How to Install Taxi Dispatch Software
The short answer for cloud software
With a cloud based system there is nothing to install on your own computers. No server in the office, no disc, no IT visit. You log in through a web browser.
That removes the part most operators dread. What is left is configuration.
What you actually need to set up
1. Your fare structure (the biggest job, roughly an hour)
- Base fare per vehicle type
- Price per mile bands
- Stop charges
- Return trip discount
- Any extras — meet and greet, baby seats, airport fees
Get this right first. Everything else depends on it, and it is what makes quotes accurate.
2. Your vehicle types
List the classes you run — saloon, estate, eight-seater — with seat and luggage capacity, so the calculator only offers what can take the job.
3. Your service area and routes
Which towns you cover, and the key routes you price regularly.
4. Payment settings
Connect your card provider if you want to take payment online at the time of booking. Cash bookings need no setup.
5. Staff accounts
Who can see what. A controller needs the bookings screen; they do not need access to pricing.
6. Add the booking form to your website
If you already have a site, the form and quote calculator are embedded into it. If you do not, we build the front end.
How long it takes
| Step | Typical time | | --- | --- | | Fare structure | 1–2 hours | | Vehicle types and service area | 30 minutes | | Payments | 30 minutes | | Staff accounts | 15 minutes | | Website integration | Hours, if you need the form adding |
Realistically: an afternoon of configuration, not a week-long IT project.
What you do not need to do
- Buy a server
- Install anything on office PCs
- Assign an IT contractor
- Take the system offline during setup
Before you start
Have these to hand:
- Your current price list, including any rates that are not written down
- A list of your vehicle classes
- Which members of staff need access, and to what
The one caveat
If you use a self-hosted or on-premise dispatch system, this does not apply — those genuinely do require installation, a server, backups monitoring and someone to maintain it. That is the trade-off you accept in exchange for keeping data entirely in-house.
Cloud based systems avoid that work. If you are weighing the two, see cloud based taxi dispatch software explained.
Ready to see it? Open the live demo — it is the real system, already configured. Or get in touch and we can walk through your fare structure together.