The manager-assign booking workflow explained
The manager-assign workflow lets drivers request a vehicle for a time window while a fleet manager decides which vehicle they get. This article explains how the workflow is structured, the roles involved, and the states a request moves through.
Where manager-assign fits
MobilityManager supports three booking modes, set as your organization's default booking mode: SelfService (the driver picks a vehicle), AutoAssign (the system picks a vehicle), and ManagerAssign (a fleet manager picks the vehicle for the driver). Manager-assign is the mode described here.
Who does what
| Role | Responsibility |
|---|---|
| Driver | Submits a request with a time window, a purpose, and optional notes. Does not choose a vehicle. |
FleetManager (permission bookings:manage) | Reviews pending requests, sees which vehicles are available, and either assigns a vehicle or rejects the request with a reason. |
The request lifecycle
- PendingManagerAssignment — the driver has submitted the request; it is waiting in the manager's queue.
- Approved — a manager assigned an available vehicle. This creates a real booking with status Confirmed, records who approved it and when, and links the request to the booking.
- Rejected — a manager declined the request and supplied a reason. No booking is created.
- Cancelled — the driver withdrew the request before it was assigned.
Note: When a manager assigns a vehicle, the resulting booking's notes are prefixed with [Manager-Assigned] together with the driver's stated purpose, so the origin of the booking is always visible.
How approval applies here
Manager-assigned bookings do not go through the separate approval queue used for self-service and auto-assigned bookings. The fleet manager who assigns the vehicle is the approver, so the resulting booking is Confirmed immediately.
Segregation of duties
A fleet manager who is also the requesting driver cannot fulfil their own request. If the manager and the requester are the same person, assignment is refused with "You cannot assign a vehicle to your own booking request." This mirrors the self-approval guard used elsewhere and keeps request and approval in separate hands.
Guards applied at assignment
- The vehicle must exist, be active, and belong to a pool.
- The driver must have access to that vehicle's pool.
- The vehicle must be free for the requested window (no overlapping booking).
- The driver must hold any required driver's licence (Führerscheinkontrolle, driver's licence check) when the organization runs licence enforcement in hard-block mode.
Related
- Submit a booking request for manager approval
- Review the manager approval queue
- Approve or reject a booking request
- Require approval for auto-assigned bookings
