WebRes Bookings in the Back Office: Processing Open Reservations and Assigning Vehicles

Overview

The Buchungsportal (booking portal) under WebRes Buchungen (WebRes Bookings) (/applications/users/webres) is the back-office view of all driver reservations. The menu item shows the number of open bookings as a badge - so you can see at a glance whether requests are waiting to be processed. The lists refresh automatically every minute.

The two tabs

• Offene Reservierungen (Open Reservations) - all bookings with the status "open" that still need to be confirmed, rejected or assigned a vehicle
• Alle Reservierungen (All Reservations) - all bookings within the configured time window (retrospective display according to the WebRes settings)

Each row shows start, end, subject, destination, distance, licence plate, model, body type, seats, "Reserved by", "Processed by" and the status as a colour marker.

Processing open reservations

The Aktionen (Actions) menu offers:

• Bestätigen (Confirm) - appears only once a vehicle has already been assigned to the reservation
• Ablehnen (Reject) - rejects the request
• Bearbeiten (Edit) (permission webres.edit) - opens the detail page for assigning a vehicle
• FDA - opens the Fahrdienstauftrag (chauffeur/driving-service order), if present and enabled (Article 100)

On confirmation or rejection, the driver automatically receives an e-mail with the result - provided the sending of reservation responses is enabled - including a calendar entry in the case of a confirmation.

Assigning a vehicle

The Bearbeiten (Edit) action leads to the Termin bearbeiten (Edit Appointment) page:

1. Check or change the driver - the list of available vehicles is then recalculated.
2. Under "Neues Fahrzeug zuweisen" (Assign New Vehicle), select a vehicle from the availability list (which takes pool, vehicle status, appointment overlaps, seats and leasing filters into account).
3. Save - the reservation can then be confirmed.

Without the webres.edit permission, the page opens in read-only mode with a corresponding note.

Actions in the "Alle Reservierungen" (All Reservations) tab

• Als ICAL herunterladen (Download as iCal) - exports the appointment as an .ics file
• Stornieren (Cancel) - for future appointments that have not already been cancelled or rejected
• FDA - view/edit the Fahrdienstauftrag

Frequently asked questions

The badge on the menu item does not disappear. It counts all bookings with the status "open". Confirm or reject the remaining requests; the badge then updates automatically.

"Bestätigen" (Confirm) is not offered for a request. In the "Fleet manager assigns the vehicle" workflow, requests are created without a vehicle. First assign a vehicle via Bearbeiten (Edit).

Who is allowed to do what? webres.view is enough to view, confirm and reject; assigning vehicles via "Bearbeiten" (Edit) requires webres.edit (role management: Article 18).

Related articles

• 95 – Configuring WebRes Settings
• 96 – Creating a New Reservation
• 98 – Confirming a Reservation by E-Mail
• 18 – Users, Roles and Permissions