WebRes Settings: Configuring the Booking Workflow and Portal Options per Client

Module: Systemadministration (System Administration) → WebRes Einstellungen (WebRes Settings)

Audience: Fleet managers

Required permission: system.webres_settings; Prerequisite: WebRes license

Overview

Under Systemadministration → WebRes Einstellungen (System Administration → WebRes Settings) (/applications/settings/webRes), you control per client how the driver portal works: which booking workflow your drivers use, which fields the reservation form shows, which e-mails are sent, and which menu items are visible in the driver portal. The page is organized into tabs; changes take effect only when you click Speichern (Save).

Tab "Allgemein" (General) – time windows and vehicle pool

"Wie lange muss ein Termin mindestens (in Minuten) in der Zukunft liegen?" (How far in the future must an appointment be, at minimum, in minutes?) – minimum lead time for new reservations
"Wie viel Ladezeit soll nach der Reservierung eines E-Fahrzeugs eingeplant werden (in Minuten)?" (How much charging time should be scheduled after the reservation of an electric vehicle, in minutes?) – buffer after each electric-vehicle booking
"Wie lange kann in die Zukunft reserviert werden (in Tagen)?" (How far into the future can reservations be made, in days?) – limits the bookable period
"Wie lange sollen Reservierungen aus der Vergangenheit angezeigt werden (in Tagen)?" (How long should past reservations be displayed, in days?) – affects the dashboard, trip log, and booking portal
"Standard Fahrzeugpool auswählen" (Select default vehicle pool) – the pool from which WebRes offers vehicles

Tab "Arbeitsweise" (Workflow) – the central booking mode

The Workflow Auswahl (workflow selection) decides who determines the vehicle:

"Fahrer sucht das Fahrzeug aus" (The driver selects the vehicle) – the driver sees the available pool vehicles and chooses one (Article 96).
"Fuhrparkleiter vergibt das Fahrzeug" (The fleet manager assigns the vehicle) – the driver only submits a trip request; a WebRes manager later assigns a vehicle in the back office (Article 99).

Depending on the workflow, further options are available:

"FDA ist aktiviert?" (Is the FDA enabled?) (only workflow "Fuhrparkleiter vergibt" / fleet manager assigns): enables the Fahrdienstauftrag (FDA) (chauffeur-service order) (Article 100)
"Mitfahrgelegenheit aktiviert?" (Is ride-sharing enabled?) (only workflow "Fahrer sucht aus" / driver selects): drivers can join existing trips
"Zeige nur Daten für den dem eingeloggten Fahrer zugeordneten Standort/Fachbereich?" (Show only data for the location/division assigned to the logged-in driver?)
"Fahrtziel ist Pflichtfeld?" (Is the destination a required field?)
"Soll die Fahrzeugauslastung angezeigt werden?" (Should vehicle utilization be shown?) – displays the "Fahrzeugauslastung" (vehicle utilization) menu item in the driver portal
"Soll die Leasingnutzung bei der Fahrzeugauswahl berücksichtigt werden?" (Should leasing utilization be taken into account during vehicle selection?) (only workflow "Fahrer sucht aus" / driver selects): either on the basis of historical data or as a projection; in addition, vehicles with excessive mileage can be hidden above a configurable percentage of leasing utilization

Note: When you switch the workflow, FMWeb automatically disables unsuitable options – "Fuhrparkleiter vergibt" (fleet manager assigns) switches off ride-sharing and leasing utilization, and enabling the FDA disables ride-sharing.

Tab "E-Mails"

Here you enable mail dispatch and select a template for each occasion from the "WebRes" template area (Article 03):

Reservierungsanfragen (Reservation requests) – sent to all WebRes managers on every new booking
Reservierungsantworten (Reservation responses) – inform the driver about confirmation/rejection (including a calendar entry)
Mitteilungen über gebuchte Mitfahrgelegenheiten (Notifications about booked ride-shares)
Benachrichtigungen an die Mitfahrer, wenn der Fahrer eine Fahrt storniert (Notifications to passengers when the driver cancels a trip)
Benachrichtigungen, wenn ein Mitfahrer seine Mitfahrgelegenheit storniert (Notifications when a passenger cancels their ride-share)
Pfad zum zweiten Anhang (Path to the second attachment) – optional file attached to the request e-mail

Tabs "Navigationsmenü" (Navigation menu) and "Reservierungsmaske" (Reservation form)

"Zeige das Fahrtenbuch?" (Show the trip log?) – shows or hides the "Fahrtenbuch" (trip log) menu item in the driver portal (Article 101)
In the Reservierungsmaske (reservation form), you enable or disable individual input fields: Länderauswahl (country selection), Fahrtziel (destination), geschätzte Entfernung (estimated distance), Kostenstellen (cost centers), Betreff (subject), Hinweis (note), Anzahl Mitfahrer (number of passengers)

Tab "Dispo"

Settings for the Dispo (dispatch scheduling) planning board (Article 104): the working-hours display with start/end time, plus the option "Kann ein Fahrer mehrere Fahrzeuge bewegen?" (Can one driver move several vehicles?).

Frequently asked questions

Why don't I see the "Mitfahrgelegenheit" (ride-sharing) option? It is only available in the "Fahrer sucht das Fahrzeug aus" (driver selects the vehicle) workflow and is switched off automatically when the FDA is enabled.

Why do no reservation e-mails arrive? Check whether the relevant dispatch is enabled and a template is selected – without a template, no mail is generated. General diagnosis: Article 07.

Written by Alexander Hagemann

Updated: