After a reservation is created and saved, it goes through an approval and processing workflow managed by the system operator. Each step is visible in the calendar view via status icons.
Every status change is reflected in the reservation:
After saving a reservation request, it is sent to the operator for approval (unless the system is configured otherwise). In the calendar, the reservation is marked with the "pending approval" icon.
If the system administrator has enabled automatic approval, the reservation skips this step and is approved immediately.
The system operator approves or rejects the reservation. After the action:
Both the requester and the operator may modify a reservation at any time (change date, time, shipment details, etc.) — before or after approval.
After a modification:
When the vehicle arrives at the facility, the operator (or gate security staff) records the arrival. The reservation icon changes to "carrier arrived".
When recording arrival, the system may show a verification dialog — the operator confirms or corrects the vehicle licence plate and driver name. This can be enabled in system settings (Workflow → arrival verification form).
Once the vehicle moves to the dock and loading/unloading begins, the operator records the start of handling. The reservation icon changes accordingly.
An email notification is sent to the requester at this point.
After loading or unloading is finished, the operator records the completion. The reservation icon changes.
An email notification is sent to the requester.
When the vehicle leaves the facility, the operator records the departure. The reservation icon changes.
For outbound shipments with onward transport only. Once the goods are delivered to the recipient, this can be confirmed directly from the reservation edit form.
The system records the exact date and time of delivery and the reservation icon changes.
If the carrier fails to arrive for the agreed time slot, the operator records this.
An email notification about the no-show is sent to the requester.
Used when a carrier arrived at the facility but loading/unloading could not take place for any reason. The operator may enter a reason for non-completion when recording this status.
The Not completed feature can be enabled or disabled in system settings.
Every processing step records the exact date, time and user who performed the action. The panel is accessible to both operators and reservation requesters — directly in the reservation edit form.
The system administrator has the right to correct individual timestamps (for example if a step was accidentally recorded on the wrong reservation).
All activity on a reservation is fully audited — including all field value changes and the complete processing history.
Both the operator and the requester can view the change history. Access it via the Change History button at the bottom of the reservation edit form.