Car-E-Pool Manual

📖 Introduction

Welcome to the Car-E-Pool User Manual — the complete reference for every feature, rule, and workflow in the platform.

What Is Car-E-Pool?

Car-E-Pool is a Telegram-based carpooling coordination system for daily commuters sharing a common corridor (e.g., South Metro Manila ↔ BGC / Makati). It connects drivers who have empty seats with passengers looking for a comfortable, shared ride.

The entire experience operates through a Telegram bot (private chat). There is no separate app to download or website to visit — booking, rating, and notifications all happen inside Telegram.

How It Works
Driver posts ride→ Announced in group→ Passenger searches→ Sends booking request→ Driver accepts→ Both confirmed→ Ride completes → Rate each other
Join the Community

Two steps to get started:

1

Join the Car-E-Pool Telegram Group

This is where ride announcements are posted. You'll see new rides from drivers in real time.

📣 Join the Community Group
2

Open the Car-E-Pool Bot in Private Chat

This is where you post rides, search, book, and manage everything. Send /start to register instantly.

🤖 Open @car_e_poolPH_bot

Both are required — the group is for announcements, the bot is for everything else.

Key Concepts
TermMeaning
RideA trip offered by a driver with available seats
BookingA passenger's request to join a ride
HubA named pickup/dropoff landmark (e.g., "SM Southmall", "BGC High Street")
Gas ContributionThe per-passenger cost share for fuel, set by the driver
Favorite DriverA driver you follow to receive alerts when they post new rides
Group AnnouncementAn automatic post in the community Telegram group when a ride is published
DirectionHOME → WORK (morning) or WORK → HOME (evening)
ℹ️

Bot — Private Chat Only

The bot only responds to private chat messages. Group posts (ride announcements) are one-way; the bot never replies to group messages.

🚀 Getting Started

Everything you need to register and navigate the bot for the first time.

System Requirements
RequirementDetails
DeviceAny smartphone, tablet, or computer
AppTelegram (any version supporting bots)
InternetActive internet connection
AccountA Telegram account
Registration

Registration is automatic — no sign-up form needed.

1

Open the bot

Search for @car_e_poolPH_bot in Telegram, or tap the link directly. Tap START or send /start.

2

Auto-registration

The bot verifies your Telegram identity. If this is your first time, an account is created instantly using your Telegram full name, username (if set), and profile photo.

3

Accept Terms & Conditions

On first login the bot presents Community Terms. Accept to use all features. Decline keeps your account active but you'll be re-prompted after 7 days.

Navigating the Bot

The bot uses inline keyboard buttons — tappable options beneath messages. Most actions are button-driven; you rarely type manually.

  • 🔵 Blue (Primary) — Navigation or neutral: 🏠 Menu, ◀️ Back
  • 🟢 Green (Success) — Confirm or positive: ✅ Post Ride, ✅ Book This Ride
  • 🔴 Red (Danger) — Cancel or destructive: ❌ Cancel, ❌ Decline
Main Menu States

The main menu is context-aware — it changes based on whether you have an active ride.

No Active Ride

  • 🏠 Home to Work  |  🏢 Work to Home
  • 📜 My Bookings (N) — when you have active bookings
  • 🔄 Repost a Ride — when you have past rides
  • 👤 My Profile
  • ⭐ My Ratings

One Active Ride Posted

  • Ride card summary
  • 👥 My Passengers  |  🚀 Start Ride
  • ⏳ Pending (N)  |  ❌ Cancel Ride
  • 📢 Re-announce (N left)
  • ✏️ Edit Time
  • 📜 My Bookings (N) — if you also have passenger bookings
  • 🚗 Post a Ride  |  🔄 Repost [other direction] — when you have fewer than 2 active rides
💡

Button distinction

👥 My Passengers shows passengers booked on your ride (driver view). 📜 My Bookings shows your bookings as a passenger on someone else's ride. Both can appear at the same time.

🧭

Two or more active rides → ride picker

If you have 2+ active rides at once (e.g. one Home→Work and one Work→Home, or a DEPARTED ride alongside a new ACTIVE one), the menu shows a picker — one button per ride with its direction and a live pending-request count — instead of opening a card directly. See 🎛️ Manage Your Ride for details.

Available Commands
CommandAction
/startOpen main menu & authenticate
/postrideShortcut to post a ride
/findrideShortcut to search for a ride
/myridesView your driver rides
/mybookingsView your passenger bookings
/profileView your profile & stats
/vehicleManage your saved vehicles
/helpHelp center
⏱️

Session Timeout

The bot maintains your conversation step for 30 minutes of inactivity. After 30 minutes idle, your session resets. Buttons from old messages remain visible in Telegram but show a "session expired" prompt if tapped after a reset.

🚗 Post a Ride

For users with a Driver or Both role who have a registered vehicle.

1

Select Direction

🏠 Home → Workor🏢 Work → Home
2

Select Departure Date & Time

A calendar picker appears — tap your departure day. Then an inline time picker shows up to 20 slots in 15-minute increments. Use ◀️ Earlier or Later ▶️ to shift the window by 5 hours.

  • HOME → WORK defaults to a 5:00 AM window; WORK → HOME to a 3:00 PM window
  • When today is selected, the picker auto-opens on the first page with future slots
  • To enter a time not shown, type it as MM/DD HH:MM (e.g., 05/15 07:30)
  • Departure time must be in the future — past times are rejected
3

Select Origin Hub (Pickup Point)

Type at least 3 characters of a landmark name. The bot suggests matching hubs. Tap to select, or tap "Use '[your text]'" to save a custom location as a pending hub.

The bot also shows your 5 most recently used pickup points for quick reselection.

4

Select Destination Hub (Drop-off Point)

Same as Step 3. The origin hub is excluded from suggestions. Origin and destination cannot be the same location.

5

Number of Seats

Enter how many passenger seats you are offering. Minimum: 1  |  Maximum: 8

6

Gas Contribution Amount

Enter the per-passenger fuel contribution in ₱. Minimum: ₱0.00 (free ride) — no upper limit.

7

Add Notes (Optional)

Up to 300 characters. Share pickup spot details, stops, or reminders. If you've used notes before, they appear as quick-select buttons (📌). Tap ⏭️ Skip to post without a note.

8

Select Vehicle

Your saved vehicles appear as buttons. Tap the one you're using. If you have fewer than 3 saved vehicles, ➕ Add New Vehicle also appears. If no vehicle is saved yet, the bot goes straight to vehicle registration.

9

Review & Confirm

A summary of all ride details is shown. Tap ✅ Post Ride to publish or ❌ Cancel to discard.

After Posting
  • An announcement is posted to the community Telegram group in the correct topic (Home→Work or Work→Home) with two buttons: 🚘#N - Request 💺 and ✚ Follow.
  • All users who have saved you as a Favorite Driver receive a private alert.
  • Your ride status becomes ACTIVE and is searchable by passengers.
🔒

Plate Number Privacy

Your vehicle's plate number is not shown in the group announcement. It is shared privately only with passengers whose booking you accept.

🎛️ Manage Your Ride

All management options appear on the main menu when you have an active ride. Tap 👥 My Passengers to see your confirmed and pending passengers.

🧭 Managing Multiple Active Rides (Ride Picker)

You can run rides in both directions at once (e.g. a morning Home→Work ride and an evening Work→Home ride), and a ride that has DEPARTED still counts as active until you complete it. Whenever you have 2 or more active rides, opening the menu shows a picker instead of a single card:

🚗 You have 2 active rides. Which one would you like to manage?

[🏠 Home → Work  ·  ⏳ 2 pending]
[🏢 Work → Home  ·  ✅ 0 pending]
[📜 My Bookings (1)]
[👤 My Profile]

Each button shows the ride's direction plus a live pending-request count. Tap one to open its full management card — scoped entirely to that ride. Pending requests, "◀️ Back to Pending" navigation, and all counts stay scoped to the ride you opened; actions on one never affect the other.

ℹ️

One active ride? No picker.

With exactly one active ride, the bot skips the picker and opens that ride's management card directly — unchanged from before.

🚗 Posting a Second Ride While One Is Active

The "one active ride per direction" rule (see Business Rules) only blocks a second ride in the same direction — it doesn't stop you from posting the return leg. With fewer than 2 active rides, your ride's management card shows two extra shortcuts:

  • 🚗 Post a Ride — starts the normal post-ride flow from direction selection
  • 🔄 Repost [other direction] — skips direction selection entirely and jumps straight into posting a ride in the opposite direction (e.g. tapping it on a Home→Work ride takes you straight into posting Work→Home)
⚠️

Hidden for "Other" direction

🔄 Repost only appears for Home↔Work rides — there's no clear "opposite" for an "Other" direction ride. Both shortcuts disappear once you have 2 active rides; use the ride picker above to manage them instead.

Responding to Booking Requests

✅ Accept

  • Booking → CONFIRMED
  • Passenger gets your vehicle details (color, model, plate)
  • Seat count decreases; if last seat filled → ride → FULL
  • All other PENDING requests on the same ride are auto-cancelled

❌ Decline

Select a preset reason:

  • 🚗 Fully booked already
  • 📍 Route change
  • 🔧 Vehicle issue
  • ❌ Other reason

Passenger is notified with the reason; seat is freed.

Ride Lifecycle Actions
🚀 Start Ride▼

Tap 🚀 Start Ride when you are physically beginning the journey.

  • You can only start up to 1 hour before the scheduled departure time — tapping too early shows a countdown
  • Ride status → DEPARTED
  • No new bookings can be accepted
  • All confirmed passengers receive a departure notification
  • The group announcement is deleted
✅ Complete Ride▼

Tap ✅ Complete Ride after arriving at the destination.

  • Ride status → COMPLETED
  • All confirmed passengers' bookings → COMPLETED
  • Both you and all confirmed passengers receive a rating prompt
  • The bot asks: "Would you like to post another ride?" — tap 🚗 Yes or ❌ No, Thanks
❌ Cancel Ride▼

Available at any point before departing. If you have passengers, select a reason:

  • 🔧 Vehicle issue  |  📍 Route change  |  🏠 Personal reason  |  ❌ Other reason

All pending and confirmed passengers are notified. Their bookings → CANCELLED BY DRIVER. Group announcement is deleted.

⚠️

Please cancel promptly

Passengers are holding a seat and may have turned down alternatives.

✏️ Edit Departure Time

Available on ACTIVE or FULL rides. Tap ✏️ Edit Time from the main menu.

  • A calendar → time picker flow opens (same as posting a ride)
  • A confirmation screen shows the current and new time — tap ✅ Confirm Update to apply
  • New time must be ≥ 15 minutes in the future and must differ from the current time

After confirming: (1) ride time is updated, (2) all confirmed passengers receive a DM with ✅ Keep Booking / ❌ Cancel Booking buttons, (3) the group announcement is deleted and reposted with the new time — no re-announce slot is consumed.

🔀 Change Route

Available on ACTIVE or FULL rides. Tap 🔀 Change Route from the main menu — added so you don't have to cancel and repost just to fix a pickup or drop-off point.

  • Choose 📍 Change Start or 🏁 Change End — one side at a time
  • Type a nearby landmark (at least 3 characters) and pick from the matching hubs
  • The new hub must differ from the ride's current origin and destination — you can't set both ends to the same place

After confirming: (1) the route is updated immediately — no cancellation, so passengers are not sent a "ride cancelled" notice, (2) all confirmed passengers receive a DM showing the old and new route with ✅ Keep Booking / ❌ Cancel Booking buttons, (3) the group announcement is deleted and reposted with the new route.

ℹ️

Only fixes the route

Changing the route never changes your ride's direction (Home→Work / Work→Home). If you actually need to flip direction, cancel and post a new ride instead.

📢 Re-Announce

Tap 📢 Re-announce to bump your ride back to the top of the group channel.

  • The bot asks: "How many available seats do you want to show?"
  • Enter ≥ 1: seat count updated, fresh announcement posted. Bot confirms seats remaining and re-announces left.
  • Enter 0: ride → FULL, group post removed. Closes bookings without cancelling the ride.
  • Maximum 9 re-announces after the initial post (10 group posts total). Button disappears once the limit is reached.
  • Follower alerts are not re-sent on re-announces.
🚘 Correct Total Seat Capacity

Edit Seats and Re-announce only redistribute seats within your ride's existing total — they can't raise it. 🚘 Update Total Seats, on the same screen as Re-announce, lets you correct the total itself.

  • Works both ways — raise or lower the total, not just increase it
  • Can't go below the number of seats already reserved by in-app bookings — the bot shows that floor if your entry is rejected
  • Maximum: 8 total seats, same limit as posting a new ride
  • Applying the change reposts your ride to the group and consumes a re-announcement slot, same as Edit Seats
💡

When to use this

If you under-listed your total to informally hold a seat for someone outside the app, and that arrangement falls through after your in-app seats fill up, this is how you reclaim it — Edit Seats alone can't, since it's capped by your existing total.

🗑️ Remove a Confirmed Passenger

In My Passengers, each confirmed passenger has a 🗑️ Remove button.

  • Removed passenger is notified immediately
  • Their seat is freed (FULL ride reverts to ACTIVE)
  • Group announcement auto-refreshed with updated seat count
🔄 Repost a Recent Ride

Your last 3 completed or cancelled rides appear under My Rides with a 🔄 Repost button. Tapping it opens an edit screen pre-filled with the original details:

🔄 Edit Ride for Repost
↔️ Direction: 🏠 Home → Work
📍 From: SM Southmall  🏁 To: BGC High Street
🪑 Seats: 3  ⛽ Gas share: ₱80/seat
📝 Note: Cash only

[📍 Edit Start]  [🏁 Edit End]  [🪑 Edit Seats]  [⛽ Edit Share]  [📝 Edit Note]
[✅ Continue]    [❌ Cancel]

Tap any field to change it, then ✅ Continue to pick a new date/time, select your vehicle, and confirm.

⚠️

Active ride guard

If you already have an ACTIVE or FULL ride in the same direction, Repost is blocked: "You already have an active ride post for this direction. Please cancel it first."

🔍 Find & Book a Ride

For users with a Passenger or Both role.

1

Choose Direction

Tap 🔍 Find a Ride from the main menu, then select your commute direction.

2

Select Date

A calendar picker appears — choose your travel date.

3

Select Time Window

OptionTime Range
🌙 Early Bird1:00 AM – 4:00 AM
🌙 Early Morning4:00 AM – 6:00 AM
🌅 Morning Rush6:00 AM – 9:00 AM
☀️ Late Morning9:00 AM – 12:00 PM
🌤️ Noon12:00 PM – 3:00 PM
🌇 Afternoon3:00 PM – 6:00 PM
🌆 Evening6:00 PM – 12:00 AM
🔍 Show AllAll times for the selected date
📅 Custom Date & TimeEnter your own date and time as text
4

Browse Results

Results show 3 rides per page. Use ◀️ Prev / Next ▶️ to navigate. Tap 🔧 Adjust Filters to narrow by:

  • Max Price (₱) — rides at or below this contribution
  • Min Seats — rides with at least this many available seats
  • Sort by — Earliest departure (default) | Cheapest | Most seats available
5

View Ride Details

Tap View #N to see the full ride card: route, time, seats, gas share, driver name & rating, member badge, and any ride notes.

Tap ⭐ See Ratings on the ride card to open the driver's ratings wall — all reviews they have received, paginated.

6

Send Booking Request

Tap ✅ Book This Ride. The bot asks for an optional message to the driver (max 300 characters) — share your pickup spot, companions, or any question. Tap ⏭️ Skip if nothing to add.

Your booking is sent with status PENDING.

What Happens Next
EventYour Notification
Driver accepts✅ Booking confirmed — DM includes vehicle details and a 📋 View My Booking button
Driver declines❌ Booking declined with reason
Ride fills up while pendingℹ️ Booking request withdrawn — you are free to book another ride
No response after remindersBooking stays PENDING — cancel manually and find another ride if needed
🔔

Driver reminders

If the driver does not respond, they receive automatic reminders at 15, 30, and 45 minutes. After 3 reminders there is no further automatic action — the booking stays pending indefinitely until the driver responds or you cancel it manually.

📜 My Bookings

Access from 📜 My Bookings (N) in the main menu — shown when you have active bookings.

Viewing Active Bookings

Each booking shows:

  • Ride details (origin → destination, departure time)
  • Driver name and rating
  • Your booking status (PENDING / CONFIRMED / COMPLETED)
  • Contribution amount owed
  • Vehicle details (color, model, plate) — shown for CONFIRMED and COMPLETED bookings only
Driver Changes Departure Time

If the driver updates the ride's departure time, you receive a notification with two inline buttons:

ButtonAction
✅ Keep BookingYour booking remains confirmed at the new time — no further action needed
❌ Cancel BookingYour booking is cancelled immediately; seat is freed; you can search for another ride

No deadline — you can tap either button at any time before the ride departs.

Cancelling a Booking

You may cancel a booking that is PENDING or CONFIRMED, as long as the ride has not yet departed.

  • Your seat is freed back to the driver
  • The driver is notified
  • If the ride was FULL it reopens to ACTIVE and becomes bookable again
⚠️

Cannot cancel after departure

Once the ride has departed, bookings are locked and cannot be cancelled.

⭐ Ratings & Favorites

Rate your experience after every completed ride and follow drivers to get notified of their future rides.

Rating After a Completed Ride

After a ride is marked COMPLETED, both the driver and all confirmed passengers receive a rating prompt.

  • Scale: ⭐ 1 (Poor) to ⭐⭐⭐⭐⭐ 5 (Excellent)
  • Optional comment: up to 1,000 characters
  • Passengers rate the driver (one rating per ride)
  • The driver rates each passenger individually (one per passenger per ride)
  • Ratings are per-ride — the same pair may rate each other again on each separate completed ride
Saving a Driver as Favorite

After rating a driver, the bot asks: "Would you like to save [Driver Name] as a Favorite?"

Tap ⭐ Save as Favorite to follow this driver. Tap Skip to pass. If the driver is already in your favorites, no duplicate is created.

Ratings Wall

View all ratings received by any user — yours or a driver you are considering booking.

Entry pointWhat opens
⭐ My Ratings — main menu (inactive-ride)Your own ratings wall
⭐ See Ratings — ride detail cardThat driver's ratings wall

Each entry shows the star score (⭐⭐⭐⭐⭐) and the reviewer's comment, if one was left. Ratings are listed newest-first, 5 per page.

⭐ My Ratings / See Ratings→ Ratings wall opens→ « Prev / Next »→ ✕ Close
  • Viewing your own ratings: header reads "Your Ratings (N total)"
  • Viewing another user's ratings: header reads "Ratings for [Name] (N total)"
  • No ratings yet: shows "No ratings yet." with a Close button
  • ✕ Close dismisses the ratings message entirely
Following a Driver from the Community Group

Every ride announcement in the community group has two inline buttons:

  • 🚘#N - Request 💺 — opens the bot privately and shows the full ride card with a Book button
  • ✚ Follow — opens the bot privately and follows the driver + shows the ride card in one tap
Scenario (tapping ✚ Follow)What You See
First time following this driver"⭐ You're now following [Driver Name]!" + ride card + Unfollow button
Already following this driverRide card only — no duplicate follow action
You are the driverYour driver ride card with My Passengers button
Receiving Favorite Driver Alerts

When a driver you follow posts a new ride, you receive a private DM:

🔔 Your favorite driver just posted a ride!

👤 Juan dela Cruz
📍 SM Southmall → BGC High Street
📅 Thu, May 15  🕐 Pickup: 7:30 AM

[👀 View Ride]  [🎫 Book Ride]  [🔕 Unfollow]

Tap 🔕 Unfollow directly from the alert — the notification updates in-place to confirm the unfollow. No menu navigation needed.

ℹ️

One alert per ride

You receive only one DM per ride posting. Re-announces of the same ride do not trigger additional alerts to followers.

📍 Hubs

Hubs are named pickup and dropoff landmarks shared across the community.

Searching for a Hub

Type at least 3 characters of a landmark name. The bot suggests matching hubs using fuzzy matching — small typos are handled automatically.

  • Typing south → suggests "SM Southmall", "Southmall Terminal"
  • Typing bgc high → suggests "BGC High Street"
Suggesting a Custom Hub

If your landmark is not in the system:

  1. Type the location name when prompted
  2. The bot shows: "Use '[your text]'"
  3. Tap it — your location is saved as a PENDING hub and is immediately usable on your ride
  4. An admin reviews and approves or rejects it for the wider community
Hub Status
StatusMeaning
ACTIVEAdmin-approved — visible to all users in searches
PENDINGUser-suggested — usable immediately but not yet in the main list
REJECTEDAdmin declined the suggestion
💡

Re-suggesting a rejected hub

Suggesting a previously rejected hub bumps it back to PENDING for re-review — no duplicate is created.

👤 Profile & Vehicles

Access from 👤 My Profile in the main menu.

Your Profile
👤 Juan dela Cruz (@juandc)
🚗 Driver & 🧳 Passenger — Member since: January 2025
🎨 Silver 🚘 Toyota Vios | 🔢 ABC1234

── Driver Stats ──
⭐ 4.8 (24 ratings)  ✅ 87% Completion Rate
🚗 Rides posted: 30  ✅ Completed: 26  👥 Passengers served: 78

── Passenger Stats ──
⭐ 4.9 (18 ratings)  ✅ 95% Completion Rate
📦 Bookings made: 20  ✅ Completed: 19  ❌ Cancelled by me: 1
My Followers

Drivers see a 👥 My Followers (N) button on their profile screen. Tap it to see the list of passengers following you.

  • Shows follower name, Telegram handle, and the date they started following
  • Paginated at 8 per page — use ◀️ Prev / Next ▶️ to navigate
  • Read-only — followers can only unfollow themselves via the 🔕 Unfollow button on alerts
  • Button only appears for Driver or Both roles
Managing Vehicles

Go to My Profile → 🚘 My Vehicle. You can save up to 3 vehicles.

FieldRequiredExample
Car Color❌ OptionalSilver
Car Model✅ YesToyota Vios
Plate Number✅ YesABC1234
Seat Capacity✅ Yes (1–8)4
  • Plate numbers must be unique across all users
  • To edit a vehicle: remove it and add a corrected entry
  • If you add a 4th vehicle, the oldest is automatically replaced
  • Removing a vehicle does not affect rides already posted with it

📋 Business Rules

System-enforced rules that cannot be bypassed.

Ride Status Flow
DRAFT→ publish → ACTIVE⇄ FULL→ depart → DEPARTED→ complete / 2h auto → COMPLETED

DRAFT, ACTIVE, and FULL rides can be CANCELLED at any time.

Booking Status Flow
PENDING→ driver accepts →CONFIRMED→ ride completes →COMPLETED
PENDING→ driver declines →DECLINED
CONFIRMED→ passenger cancels →CANCELLED_BY_PASSENGER
CONFIRMED→ driver cancels/removes →CANCELLED_BY_DRIVER

No auto-expiry — PENDING bookings stay open until the driver responds or you cancel manually.

Ride Rules
RuleDetail
One active ride per directionA driver cannot have more than one ACTIVE or FULL ride in the same direction. A DEPARTED ride does not block a new post.
Direction-scoped conflictCannot post a ride in a direction while holding a PENDING or CONFIRMED passenger booking in the same direction. The two directions are independent.
Future departure onlyDeparture time must be in the future (Manila time)
Origin ≠ DestinationCannot select the same hub for both pickup and drop-off
Seat rangeMinimum 1, maximum 8 per ride
Contribution amountMinimum ₱0.00 (free); no maximum
Notes lengthMaximum 300 characters
Departure time editACTIVE or FULL rides only; new time ≥ 15 min from now, must differ from current time
Route editACTIVE or FULL rides only; at least one of origin/destination must change; new origin ≠ new destination; direction is never recomputed — no cancellation, so passengers are notified with Keep/Cancel instead of a "ride cancelled" notice
Start ride guardCan only mark DEPARTED within 60 minutes of scheduled departure
Booking Rules
RuleDetail
Active ride onlyCan only book rides with status ACTIVE
No self-bookingA driver cannot book their own ride
No duplicate bookingCannot have two active bookings on the same ride
Seat availabilityCannot book if no seats are available
Driver conflictA passenger who has an ACTIVE, FULL, or DEPARTED driver ride in the same direction cannot book a passenger seat in that direction
Booking messageOptional, maximum 300 characters
Response reminders3 automatic reminders to the driver at 15, 30, and 45 min after the request
No auto-expiryBooking stays PENDING indefinitely after 3 reminders — cancel manually if needed
Rating Rules
RuleDetail
Eligible ridesRating available for COMPLETED rides only
Passenger ratingOne rating per ride per passenger (for the driver)
Driver ratingOne rating per passenger per ride
Star range1 (minimum) to 5 (maximum)
CommentOptional, maximum 1,000 characters
Per-ride scopeSame driver and passenger may rate each other again on each separate completed ride
Automatic Scheduler Actions
SchedulerFrequencyWhat It Does
Ride ExpiryEvery 30 minMarks ACTIVE/FULL rides whose departure time has passed as CANCELLED
Ride Auto-CompleteEvery 30 minMarks rides that departed 2+ hours ago as COMPLETED
Booking RemindersEvery 60 secSends driver reminders at 15, 30, and 45 min for unanswered requests
Departure ReminderEvery 5 minNotifies driver and confirmed passengers 30 min before departure (once per ride)
Announcement RefreshEvery 4 hoursRe-posts group announcements live for 36+ hours — stays within Telegram's 48-hour deletion window
Group Announcement Rules
RuleDetail
Auto-postPosted to community group when ride becomes ACTIVE
Topic routingHOME→WORK → morning topic; WORK→HOME → evening topic
Auto-refresh on bookingGroup post refreshed automatically when driver accepts a booking (updated seat count)
Auto-delete on FULLGroup post deleted when last seat is filled
Re-announce limitMaximum 9 re-announces after initial post (10 total). Slot consumed only when newSeats ≥ 1.
Auto-refresh on seat freedGroup post refreshed when a confirmed passenger is removed or cancels
Auto-deleteAnnouncement deleted when ride is DEPARTED, COMPLETED, or CANCELLED
48-hour safetyActive announcements live for 36+ hours are auto-reposted — prevents Telegram's 48-hour deletion limit from removing them
Plate privacyGroup announcements show vehicle color and model only — plate is shared only in the booking confirmation DM to confirmed passengers
Field Validation Reference
FieldMinMaxRequired
Ride — Total Seats18✅
Ride — Contribution Amount₱0.00—✅
Ride — Notes—300 chars❌
Booking — Passenger Message—300 chars❌
Rating — Stars15✅
Rating — Comment—1,000 chars❌
Vehicle — Car Model—100 chars✅ (driver)
Vehicle — Plate Number—20 chars✅ (driver) — unique across all users
Vehicle — Car Color—50 chars❌
Vehicle — Seat Capacity18✅ (driver) — max 3 vehicles per user
Hub — Name—150 chars✅
Hub — Area—100 chars✅

🔑 Roles & Permissions

Your role determines what features are available to you. Roles are set by a community administrator.

Role Overview
RoleCan Post RidesCan Book RidesCan Approve Hubs
Passenger❌✅❌
Driver✅❌❌
Both✅✅❌
Admin✅✅✅
Becoming a Driver
  1. Register your vehicle in My Profile (car model + plate number required)
  2. Ask your community admin to update your role to Driver or Both

Once upgraded, the Post a Ride options appear in your main menu.

Admin Capabilities

Admins see additional options under My Profile:

  • 🏘️ Pending Hubs — Review user-submitted hubs; Approve (with optional custom code) or Reject
  • 📊 Admin Stats — Community-level statistics
  • Role Management — Change a user's role via REST API or admin panel

Admins are identified by their Telegram ID, configured by the system operator.

❓ Troubleshooting & FAQs

Common questions and answers. Tap any question to expand it.

Registration & Login
The bot is not responding to my /start command.▼

Ensure you are messaging the bot in a private chat, not in a group. Find the bot by username, open a private chat, and send /start.

I see "Please register first via /start" when I tap a button.▼

Your Telegram account may not be linked yet. Send /start to the bot to authenticate and create your account.

I declined the Terms & Conditions. Can I still use the app?▼

Your account remains active, but you will be re-prompted every 7 days. Accept the Terms to gain full access to all features.

Posting a Ride
The "Post a Ride" button does not appear in my menu.▼

Only users with the Driver or Both role can post rides. Contact your community admin to request a role upgrade.

I get an error saying "You already have an active ride."▼

You can only have one ACTIVE or FULL ride per direction at a time. Go to My Rides, complete or cancel your existing ride in that direction first, then post a new one.

I tapped 🔄 Repost on an old ride but got a message saying I already have an active post.▼

The repost guard checks whether you have an ACTIVE or FULL ride in the same direction as the ride you are trying to repost. Cancel or complete your current ride first, then tap 🔄 Repost again. This applies to old Repost buttons visible in your Telegram chat history too.

My departure time was rejected.▼

The system requires departure times to be in the future. Check that you entered the correct date and time (including AM/PM).

My landmark is not in the hub list.▼

Type the name and select "Use '[your text]'". Your location will be saved as a pending hub and is immediately usable. An admin will review and approve it for the wider community.

I cannot post a ride — I got a conflict error about a passenger booking.▼

Conflict checks are direction-specific. You cannot post a home-to-work ride while you have a PENDING or CONFIRMED booking on another home-to-work ride as a passenger (same rule for work-to-home). However, you can drive home-to-work while holding a work-to-home passenger booking. To resolve: cancel the booking in the same direction first, then post your ride.

The bot stopped responding in the middle of posting a ride.▼

Your session may have timed out (30 minutes of inactivity resets all flow state). Tap 🏠 Menu to return to the main menu, then start the post-ride flow again. Complete the full flow in one sitting to avoid this.

I posted a ride but no announcement appeared in the community group.▼

The group announcement is sent asynchronously — allow up to 30 seconds. If it still does not appear, the bot may have lost access to the group topic. Contact your community admin to verify the bot's group permissions.

Can I edit my ride after posting?▼

Departure time can be changed on any ACTIVE or FULL ride using ✏️ Edit Time from the main menu (new time must be ≥ 15 minutes in the future). All confirmed passengers are notified and can choose to keep or cancel their booking. Route cannot be changed after posting — cancel and repost using 🔄 Repost (pre-fills all original details). To adjust the available seat count, use 📢 Re-announce — it lets you enter a new count before reposting.

I posted rides in both directions. How do I manage them separately?▼

Open the main menu — instead of opening a single card, the bot shows a ride picker listing each active ride with its direction and a live pending-request count. Tap the one you want to manage; everything from there (passengers, pending requests, starting/cancelling, editing time) applies only to that ride. With just one active ride, the picker is skipped and the bot opens its card directly.

Can I post a ride for my way home while my morning ride is still active?▼

Yes. The "one active ride per direction" rule only blocks a second ride in the same direction. As long as you have fewer than 2 active rides, your ride's management card shows 🚗 Post a Ride and 🔄 Repost [other direction] shortcuts so you can post the return leg without cancelling your current ride. 🔄 Repost pre-selects the opposite direction for you and is hidden for "Other"-direction rides.

Booking a Ride
The ride I want shows "FULL".▼

All seats are taken. Check back later — if a confirmed passenger cancels, the ride reopens. You can also search for alternative rides.

The driver hasn't responded to my booking request.▼

Three reminders have been sent to the driver at 15, 30, and 45 minutes. If they still do not respond, the booking stays pending — there is no automatic expiry. You can cancel the booking manually and look for another ride.

I cannot cancel my booking.▼

Cancellation is only possible while the booking is PENDING or CONFIRMED and the ride has not yet DEPARTED. Once the ride has departed, bookings are locked.

My booking disappeared from My Bookings.▼

Your booking was likely auto-cancelled because the driver accepted another passenger that filled the last seat — your pending request was automatically withdrawn. You will have received an "ℹ️ Booking Request Withdrawn" message. You are free to book a different ride.

Can I submit booking requests to multiple rides at the same time?▼

Yes. You may have multiple pending requests open simultaneously across different rides. Once a driver confirms one and it fills the last seat, any other pending requests on that same ride are automatically cancelled. You can hold only one confirmed booking per ride at a time.

Ratings & Favorites
I cannot rate the driver.▼

Ratings are only available after the ride status is COMPLETED. If the driver has not tapped "Complete Ride," the rating prompt will not appear. Auto-completion occurs 2 hours after departure if the driver does not manually complete.

I accidentally tapped "Skip" on the rating prompt. Can I rate later?▼

Currently, the rating prompt is only shown once immediately after ride completion. If skipped, the option does not reappear. Contact your admin if you need a rating reopened.

I rode with the same driver again. Can I rate them again?▼

Yes. Ratings are per-ride, not per person. Each completed ride is an independent rating opportunity.

I keep receiving alerts from a driver I no longer want to follow.▼

Tap 🔕 Unfollow on any alert notification from that driver. The button is embedded directly in the alert message — no menu navigation needed. The unfollow takes effect immediately.

Vehicle & Profile
Where do I add or manage my vehicles?▼

Go to My Profile → 🚘 My Vehicle. You will see all saved vehicles and can add new ones (up to 3) or remove existing ones individually.

I cannot register my plate number — it says "already registered by another user."▼

Plate numbers must be unique. If you believe it is an error, contact your admin to resolve the conflict.

I have 3 vehicles saved and need to add another.▼

Remove one existing vehicle first (via My Profile → 🚘 My Vehicle → 🗑️ Remove), then add the new one. Alternatively, adding a vehicle during the ride-posting flow while already at the 3-vehicle limit automatically replaces your oldest saved vehicle.

My profile photo or name did not update.▼

Your Telegram profile data (name, photo, handle) is refreshed automatically the next time you send /start to the bot.

Can I remove a follower?▼

No — drivers cannot remove followers directly. A follower can remove themselves by tapping 🔕 Unfollow on any favorite driver alert notification they receive from you.

Managing Your Ride (Driver)
I tapped "Start Ride" but the bot showed a countdown instead. Why?▼

You can only start a ride within 60 minutes of the scheduled departure time. If you tap too early, the bot shows a countdown ("You can start the ride in X hours Y minutes"). Tap again once the countdown has elapsed.

My ride is FULL. Can passengers still book?▼

No. FULL rides do not appear in search results and new requests are blocked. Seats become available again if: (a) you remove a confirmed passenger, (b) a passenger cancels their own booking, or (c) you use 📢 Re-announce and enter a higher seat count. Option (c) only works if your ride's total seat count still has room — if all your seats are already reserved by in-app bookings, use 🚘 Update Total Seats instead. In all cases the ride automatically returns to ACTIVE and the group announcement refreshes.

Someone who reserved a seat outside the app cancelled. Can I bring my seat count back from 0 to 1?▼

Now yes — tap 🚘 Update Total Seats (same screen as 📢 Re-announce). A seat held informally outside the app was never tracked by the system, only reflected as a lower total on your ride. Edit Seats and Re-announce can only redistribute seats within that existing total, not raise it — so once your in-app seats filled up, there was no way back. 🚘 Update Total Seats corrects the total itself, up or down.

I removed a confirmed passenger. Will the group announcement update?▼

Yes. Removing a passenger triggers an automatic group post refresh — the old announcement is deleted and a new one is posted showing the updated seat count. No manual re-announce is needed.

I changed the departure time. Some passengers tapped "Cancel Booking" — do I need to do anything?▼

No action needed. When a passenger taps ❌ Cancel Booking on the time-change notification, their booking is cancelled automatically and their seat is freed back to your ride.

I have used all 10 re-announcement slots. How do I bump my ride again?▼

Once the limit is reached, the 📢 Re-announce button disappears. Your options: (1) leave the ride as-is and wait for passengers to find it through search, or (2) cancel and repost — the 🔄 Repost shortcut pre-fills all original details.

I want to reduce the seat count on my active ride.▼

Tap 📢 Re-announce and enter the new (lower) available seat count when prompted. Enter 0 to mark the ride FULL, remove the group post, and close it to new bookings entirely.

Bookings & Seat Management (Passenger)
I received a "Ride Time Updated" notification. What do I do?▼

The driver changed the departure time for your confirmed booking. Tap ✅ Keep Booking to stay on the ride at the new time, or ❌ Cancel Booking to cancel immediately and search for another ride. There is no deadline — you can tap either button at any time before the ride departs.

I received a "Removed from Ride" notification.▼

The driver manually removed you from their ride. Your seat was freed and you are free to book a different ride. If you believe the removal was in error, reach out to the driver directly — their Telegram handle appears in your original booking confirmation.

The ride's departure time has passed, but my booking still shows CONFIRMED.▼

Not a bug — the expiry scheduler runs every 30 minutes. Within the next cycle (at most 30 minutes) the ride will be marked CANCELLED and you will receive a "Ride Did Not Push Through" notification. No action needed.

I received a "Ride Did Not Push Through" notification.▼

The driver never started the ride and the scheduled departure time has passed. The system automatically expired the ride and cancelled all active bookings. You only receive this if the departure was within the last 2 hours — beyond 2 hours, no notification is sent.

Can I change the number of seats in my booking after it is confirmed?▼

No. Seat count is fixed at the time of booking. To change it, cancel your current booking and submit a new request — subject to availability.

Hubs & Notifications
How can I tell which ride or booking a notification is about if I have rides going both ways?▼

Every DM notification — for drivers and passengers alike — now shows a direction line (🏠 Home → Work or 🏢 Work → Home) directly under the title, e.g. "🚫 Booking Cancelled / 🏠 Home → Work." This covers cancellations, completions, rating prompts, departure alerts, declines, expirations, reminders, removals, and withdrawals, so you can immediately tell which ride or booking each message refers to.

My suggested hub has been pending for a long time.▼

Hub approvals are done manually by admins. Your suggested hub is usable on your rides immediately, even while PENDING. Contact your admin if you need it promoted to ACTIVE urgently.

My previously suggested hub was rejected. Can I suggest it again?▼

Yes. Type the same landmark name when prompted. The system detects the rejected hub and automatically re-queues it for admin review (status changes from REJECTED back to PENDING).

I stopped receiving notifications from the bot.▼

You may have blocked the bot on Telegram. Open the bot's profile, scroll down, and unblock it. You can also try sending /start again.

I did not receive the 30-minute departure reminder.▼

Departure reminders are sent once per ride approximately 30 minutes before the scheduled departure. If the scheduler ran slightly late or the ride was modified close to that window, the reminder may have been skipped. This is a best-effort notification — always verify departure time from your booking confirmation.

Car-E-Pool User Manual — Version 1.10  |  September 2026  |  © aspect;