The Job Process settings let you customize how jobs move through your business: how cancellations are handled, how jobs are dispatched, whether bookings wait for your confirmation, and whether the system checks that a vehicle is still available. (This page was previously called Cancellations.)
Access this section by navigating to Settings > Job Process from the left sidebar. Click Save at the top right after you change any setting.
This feature is available on the Full plans.
Why These Settings Matter
Proper cancellation management helps reduce disputes, streamline operations, and maintain clear communication between drivers and dispatchers. Auto-approval settings can speed up the workflow, while delayed approval allows dispatchers to review cancellation requests before they are finalized. Dispatch, request and availability settings control when jobs reach your drivers and which bookings passengers can make.
Cancellations
Customize your cancellation process and align your work process with the digital cancellation process of jobs.
Approve cancellations by drivers
These settings determine how the system handles situations when a driver assigned to a job chooses a cancellation option in the YourDriverApp mobile app. Each of the three flows below has one setting, When a driver cancels a job, with these options:
Auto approve – Automatically approve the request immediately.
Auto approve after x minutes – Approve the request after a specified time delay, so a dispatcher can review it first.
Passenger no show flow
Configure what should happen when a driver reports that the passenger didn't show up at the pickup location.
Driver sends canceled by passenger
Configure how to handle situations where a driver notifies the system that the passenger has canceled the trip.
Driver requests unassign
Configure what happens when a driver requests to be unassigned from a job they've been allocated to.
Passenger cancellations
Enable cancellations by passengers – Allow passengers to cancel an unassigned booking themselves, without contacting you directly.
Maximum time before pickup to cancel (hours) – This field appears when you enable passenger cancellations. Passengers can only cancel their own booking up until this many hours before the scheduled pickup. After that, they will be asked to call you instead. The field starts at 1 hour.
Communication
Do not send confirmation email for ASAP bookings until driver is assigned – Tick this to hold the confirmation email for ASAP bookings until a driver has been assigned.
Disable the option to cancel through the link in the booking confirmation – Tick this to remove the cancel option from the link in the booking confirmation.
Dispatch settings
Configure dispatch behaviour and driver app settings.
Set how new jobs are assigned to drivers, including manual or automatic dispatch, the timing threshold for ASAP bookings, and the automatic dispatch time.
Default dispatch method when job is booked – Choose how new jobs are dispatched:
Manual – All jobs require manual dispatch.
Automatic – All jobs are dispatched automatically at the "Dispatch time to pickup" (see below).
Dispatch method threshold (minutes) – Time in minutes to requested pickup time at which a job will be dispatched as an ASAP booking. Bookings requested within this threshold use the ASAP automated dispatch algorithm; bookings beyond this threshold use the Pre-book algorithm.
Dispatch time to pickup – Time in minutes to requested pickup time at which the job will be dispatched automatically. Bookings with pickup times longer than this setting stay in "dispatch manually" status until automatic dispatch triggers.
Note: Make sure the minutes for ASAP are more than the minimum order time in the Web Booker settings.
Requests and quotes
Let bookings wait for your confirmation or for the customer to accept a quote before they are dispatched.
Request flow
With the request flow, a booking made by a passenger is not a confirmed booking straight away. It first arrives as a normal request. Only when you accept the request does it become a confirmed booking. A confirmed booking appears in the Dispatch Panel, where you can assign it to a driver.
Bookings wait for my confirmation – New bookings arrive as a request. They are only dispatched after you confirm you have availability.
Auto-cancel hours before pickup – Cancel a request that is still unconfirmed this many hours before pickup.
Quote flow
With the quote flow, the passenger does not book and pay directly. Instead, the passenger fills in a request form that collects all the booking information but does not show a price.
The quote flow uses its own link, which you add to your website. It is not the normal Web Booker link.
When the passenger completes the form, you (the admin) receive an email about the request.
The passenger receives a confirmation email that lists the ride they have requested.
You accept the request, show the price and complete (finalize) the price.
The request then becomes a confirmed booking. You can see it in the Dispatch Panel, where you can assign it to a driver.
Setting for this flow:
Reminder hours before pickup – Remind the customer about an unaccepted quote this many hours before pickup.
Check vehicle availability
Check vehicle availability – Only accept bookings for products that still have a vehicle available at the requested time.
When this option is on, the system keeps track of how many vehicles you have for each product and only lets passengers book while one is free. For example, if you have 10 cars of one product and all 10 are booked for the requested time, passengers can no longer book that product for that time.
How to set it up
Go to Settings > Job Process and tick Check vehicle availability. Two more options appear (see below).
Go to Settings > Products and open the product (for example "Standard Sedan").
Fill in Available quantity (shown as "Available_quantity" in the portal) with the number of vehicles you have for that product.
Click Save.
Options that appear when Check vehicle availability is on
Blocked time calculation – How the vehicle's out-of-service window for a booking is calculated. Choose Route only or Route + depot travel.
Margin (minutes) – Extra buffer time added before and after the blocked window, for example for cleaning or prep time between jobs.
Saving Changes
After configuring your job process preferences, click the Save button at the top right to apply your settings.