Approve or reject a booking request
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In the manager-assign workflow you approve a driver's booking request by assigning a vehicle to it, or you reject it with a reason. This article shows a fleet manager how to do both and what the system checks along the way.
Note: Both actions require the bookings:manage permission (held by the FleetManager role) and only work while the request is still in the PendingManagerAssignment status.
Approve by assigning a vehicle
- Open the request from the approval queue and review the requested window and purpose.
- Pick a vehicle from the available-vehicles list for that request.
- Assign it. The system creates a booking with status Confirmed, moves the request to Approved, records you as the approver with a timestamp, and links the request to the new booking.
The driver is notified that their request was fulfilled, and the assigned vehicle's licence plate now appears on their request.
Checks performed before the vehicle is assigned
| Check | Result if it fails |
|---|---|
| You are not the requesting driver | "You cannot assign a vehicle to your own booking request." |
| Vehicle exists, is active, and has a pool | Assignment is refused with the specific reason. |
| Driver has access to the vehicle's pool | "Driver does not have access to this vehicle's pool" |
| Vehicle is free for the window | Conflict: "Vehicle is not available for the requested time period" |
| Driver holds the required licence | Blocked when licence enforcement is in hard-block mode (Führerscheinkontrolle, driver's licence check) |
Warning: Two managers can look at the same free vehicle at once. The assignment is committed under a strict transaction with a final availability re-check, so if someone books that vehicle a moment before you, you will get "Vehicle was just booked by another user. Please try again." Reopen the available-vehicles list and pick another vehicle.
Reject a request
- Open the request you cannot fulfil.
- Choose to reject it and enter a reason. A reason is required — an empty reason is refused with "Rejection reason is required".
- Confirm. The request moves to Rejected, and you are recorded as the rejecter with a timestamp.
The driver is notified that their request was declined, and the reason you entered is shown on the request so they understand why.
Tip: Reject only when no vehicle can be provided. If a vehicle is simply unavailable at that exact time, it is often better to contact the driver and agree on a different window rather than reject outright.
Related
- Review the manager approval queue
- The manager-assign booking workflow explained
- Notifications sent on booking events
- Reassign or override a vehicle assignment
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