Most Caribbean taxi companies start dispatching from a phone, a notebook and a WhatsApp group. It works with three cars. With ten, jobs start slipping through: a 5 a.m. airport run nobody assigned, two drivers sent to the same hotel, a rider calling to ask where the car is. Taxi dispatch software fixes that, but the options vary a lot. This checklist covers what to look for, what to avoid and the questions to ask before you sign up.
What taxi dispatch software actually does
At its simplest, dispatch software is one screen where every booking lives, every driver is visible and every trip is tracked from request to receipt. Good systems connect three things:
- A rider app where customers book, see the fare and track the car.
- A driver app where drivers receive jobs, navigate and mark trips complete.
- A dispatch dashboard where your office assigns jobs, watches the map and handles problems.
If a product only does one of the three, you will end up gluing tools together yourself.
The checklist
1. All bookings on one board
Your riders will not all switch to an app overnight. Hotels will still call, regulars will still WhatsApp. The software must let dispatchers enter phone and message bookings next to app bookings, so the whole day sits in one list. If phone jobs live in a notebook and app jobs live on a screen, you still have two systems.
2. Scheduled bookings, not just “ride now”
Much Caribbean taxi work is booked ahead: early flights, cruise days, tours, weddings. Check that riders and dispatchers can book days or weeks in advance, add notes such as a flight number, and that scheduled jobs show clearly so they are assigned in good time.
3. Live map of drivers and trips
Dispatchers should see where every driver is and which trips are in progress, without phoning anyone. Riders should see their driver approaching too. Live trip tracking cuts the “where is the driver?” calls more than any other feature.
4. Your fares and vehicle types
Island fares are not one-size-fits-all. You need fixed prices for airport and hotel routes, distance pricing for local rides, and separate prices for sedans, vans, coasters and buses. Make sure you set the prices, not the software provider.
5. Card and cash
Visitors want to pay by card. Many locals still prefer cash. The system should handle both and record every payment against the trip, so end-of-day reconciliation with drivers is quick and accurate.
6. Your brand, not theirs
This is the question many operators forget to ask. Does the rider app carry your company name, or the software company’s? If riders download an app with someone else’s brand, you are building their business, not yours. A white-label app puts your name on the App Store listing, every screen, notification and receipt.
7. Who owns the customer data
Rider accounts, trip history and ratings are the most valuable thing your app will collect. Check in writing that they belong to your company and that you can export them.
8. Driver records and ratings
Look for driver profiles with documents, vehicle details and ratings, so you can see who your riders rate highly and follow up quickly on complaints. As your fleet grows, fleet and driver management becomes essential.
9. Works on ordinary phones and patchy data
Drivers should be able to use the driver app on an ordinary Android phone or iPhone with mobile data. The dispatch dashboard should run in a normal web browser, with nothing to install.
10. Local support and a realistic launch
Ask how long it takes to go live, who submits the app to the App Store and Google Play, and who you call when something goes wrong on a busy Saturday. A provider who understands Caribbean taxi work will get you running faster.
How pricing usually works
Dispatch software is usually sold in one of three ways:
- Monthly subscription, often priced per driver or per vehicle. Predictable, but you pay in quiet months too.
- Per-booking fee, a percentage or flat amount for each completed trip. You pay when you earn.
- Custom build, a large upfront cost plus ongoing maintenance. See how much a taxi app costs.
Watch for setup fees, extra charges for the branded rider app, and per-driver fees that grow quickly as you add cars.
Questions to ask before you sign
- Is the rider app published under my company name?
- Can my dispatchers enter phone and WhatsApp bookings?
- Can riders book days ahead and add notes?
- Do I set my own fares for every route and vehicle type?
- Are card and cash both supported and recorded?
- Who owns the rider data?
- What is the total cost per month at my current number of trips?
- How long until we are live, and who supports us after launch?
Where Conduence fits
Conduence gives Caribbean taxi, tour and charter companies all three pieces: a rider app under your own name, a driver app and a dispatch dashboard with app and phone bookings on one board. There is no monthly software bill. Conduence takes 5% of each completed app booking and you keep 95%. Allow up to four weeks to go live. Get a free proposal to see it set up for your fleet.