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
- Open the gathering's Overview tab
- Click the Create Carpooling quick action button
- This creates a CARPOOL type form linked to the gathering
- 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:
- Open the gathering and click the Carpooling tab
- Review the list of matches with their current statuses
- 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