Confirming or Rejecting Reservations via E-Mail Link (Without Signing In)
Overview
When a new reservation comes in, FMWeb sends (if the "Sollen Reservierungsanfragen versendet werden?" / "Should reservation requests be sent?" option is enabled) an e-mail to all WebRes managers. If the template contains the corresponding placeholders, the recipient can confirm or reject the reservation directly from the e-mail – without signing in. The click opens the FMWeb home page, performs the action immediately, and shows a confirmation message.
How to build the links into the template
In the e-mail template ("WebRes" area, Article 03), use the placeholders:
{bestaetigen}– becomes the "Bestätigen" (Confirm) link{ablehnen}– becomes the "Ablehnen" (Reject) link{bearbeiten}– link to the "Termin bearbeiten" (Edit appointment) page in the driver portal (requires signing in as a WebRes manager)
When sending, FMWeb replaces the placeholders with personalized links that uniquely identify the reservation, action, recipient, and client. For the links to point to the correct address, the FMWeb server URL must be stored correctly in the system settings.
What happens on click
- The FMWeb home page opens – no sign-in is necessary.
- FMWeb checks the request and sets the reservation status to bestätigt (confirmed) or abgelehnt (rejected).
- A message confirms the action performed.
- If the dispatch of Reservierungsantworten (reservation responses) is enabled, the driver automatically receives an e-mail with the result – on confirmation, including a calendar entry (
.ics).
When the link does not work
In the following cases, the action is not performed:
- No vehicle has been assigned to the reservation yet. In that case the note appears: "Bitte loggen Sie sich als WebRes Admin ein und weisen Sie der Reservierung ein Fahrzeug zu." (Please log in as a WebRes admin and assign a vehicle to the reservation.) This is the normal case in the "Fuhrparkleiter vergibt das Fahrzeug" (fleet manager assigns the vehicle) workflow – first assign a vehicle in the back office (Article 99).
- The reservation no longer exists (e.g. deleted).
- The link is not intended for the caller. The links are personalized; forwarded links from other recipients are rejected and logged.
- The link has been altered (invalid action or invalid identifiers).
The links have no fixed expiration date – they remain valid as long as the reservation exists and the checks are satisfied.
Security note
Because the click performs the action immediately, reservation e-mails should not be forwarded. Treat the links like a signature: whoever has the e-mail can trigger the action it contains.
Frequently asked questions
The recipient clicks "Bestätigen" (Confirm), but only the login page appears with a note. Check whether a vehicle is assigned to the reservation – without a vehicle, confirmation via link is not possible.
The links in the mail point to a wrong address. Check the stored FMWeb URL in the system settings and send a test mail (Article 07).
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