qsg.app handbook
Everything you need to run vehicle bookings on qsg.app, from your first request to managing a whole fleet. Written for requesters, approvers, drivers and department administrators.
Overview
qsg.app is a Vehicle Booking System for government departments. It replaces the whiteboard, the WhatsApp group and the paper logbook with one real time system that runs in any phone browser. Staff request vehicles, approvers review and approve, and drivers receive their assignments, all in a single auditable workflow.
The product is a Progressive Web App (PWA). There is nothing to install from an app store: open the link, and add it to your home screen for an app like experience. Notifications are delivered over WhatsApp and Web Push.
Availability and booking status update live across every device.
Every approval, swap and cancellation is recorded with who, when and why.
Designed for staff working from the phone, in the office or in the field.
Quick start
Pick the path that matches your role. Each one takes about a minute.
RI need to book a vehicle
- 1Open qsg.app and sign in. On the home screen, tap Book a vehicle.
- 2Choose your dates. Only vehicles that are free for that period are shown.
- 3Add destination, pickup point and any companions, then submit.
- 4You will be notified the moment your request is approved.
AI need to approve requests
- 1Open the home screen to see how many requests need attention, sorted by urgency.
- 2Open a request, review the details, and approve or reject. Swap the vehicle or driver if needed.
- 3The requester and the assigned driver are notified automatically.
DI am driving today
- 1Open qsg.app to see today's trip: vehicle, pickup time and destination.
- 2Tap the requester's number to call, and mark your leave dates so you are never assigned while away.
Tip: Add qsg.app to your home screen. In your browser menu choose Add to Home Screen, and it will open full screen like a native app, with notifications enabled.
Core concepts
A few ideas underpin everything in qsg.app.
Vehicle
A fleet asset with a registration number (for example QSG 4337), a type such as 4WD or van, and a status of available, in repair or locked.
Driver
A staff member who can be assigned to a trip. Drivers have leave dates, and a driver on leave is automatically excluded from booking.
Booking
A request for a vehicle over a date range. Each booking has a reference number, a status, and a full history. It moves through the lifecycle described below.
Lock
A block placed on a vehicle for service, training or an official visit. Locked dates cannot be booked and appear inline on the calendar.
Roles & permissions
qsg.app has four roles. Permissions are enforced at the database level, so each person can only do and see what their role allows.
| Capability | Requester | Driver | Approver | Supervisor |
|---|---|---|---|---|
| Request a vehicle | ● | – | ● | – |
| Cancel own booking | ● | – | ● | – |
| View today's assignment | – | ● | ● | ● |
| Approve or reject | – | – | ● | – |
| Swap vehicle or driver | – | – | ● | – |
| Lock dates | – | – | ● | – |
| Manage fleet & users | – | – | ● | – |
| View everything (read only) | – | – | – | ● |
● available to this role · – not available. A person can hold more than one role where the department requires it.
Booking lifecycle
Every booking moves through a clear set of statuses. You always know where a request stands.
| Status | What it means | Who can act |
|---|---|---|
| Pending | Submitted and waiting for an approver to review. | Approver, Requester (cancel) |
| Approved | Confirmed. The vehicle and driver are reserved and notified. | Approver (amend), Requester (cancel) |
| Completed | The trip has taken place and is closed in the record. | System |
| Rejected | An approver declined the request, with a recorded reason. | Approver |
| Cancelled | Withdrawn by the requester before the trip. | Requester, Approver |
A request must be made at least 12 hours before the trip. This lead time is enforced by the system to keep operations planned, and it cannot be bypassed from the interface.
Requester guide
As a requester you book vehicles for your trips and track their status.
Make a booking
- Tap Book a vehicle on the home screen.
- Select your start and end dates. The list filters to vehicles that are free, so you cannot accidentally double book.
- Enter the destination, pickup point and any companions travelling with you.
- Submit. Your booking appears as Pending until an approver reviews it.
Track & cancel
Your home screen shows counts for pending, upcoming and past trips. Open any booking to see its status and history. You can cancel your own booking any time before the trip, and the system notifies the approver and driver.
Approver guide
Approvers keep the fleet moving: reviewing requests, assigning the right vehicle and driver, and managing availability.
Review the queue
The home screen shows how many requests need attention, grouped by urgency: today, tomorrow and later this week. Open a request to see the full detail, then approve or reject. A rejection asks for a reason, which is stored in the record.
Swap vehicle or driver
If the requested vehicle is not the best fit, you can swap it or assign a different driver. The system keeps a record of what the requester originally asked for alongside your change, so the audit trail stays complete.
Lock dates
Block a vehicle for service, training or an official visit. Locked dates cannot be booked by anyone and show clearly on the calendar.
Approvers also manage the fleet and users: adding vehicles, registering drivers, and setting who holds which role. Treat approver access with care.
Driver guide
Drivers see exactly what they need for the day, and nothing they do not.
Your trip
The home screen shows today's assignment: the vehicle, pickup time, destination and route. You also see the requester's name with a tap to call, and the list of companions travelling.
Manage your leave
Set the dates you are on leave. While you are away, the system automatically removes you from the pool, so you are never assigned a trip you cannot make.
Calendar
The calendar is a weekly board of the whole fleet. Each row is a vehicle with its assigned driver, and each cell shows that vehicle's status for the day.
Filter the board by vehicle type, step forward and back by week, and jump to today. Bookings open up to two weeks ahead. From the calendar you can start a new booking with the Book button.
Notifications
qsg.app keeps everyone informed automatically over two channels, so nothing is missed.
Key updates arrive on WhatsApp, the tool staff already use every day. No new app to learn.
Web Push
If qsg.app is added to the home screen, alerts also arrive as phone notifications.
What triggers a notification
- A new request is submitted: the approver is alerted.
- A request is approved or rejected: the requester is notified.
- A driver is assigned: the driver receives the trip detail.
- A booking is cancelled: everyone involved is informed.
Notifications are sent once and only once. Every message is logged, so there are no duplicate alerts and no missed ones.
Security
Security is built into the foundation, not bolted on afterwards. It is enforced at every layer, and especially in the database.
Row Level Security
Every table is filtered by user role in the database itself. Data is protected even if the interface is bypassed.
Role based access
Four roles with precise permissions. Sensitive actions are limited to the roles allowed to perform them.
Full audit trail
Every approval, swap and cancellation is recorded with who, when and why, ready for governance and review.
Encrypted & protected
Traffic is encrypted end to end and served from a protected edge with DDoS mitigation built in.
Architecture
qsg.app runs on a modern serverless and edge stack. There are no servers for your department to maintain, and it stays fast across the whole country.
| Frontend | Next.js 16, React 19 and Tailwind v4, with a minimalist mobile first interface. |
| Backend | Supabase, providing PostgreSQL, authentication and realtime updates. |
| Hosting | Cloudflare Workers at the edge, with automatic scaling and DDoS protection. |
| Notifications | A dedicated WhatsApp delivery engine plus Web Push, both protected by a private key. |
| Format | A Progressive Web App, installable on any phone with no app store required. |
FAQ & troubleshooting
I cannot see a vehicle I expected to be free.
The vehicle is likely already booked, in repair, or its driver is on leave for your dates. Try a different date range, or check the calendar to see its status.
The system will not let me book for tomorrow morning.
Requests need at least 12 hours of lead time. If the trip is sooner than that, ask your approver, who can advise on urgent cases.
I am not receiving WhatsApp notifications.
Confirm the phone number on your profile is correct and reachable on WhatsApp. For phone notifications, add qsg.app to your home screen and allow notifications when prompted.
How do I install qsg.app like an app?
Open the site in your browser, open the browser menu, and choose Add to Home Screen. It will then open full screen with notifications enabled.
Can a booking be changed after approval?
An approver can amend the vehicle or driver, and the requester can cancel. Every change is recorded in the booking history.
Glossary
- PWA
- Progressive Web App. A website that installs and behaves like a native app, without an app store.
- Lead time
- The minimum gap between making a request and the trip. qsg.app requires 12 hours.
- Lock
- A block on a vehicle for service, training or an official visit, making it unbookable for those dates.
- RLS
- Row Level Security. Database rules that filter every record by user role.
- Reference number
- A unique identifier assigned to every booking for tracking and audit.
- Audit trail
- The recorded history of who did what and when, kept for every booking action.
Need a hand getting set up?
Book a demo and we will walk your team through qsg.app end to end.
Book a demo