Approval Workflow – Rentlz Bookings

This article outlines the Approval Workflow implemented in Rentlz Bookings. It explains the approval indicators, approval types, configuration options, and dashboard capabilities available to administrators and approvers.

Visual Indicators in Booking View

• M Icon (Yellow): Approval is required for the booking, and it is currently pending.

• M Icon (Green): All required approvals have been completed.

• M Icon Missing: Approval is not required for the booking.
  

The assigned approver and the current approval status are displayed in the booking details side panel within the Rentlz dashboard.

Approval Types (Flavours)

1. Reporting Manager (RM) Approval

• The approver is fetched from the first firm member rider’s profile.

• For all-guest bookings, the approver is derived from the requester’s RM.

• If no RM is found:

  • Booking creation can be restricted, or

  • Allowed without requiring approval (based on configuration).

2. Custom Approver

• The booker can manually choose an approver.

• Approver selection can be:

  • Open to any firm member, or

  • Limited to specific roles (e.g., Spot Booking Manager).

3. Multi-Level Approval

• Up to two levels of approval supported.

• Each level can independently follow RM-based or custom approver logic.

• Approval flows sequentially—L1 must approve before L2 is triggered.

4. Custom Approval Workflow

A custom approval workflow has been implemented as a commercial enhancement for a client. This workflow dynamically determines the approval path for bookings based on the relationship between the booker's department, the rider’s department, and the cost centre.

Approval Logic

1. Default Routing
   Every booking is initially routed to the Reporting Manager (RM) and the Department Secretary (DS) of the rider's department.

2. Same Department, Same Cost Centre

   • Only one level of approval is required.

   • Approval can be provided by either:

     • The Reporting Manager (RM), or

     • The Department Secretary (DS) of the department.

   • (Refer to the red path in the diagram.)

3. Same Department, Different Cost Centre

   • Two levels of approval are required:

     • Level 1: RM or DS of the original department

     • Level 2: Cost Centre Head (CH) or DS of the department associated with the new cost centre.

   • (Refer to the green path in the diagram.)

4. Different Department, Different Cost Centre

   • Two levels of approval are required:

     • Level 1: RM or DS of the rider's original department

     • Level 2: CH of the selected cost centre or DS of the new department.

   • (Refer to the blue path in the diagram.)

5. No Approval Required (Exception Case)

   • In specific configured scenarios, a booking may bypass approvals entirely.

   • (Refer to the yellow path in the diagram.)

Custom Approval Flow Summary

Backend Configuration

To support dynamic approval routing, the following mappings are maintained in the backend:

• Department → Department Secretary (DS)

• Cost Centre → Cost Centre Head (CH)

These mappings are referenced to determine the appropriate approver(s) at each level.

Configuration Options

Approval Requirement Controls

• Booking Type-Based: Approvals can be made conditional based on booking types.

• Designation-Based: Users with certain designations can be excluded from the approval process.

Auto Approval

• If the approver doesn't act in time (e.g., X minutes before pickup), the system auto-approves the booking.

Approval Emails

• Emails sent to approvers with booking details and Approve/Reject buttons.

• Optional email alerts can be sent to role-based users once a booking is approved or rejected.

Reminder Emails

• Automated reminders can be configured:

  • Set frequency and number of repetitions to nudge pending approvers.

Booking Edit Handling

• Optionally retrigger approval when a booking is edited post-creation.

Approval Dashboard

• Approver Dashboards: Each approver sees their pending approvals.

• Multi-Level View:

  • L1 approver sees booking first.

  • After L1 approval, the booking appears in L2 dashboard.

  • On L1's dashboard, the booking is marked as approved.

• Administrative Views:

  • Site Administrators

  • Transport Managers

• Approval Actions:

  • Single approval

  • Bulk approval supported

Administrative Overrides

Transport Admin Override

• Transport Admins can directly approve bookings, bypassing the manager approval flow.

• This applies to both L1 and L2 levels if enabled.

Summary of Key Functionalities

1. RM-Based Approval

Automatically fetches the approver from the rider’s or requester’s profile. If no RM is available, booking can be blocked or allowed without approval based on config.

2. Custom Approver

Booker can select any firm member as approver, with optional restrictions based on roles (e.g., Spot Booking Manager).

3. Multi-Level Approval

Supports up to two levels of approval. Each level can use RM or custom approver independently.

4. Auto Approval

If the approver doesn’t respond in time (e.g., X mins before pickup), the system auto-approves the booking.

5. Approval Emails

Emails sent to approvers with booking details and Approve/Reject buttons. Outcome emails can be sent role-wise.

6. Reminders

Configurable reminder emails can be sent to approvers at set intervals until action is taken.

7. Approval Dashboard

Approvers have a dashboard view of pending bookings. Multi-level approvals show progressively in L1 → L2 dashboards. Admins and transport managers also have access.

8. Bulk/Single Approval

Approvals can be done individually or in bulk for efficiency.

9. Admin Override

Transport Admins can bypass RM approvals and directly approve bookings, overriding both L1 and L2 if needed.

10. Re-approval on Edits

Option to retrigger approval workflow if a booking is edited after creation.