Booking approval and decision notifications

Booking notifications keep drivers and approvers in sync throughout the booking lifecycle. Depending on your tenant's settings and your role, you may receive requests to approve a booking, or updates telling you that your own request was approved or rejected. This article explains each booking notification, when it is sent, and who receives it.

When approval is required

Whether a booking needs approval depends on your tenant's configuration. Self-service bookings can require approval when the tenant setting for booking approval is turned on, and auto-assigned bookings require approval by default. When approval is required, the booking starts in a pending-approval state instead of being confirmed right away.

Approval required (for approvers)

When a booking needs approval, an Approval required notification is sent to every user in the tenant who holds the bookings:approve permission — typically fleet managers. The message names the driver, the vehicle, and the requested start and end times, and asks you to review and approve or reject the request.

1. Open the Approval required notification from your bell or Notifications page.
2. Select it to open the pending booking.
3. Approve or reject the booking from the booking screen.

Note: Approval requests go to all approvers at once. Any one approver acting on the booking resolves it for the whole team.

Decisions the driver receives

Once an approver acts — or a fleet manager handles a manager-assign request — the requesting driver is notified of the outcome.

Booking approved

When your booking request is approved, or a fleet manager fulfills your request by assigning a vehicle, you receive a Booking approved notification. It confirms the vehicle and the start and end times, and links to the booking.

Booking rejected

If your booking is rejected, you receive a Booking rejected notification that includes the reason provided by the approver and links to the booking so you can review it or try again.

Booking request rejected

In the manager-assign workflow, you request a vehicle and a fleet manager assigns one. If your request is rejected before any vehicle is assigned, you receive a Booking request rejected notification with the reason. Because no vehicle was assigned, this notification links to your booking requests list rather than to a specific booking.

Confirmed and cancelled bookings

Not every booking involves approval. When approval is not required, a self-service booking is confirmed immediately and you receive a Booking confirmed notification with the vehicle and times. If a fleet manager later cancels your booking, you receive a Booking cancelled notification, which may include the cancellation reason.

Who receives what

• Approvers (users with permission to approve bookings) receive Approval required notifications.
• Drivers receive Booking confirmed, Booking approved, Booking rejected, Booking request rejected, and Booking cancelled notifications for their own bookings and requests.

Tip: Selecting a booking notification opens the related booking (or your requests list) and marks the notification as read in one step, so you can act on the decision right away.

Related

• Types of notifications you may receive
• Using the in-app notification center
• Marking notifications as read