Manage Bookings as a Supplier
A Booking in Aquipa represents a package of work offered by a hiring client to a supplier. Bookings are always configured to match the client’s requirements.
How Bookings Work
When a client creates a booking, the system matches it against your eligible plant and operators. Criteria can include:
Plant category and specifications
Attachments
Operator competencies
Distance from the job site
Each booking moves through several stages, tracked by Booking Status. (See our article on Accepting/Rejecting Pending Sydney Trains Bookings for details.)
Email Notifications
The first sign of a booking is usually an email notification.
If your client’s booking manager has verbal confirmation (e.g. phone call), they may accept the booking on your behalf.
You’ll then receive an email with key booking information and smart buttons:
Access HEC – opens the booking information PDF in your browser.
Access Booking Details – takes you directly to the booking in the Aquipa platform.
💡 Tip: You don’t need to save booking PDFs anymore. The email’s smart buttons always give you the latest version. You can also forward the email to site teams if they need booking details.
Accessing Bookings in Aquipa
For the most up-to-date details, log in to your Aquipa account:
Go to the Bookings tab.
Click on a booking to open the Booking Panel.
Key areas in the Booking Panel include:
1. Client Contacts
Booking Manager, Receipting Officer, and Participants – client representatives who interact with the booking.
2. Operators
Available Operators – operators you’ve nominated with matching competencies.
Selected Operators – operators you assign to the booking from your available list.
⚠️ Ensure operator competencies remain valid for the full booked period.
3. Discussion Thread
Use this space to communicate directly with your client:
Provide updates or upload documents.
Ask or answer questions.
Assistant Operators
If assistant operators are required:
Post their competency details (including RIW number) in the discussion thread.
Additional Booking Information
The Booking Panel may also display:
Location
Notes
Work order / purchase order numbers
Plant attachments required
Quick actions:
VIEW PLANT – see the booked plant.
VIEW ALTERNATE PLANT – view other eligible plant and attachment combinations.
Booked Days Off
Sometimes a booking covers a continuous date range but excludes certain days. These are shown as Booked Days Off.
The booking’s start and end dates show the overall period.
Booked Days Off are days within that period when no work is scheduled.
The booking does not apply on those dates.
Example:
A booking runs from 1–20 May (20 days total). The client designates 6 days off within this period. Those 6 days are excluded, and no work or resource allocation should be planned for them.
Internal Notes
Use Internal Notes to keep private, business-only comments linked to a booking:
Enter your note in the comments box.
Select Add Internal Note.
This helps your team centralise all booking-related information without sharing it with the client.
FAQ - Why doesn’t my plant show as available to add on a booking?
There are only a few reasons an asset might not appear as available for a client’s booking. An asset is only ruled out of a client’s booking pool if it is non-compliant for that specific client — nothing else removes it from availability.
Here’s what can cause it:
Client-flagged non-compliance
The client has identified that the plant doesn’t meet one or more of their compliance requirements.
For example, the client has marked a document or inspection as expired, missing, or invalid.
Operator availability or competency
If the booking requires an operator, there must be at least one available operator with the required competency linked to the asset.
If no operators meet both conditions, the plant will not appear as available.
Attachment requirements
If the booking specifies an attachment (e.g. a trailer, bucket, or safety system), the plant must be listed as having that attachment in its configuration.
If not, it won’t qualify for the booking.