after arrival

The system will calculate the updated pick-up time accordingly.

Additional Notes

• Default Expected Pick-up Time settings apply automatically to OTA bookings.
• Operators can modify the Expected Pick-up Time option individually for each booking after creation.
• For manually created bookings, operators and customers can select these options after entering a valid flight number.

Passenger app:

Web-booking app (PWA):

Example Scenario

Booking with Flight API Applied

Booking Details

• Pick-up Time: 16:05 — June 04
• Expected Pick-up Option: “When the Flight Arrives”

View on Command Center/ Cue by operators

View on Driver app

Flight Delay Example

View on Command Center

When a flight is delayed, the booking pick-up time automatically adjusts according to the updated arrival time (as the selected option)

• Pick-up Time: 17:05 — June 04 (updated)

View on Driver app 

Drivers will:

• Receive push notifications regarding the delay
• See the updated pick-up time automatically reflected in the app