Creating a New Reservation: Step by Step Through Both Booking Workflows

Module: Fahrerportal (Driver Portal) / WebRes

Audience: Drivers

Prerequisite: WebRes license; driver access to the portal

Overview

Via the Neue Reservierung (New Reservation) menu item (/applications/webres/newReservation), drivers book a pool vehicle. Which of the two workflows appears is defined by the fleet manager in the WebRes settings (Article 95): either the driver selects a vehicle themselves, or they submit a Fahrantrag (trip request) to which a vehicle is assigned later.

Step 1: Dateneingabe (Data entry) (both workflows)

In the Dateneingabe (Data entry) tab, you record the key details of the trip:

Fahrer auswählen (Select driver) – pre-filled with your own name
Startzeit (Start time) and Endzeit (End time) – the end time is pre-filled with one hour after the start time
Depending on the client configuration, also: Zielland (destination country), Fahrtziel (destination), geschätzte Strecke in KM (estimated distance in km), Kostenstelle (cost center), Betreff (subject), Notiz (note), and Anzahl Mitfahrer (exkl. Fahrer) (number of passengers, excluding the driver)

The entries are validated continuously; typical messages are:

"Bitte geben Sie ein Fahrtziel ein." (Please enter a destination.) (when the destination is a required field)
"Die Startzeit muss in der Zukunft liegen." (The start time must be in the future.) – the configured minimum lead time in minutes applies
"Die Endzeit muss nach der Startzeit liegen." (The end time must be after the start time.)
"Die Endzeit liegt außerhalb des erlaubten Reservierungszeitraums." (The end time is outside the permitted reservation period.) – bookings are only possible up to the configured number of days into the future

Only once all entries are valid does the Weiter (Next) button become active.

Workflow 1: "Fahrer sucht das Fahrzeug aus" (The driver selects the vehicle)

Mitfahrgelegenheit (Ride-sharing) (optional, if enabled): FMWeb shows confirmed trips on the same day with the same destination and free seats. Select a trip to book yourself in as a passenger – the "Fahrzeugauswahl" (vehicle selection) step is then skipped. If there is no matching trip, the wizard moves on automatically.
Fahrzeugauswahl (Vehicle selection): The list shows all pool vehicles available in the selected period, with license plate, make, model, odometer reading, automatic transmission, navigation system, electric-vehicle indicator, location, Vignette (toll sticker), and seats. Select a row and click Weiter (Next).
Übersicht (Overview): Check all details and click "Fahrzeug reservieren" (Reserve vehicle). The reservation is created with status offen (open) and still has to be confirmed by a WebRes manager. If your own driver account is marked as a WebRes manager, "Fahrzeug reservieren und bestätigen" (Reserve and confirm vehicle) is available instead.

If the vehicle has been booked by someone else in the meantime, FMWeb reports: "Das Fahrzeug wurde bereits reserviert. Bitte wählen Sie ein neues Fahrzeug aus." (The vehicle has already been reserved. Please select a new vehicle.)

Workflow 2: "Fuhrparkleiter vergibt das Fahrzeug" (The fleet manager assigns the vehicle)

After the data entry comes – if enabled – the Fahrdienstauftrag (chauffeur-service order) tab (details in Article 100). Destination and times are carried over from the data entry.
In the Übersicht (Overview), you click "Fahrantrag stellen" (Submit trip request). The request is created without a vehicle with status offen (open); a WebRes manager assigns a vehicle in the back office and confirms it (Article 99).

What happens after submitting?

You are redirected to the dashboard; there the booking appears under Eigene Reservierungen (My reservations) with a status display.
If the dispatch of Reservierungsanfragen (reservation requests) is enabled, all WebRes managers receive an e-mail with a confirmation and rejection link (Article 98).

Frequently asked questions

Why is no vehicle offered? The list takes into account the vehicle pool, vehicle status, scheduling overlaps, seats, and – if enabled – the leasing filter. If the selection shows no vehicle, the vehicle utilization is displayed (if enabled) so that you can find a free period. Otherwise, contact your fleet manager.

Why can I only book a few days in advance? The bookable period is limited per client (WebRes settings, "Allgemein" / General tab).

Written by Alexander Hagemann

Updated: