Awarding a Bid
How to select winning bids, handle partial awards, and move a trip into contract.
The Award Workflow
Awarding a bid is the definitive action that converts a shortlisted bid into a contract. Once you confirm your selections, contracts are auto-generated and the trip moves into the signing phase.
Review Shortlisted Bids
Open the View Bids tab for your trip. Review the bids you have shortlisted. Use the Compare button to do a final side-by-side review of price, vehicle types, and operator terms if needed.
Select Bids to Award
Click the Select button on a shortlisted bid row. A dialog opens asking how many vehicles of each type you want to award from this operator. Enter the number — this can be less than the operator offered (see Partial Awards below). Repeat for each operator you want to include in the award.
Review Operator Terms & Conditions
Before confirming, the system presents the T&C for each selected operator: cancellation policy, payment schedule, and any custom terms from their operator profile. Review each operator's terms carefully. You must scroll through the T&C panel before the confirm button activates.
Confirm Selections
Click Confirm Selections. Selected bids transition from SHORTLISTED to ACCEPTED. Non-selected bids remain in their current status. Contracts are automatically generated — one per selected operator — using the bid data and operator terms.
Trip Status Updates
Your trip status changes to SELECTED. You will see a notification and a link to the newly generated contracts in the Contracts section of the sidebar.
You Sign the Contract
Navigate to Contracts in the sidebar. Open each contract and sign it. As Trip Owner, you always sign first. See Signing a Contract for the full signing flow.
Operator Signs — Trip Becomes BOOKED
Once you sign, the operator receives a notification to review and sign the contract. When the operator signs, the contract status changes to ACTIVE and your trip status changes to BOOKED. The trip is now fully confirmed.
Partial Awards
You do not have to award the full quantity an operator offered. If an operator bid 3 coaches but you only need 2, you can award 2. The contract will reflect the awarded quantity and the adjusted total price. The operator cannot decline a partial award — by bidding, they agreed to accept partial selections.
This is useful for splitting a large vehicle order across multiple operators, or when a single operator offered more capacity than you need.
Reselect Window
After your initial selection but before any contract is signed, you can trigger a Reselect. This cancels the pending contracts, reverts selected bids back to their prior status, and returns you to the bid table so you can make different selections. Use reselect if you realize you made a mistake in the allocation step.
Once any contract in the group has been signed (by either party), reselect is no longer available.
Contracts Lock In Your Selection
Once contracts are signed by both parties, any changes to vehicle count or price require a formal contract edit with both parties re-signing. Award decisions carefully before signing — use the reselect window if you need to make changes before signatures are collected.