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Booking Approval

Marisa Potgieter
  • Updated

Booking approval

If the company wants someone to approve the vehicle bookings before they take place, this feature is for them. Each vehicle can be associated with person’s name responsible for that vehicle, who can approve or deny any potential vehicle bookings.

Simple process:

  1. User wants to book the vehicle
  2. User is presented with the list of available vehicles
  3. Some vehicles on the list require additional approval
  4. If user selects the ‘approval’ vehicle, email is sent to ‘approver’ to approve the booking or not
  5. If approved- user is notified of approval. if not approved - user is notified, booking cancelled and user needs to rebook another vehicle.

Setup

  1. Contact your sales representative to enable ’Uses booking approval’ feature.

  2. Login to customer interface 

  • Settings -> Vehicles -> select vehicle and go to -> Booking tab- > Person to approve bookings
  • Select the user who will approve the booking for the vehicle. Please note: this should be internal FC+ user, you cannot select external person.

  1. In Booking module when making the booking - if vehicle requiring approval is selected user will see the warning that booking of the vehicle requires approval and once approved or rejected, user will get notified.

4. Once confirmed by user, booking will go into status ‘Awaiting approval’. In the upper right corner user will see success message ‘Booking approval request successfully created’ (for regular bookings message stays the same 'Booking successfully created')

  1. Email is sent to Approver to request booking approval. Email links to Approve or Deny are active for 24 hours. After that booking is automatically canceled

Emails are also sent to driver to confirm that booking is pending, as well as to passenger – if applicable.

  1. If booking is approved by the approver, booking status will change to ‘Notified’, if denied – booking will be automatically canceled.
  • Approver will get success or failure message upon approve or deny actions. (e.g. if booking was already approved and manager tries to approve again, error message will be shown).

  1. Once the booking is approved or denied, user will receive notification email letting him/her know about the status of the booking. 

Additional notes:

  • Vehicle booking logs have been updated to include the booking process logs such as approver name, time of approval, or denial.
  • Bookings made for vehicles using the approval process are NOT EDITABLE, except for automatic extensions. If user will try to edit the booking with approval - upon clicking on EDIT button, all data displayed in popup will be disabled for editing and message is shown ‘Bookings that use the approval process cannot be edited. To make changes please cancel the existing booking and create a new one.’

  • No matter which search priority is set by the customer, when showing vehicles available to be booked - we shall display all regular vehicles on top of the list and display ‘vehicles requiring approval’ on the bottom of the list.
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