How to Manage Passenger Requests

The Managing Passenger Requests feature is designed for managers to review and take action on transport requests made by employees. Managers can approve or decline requests based on provided details. This system helps to streamline the approval process, ensuring that all transport requirements are handled promptly.

📌Note:

This feature will only be available if the Company Admin has selected the Passenger Transport option during the Company Configuration Setup process.
Passenger Transport is designed exclusively for passenger transport requests. It allows users to request transport services for individuals without involving package deliveries.

Pre-Defined Labels:

"Number of Seats" (Automatically assigned, non-editable).

This helps coordinators match transport requests with available seating capacity in vehicles.

Custom Labels:

Users can define additional labels (e.g., passenger category, accessibility requirements).

These labels are optional but will be visible in both transport requests and vehicle details.

1.1: Permissions and Roles Required:

Manager: Approve, decline, and review passenger requests. Edit previously approved or declined requests.

1.2: Navigating to Manage Passenger Requests from the Home Page:

Manage Passenger Requests Sidebar Icon

A manager can navigate to Manage Passenger Requests by the sidebar icon highlighted on the image.

Upon hovering over the icon, a tooltip will be displayed to the user as Manage Passenger Requests.

1.3: Manager Workflow:

When an employee submits a passenger request, the assigned manager receives:

An email notification with the request details.
An SMS alert (if configured) prompting them to take action.

When the manager logs into the application and navigates to Manage Passenger Request, they are taken by default to the New Requests tab to immediately review any pending actions.
The manager can:

Approve the request to forward it to the Transport Coordinator for voyage allocation.
Reject the request if it's invalid, duplicated, or not feasible.

Once an action is taken, the request is automatically moved to the Reviewed Requests tab for future reference.
The system also notifies the employee via email and/or SMS once their request has been approved or rejected.

1.4: Understanding each Tab in the Manage Passenger Requests page:

1. New Requests (Default Tab)

Purpose:

To show all pending passenger requests awaiting the manager’s review.

What’s displayed:

Only un-reviewed requests submitted by employees in the manager’s approval departments.
These are requests in Pending status.

Filters Available:

Date Range
Employee ID
Employee First Name
Employee Last Name

Actions Allowed:

Approve
Reject

Notes:

This is the default tab opened every time a manager accesses the page.
Once a request is approved or rejected, it is moved to the Reviewed Requests tab automatically.
Email/SMS notifications are sent to the employee based on the action taken.

2. Reviewed Requests

Purpose:

To allow managers to view requests they have already reviewed and make corrections if needed.

What’s displayed:

All Approved and Rejected requests submitted by employees under the manager’s approval scope.

Filters Available:

Date Range
Employee ID
Employee First Name
Employee Last Name

Actions Allowed:

Change a Rejected request to Approved
Change an Approved request to Rejected

Notes:

Useful in cases where a manager accidentally rejected a valid request or wants to reverse a decision.
When a request is re-approved or re-rejected, an updated notification is sent to the employee.

3. All Requests

Purpose:

To provide a complete overview of all passenger requests under the manager's approval departments—regardless of status.

What’s displayed:

All requests: Pending, Approved, Rejected, and Expired.

Filters Available:

Date Range
Employee ID
Employee First Name
Employee Last Name

Actions Allowed:

View request details (read-only).
No direct actions allowed in this tab (for tracking only).

Notes:

Ideal for auditing, reviewing history, and comparing actions.
Expired requests remain visible here for reference.

1.5: Manage Passenger Requests Table:

📌Important Notes:

The "New Requests" tab will always open by default
- This ensures managers immediately see all pending requests that need their attention without having to filter manually.
Decisions can be changed anytime from the "Reviewed Requests" tab

If a request was accidentally rejected, the manager can go to the Reviewed Requests tab and change it to Approved.
Similarly, if a request was approved in error, it can be changed to Rejected from the same tab.
Every change triggers a new email and/or SMS notification to the employee with the updated decision.

The "All Requests" tab is read-only
- This tab is for tracking and history only. It includes expired requests, which are not visible in the other two tabs.
Managers only see requests submitted by employees in their assigned approval departments
- If a department is not configured for a manager, requests from that department will not be visible to them.
Managers cannot edit request details
- Their actions are limited to approving or rejecting requests. If a request needs to be modified, the employee (or supervisor, if submitted on their behalf) must edit it before it's approved.
All manager actions trigger real-time notifications

Approvals and rejections are instantly communicated to the employee.
This helps maintain transparency and allows employees to act quickly based on the decision.

Be mindful of the request’s end date
- If a request expires before being allocated to a voyage, it will be marked as Expired, and no further action can be taken.
Once a request is allocated to a voyage, it cannot be changed
- Reversing an approval after allocation is not permitted—so decisions should be made carefully and reviewed promptly.

Page updated

Google Sites

Report abuse