Require approval for auto-assigned bookings

You can require a fleet manager to approve every automatically assigned booking before it becomes confirmed. This article explains the auto-assign approval gate, how to turn it on, and how approvers clear the resulting queue.

What the approval gate does

Normally an auto-assigned booking is created as Confirmed immediately. When the auto-assign approval gate is on, the booking is instead created as PendingApproval: the vehicle and time slot are held, but the trip is not confirmed until an approver reviews it. Every user who holds the bookings:approve permission is notified that a booking needs approval.

Turn the gate on or off

Note: This is an organization-level setting, changed by a SystemAdmin in the company (tenant) settings. The "require approval for auto-assigned bookings" toggle is only relevant when your default booking mode is Auto-Assign.

1. Open your company settings.
2. In the booking settings, enable require approval for auto-assigned bookings.
3. Save. New auto-assigned bookings will now start in PendingApproval.

This gate is independent from the approval toggle for self-service bookings, so you can require approval for one path without the other. The rule fails closed: if the organization cannot be resolved for a request, approval is required rather than skipped.

Clear the approval queue

Approvers work bookings that are waiting, not driver requests. Open the pending-approvals queue to see every booking with status PendingApproval, oldest first, with the driver, vehicle, and time window.

Approve a booking

1. Open a pending booking and review the vehicle and window.
2. Approve it. The booking becomes Confirmed, you are recorded as the approver, and the driver is notified. Requires the bookings:approve permission.

Reject a booking

1. Open the pending booking.
2. Reject it and enter a reason (required). The booking becomes Rejected and the driver is notified with the reason. Requires the bookings:reject permission.

Warning: You cannot approve your own booking. Approval also re-checks availability at the moment you decide: if a confirmed booking has claimed the same vehicle and time in the meantime, approval is refused with "the vehicle is no longer available for this time period." A booking that has already been decided cannot be approved or rejected again.

Note: Manager-assigned bookings never enter this queue. The fleet manager who assigns the vehicle is the approver, so those bookings are confirmed directly.

Related

• How auto-assignment chooses a vehicle
• Approve or reject bookings awaiting approval
• Notifications sent on booking events
• Reassign or override a vehicle assignment