The Workflow module in the TaxiWebBooker web portal enables you to send automated emails and text messages to external parties based on specific events triggered within your system. This feature helps reduce no-shows, enhance customer experience, and automate communication with minimal effort.
Accessing the Workflow Module
Navigate to Settings > Workflows to access the Workflow module. The interface displays three tabs: Published Workflows, Archived Workflows, and Settings.
Video Tutorial: Workflow Module Setup
Creating a New Workflow
Click the plus sign in the bottom right corner to create a new workflow. A workflow is a mechanism that sends automated messages to external parties based on specific events in your system.
Step 1: Name Your Workflow
Enter a descriptive name for your workflow, such as "Custom Booking Confirmation".
Step 2: Choose the Trigger Event
Select when the message should be sent under "When this happens". Available trigger options include:
New job is booked
Job is assigned to a driver
Driver is driving to pickup location
Driver arrived at pickup location
Driver started job
Driver completed job
Job is cancelled
Driver replaced
Requested pickup time is updated
Step 3: Select the Action
Choose what action to take under "Do this":
Send Email - Send an email notification
Send Text Message - Send an SMS notification
Step 4: Choose the Recipient
Decide who should receive the message:
The passenger linked to the booking
The debtor or customer account linked to the booking
The driver linked to the booking
Step 5: Configure the Message
Set the language for your communication (defaults to your account language but can be changed). You have two template options:
Use an empty template
Include job details as a link in the email (allows customers to modify their booking online)
Type your message using plain text or dynamic variables by typing { and selecting from available options. Variables include:
Variable Name | Description |
company.name | Shows the name of the company handling the job. |
company.email | Displays the email address of the company. |
company.phone_number | Shows the company's contact phone number. |
company.owner_name | Displays the full name of the company owner. |
passenger.first_name | Shows the first name of the passenger. |
passenger.last_name | Displays the last name of the passenger. |
passenger.phone_number | Shows the contact number of the passenger. |
passenger.email | Displays the email address of the passenger. |
driver.first_name | Shows the first name of the assigned driver. |
driver.last_name | Displays the last name of the driver. |
driver.phone_number | Shows the driver's contact phone number. |
driver.email | Displays the email address of the driver. |
vehicle.brand | Shows the brand of the assigned vehicle. |
vehicle.model | Displays the model of the vehicle. |
vehicle.type | Shows the type or category of the vehicle. |
vehicle.licensePlate | Displays the license plate number of the vehicle. |
ride.reference | Shows the unique reference ID of the job. |
ride.requestedDate | Displays the date and time the job was requested. |
ride.departure | Shows the pickup location of the job. |
ride.destination | Displays the destination of the job. |
ride.publicUrl | Shows a link to the public job details page. |
ride.rebook_url | Displays a link for rebooking the same job. |
Click Save to create the workflow.
Managing Workflows
Timing Options
By default, messages send immediately when the trigger event occurs. You can optionally add a delay before sending the message.
Adding Multiple Actions
You can supplement an email with a text message or vice versa. Simply click to add the additional action, and both messages will send simultaneously.
Adding Languages
Click Add Language or select an existing language flag to edit messages for multilingual clientele. This is useful if you serve customers who speak different languages.
Archiving Workflows
Workflows can be archived if no longer needed. Archived workflows move to the Archived Workflows tab and stop sending messages.
Deleting Workflows
Workflows can be permanently deleted from the system.
Settings Tab
Configure additional workflow settings in the Settings tab:
Send default job-assigned email to drivers - Disable this if you've created a custom workflow for driver assignments
Send default confirmation email to passengers - Uncheck this to avoid duplicate messages when using custom booking confirmation workflows
Send default cancellation email to passengers - Disable if using a custom cancellation workflow
Send default completion email to passengers - Disable if using a custom completion workflow
SMS sender name - Specify the name or number that appears in the "from" field of text messages, such as your company name
