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Carpooling Coordination

The carpooling feature helps organisers match drivers with passengers for travel to and from the gathering venue. Participants indicate their travel plans via a carpool form, and organisers can then create and manage matches.

Setting up carpooling

  1. Open the gathering's Overview tab
  2. Click the Create Carpooling quick action button
  3. This creates a CARPOOL type form linked to the gathering
  4. Participants fill in details like their departure city, travel dates, whether they're driving or need a ride, and how many seats they have (if driving)

Once submissions come in, you can view and manage them from the Carpooling tab.

Managing carpool matches

Carpool matches go through a simple workflow:

Status Meaning
Suggested A potential match has been identified
Introduction sent The driver and passenger have been introduced to each other
Confirmed Both parties have confirmed the arrangement
Cancelled The match has been cancelled

To update a match:

  1. Open the gathering and click the Carpooling tab
  2. Review the list of matches with their current statuses
  3. Click a match to update its status or add notes

Carpool statistics

The carpooling stats give you an overview of:

  • Total number of matches
  • How many are confirmed, pending, or cancelled
  • How many passengers are still unmatched

This helps you spot where extra coordination is needed; for example, if several people from the same city still need rides.

Tips

  • Start matching early so participants have time to coordinate details
  • The introduction step is useful; rather than sharing contact details immediately, you can send an introduction message first and let both parties confirm
  • Check for unmatched passengers as the gathering approaches; you may need to arrange alternative transport or ask existing drivers if they have space
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