Introduction to auto-assigning features


There are different factors that play into how auto-assigning works.

A key factor is the scheduled mode that is being applied for a booking or a tour. There are two different types of scheduling modes: Instant and Scheduled. 

Auto-assigning is the process of a a booking or tour being offered to drivers based on certain criteria. Drivers that are receiving such requests can typically choose to accept or decline or even to simply ignore.

A booking or tour stays in this matching status either until a driver accepts it, or it is being force-assigned by a dispatcher or it is cancelled.

If a driver who has accepted a booking or tour decides to cancel, the status of the booking or tour goes back to searching for a driver.

  • Assigning by service area
  • Assigning by capability
  • Details for scheduling mode "instant"
  • Details for scheduling mode "scheduled"
  • Taxi-mode
  • Alternatives to auto-assigning

Assigning by service area

When it comes to matching, the Service area plays a central role. No matter which type of booking is created or configured, multiple features like Hailing booking validation and pricing and also matching relies on the service area. On creation, a booking is automatically assigned to the service area that either all, some or one Stop of the booking is part of. If a booking has stops in multiple service areas, the booking is being attributed to the service area of the first stop (that is in a service area).

When it comes to matching a booking to eligible drivers, drivers have to belong to the same service area as the booking in order to see the bookings. A driver automatically gets assigned to the service area they were last seen in.

Assigning by capability

A powerful and highly-configurable feature of MotionTools is Capabilities. They help businesses to offer, price and match various types of bookings (tasks, jobs) differently. While most information can be found on the corresponding article that fully described this feature, it is important to note that capabilities have an impact on whether certain booking are visible to certain drivers or not. This is true independently of the automatic matching methods explained below.

Details for scheduling mode "instant"

The list of instant bookings or tours is curated by service area and all drivers that are online in the corresponding service area can see and acept requests, if the driver supports the requested Capability. It is sorted chronologically by default with the most recent bookings listed at the bottom. Optionally, the list can be sorted by distance with the closest booking shown first.


When to use this option?

When available drivers are always at the (same) pickup location, it is usually preferred to show all available bookings to all eligible drivers and let them start any of them. A typical use case is quick commerce operated from dark stores — bookings are always urgent and should be processed ASAP, and it does not matter which driver takes which request.


Details for scheduling mode "scheduled"

This mode is best to be used, if bookings or tours are planned for later in the same day or even a few days ahead.

Such schedules have to be created according to the Scheduling configuration and tenants have an option to make sure that they have to be scheduled a certain time in advance. Even if requests are scheduled, they can be visible to drivers immediately. Unless Tenants make use of the 'manual dispatch' feature, which means that new bookings or tours have to be manually dispatched after creation to be made visible to drivers.

Drivers have to claim scheduled bookings or tours via the 'Scheduled' tab in the driver app. Once the driver claimed them, the requests are not visible to other drivers anymore.

If a driver does not start a claimed booking or tour 'in time', it then falls back to being an instant request to find the best possible replacement driver automatically. The details of this fallback mechanism can be configured in the Dashboard via the scheduling configuration.



When to use this option?

This can be very helpful when working with drivers who:

  • Want to plan their day upfront.
  • When it is very important to ensure that enough supply will be available.
  • When simply the type of operations allows or demands bookings and tours to be 'planned ahead'.



MotionTools offers a specific mode for instant bookings, which is optimized for taxi and ride-hailing operations. The optimization goal is find the right driver quickly and make sure the car actually also will be there quickly. So it's balancing the proximity of the driver to the desired pickup location with the response time of the first driver actually accepting the request. 

The algorithm works like this:

  • Proximity based: The closest available driver gets the request first.
  • Distribution wait time: The requests stay exclusively with this driver for a certain time and afterwards will be sent to the next best driver additionally.
  • Search radius cap: Only drivers in a certain radius around the pickup stop are requested, to ensure that unreasonable pickups are not being requested from drivers.

When instant bookings are sent to drivers, the phone vibrates and rings until the request is accepted or denied. As soon as one driver accepts the request, it will be taken away from everyone else.



When to use this option?

This mechanism comes mainly from ride-hailing operations, where a Customer is usually waiting somewhere for a driver to arrive and expects immediate pickup. It also acknowledges that the system is free-floating in the scene, that many drivers are constantly changing their locations and getting requests from anywhere in the service area (e.g. it is unclear when and where these requests are coming in). If you do not have a lot of fixed locations and have many constantly moving drivers, this option might be the best option to go with.


Alternatives to auto-assigning

Besides these auto-assigning feature, MotionTools also offers a wide variety of manual assigning options. These options can be used in the MotionTools Dashboard or even via API. This means that custom logic can be build utilizing these manual assigning features. Which actually automates manual processes based on custom rules. 


Basic features are:

  1. Manually assigning a specific driver
  2. Manually settings one our multiple preferred drivers to limit the visibility to certain drivers
  3. Manually setting one or multiple organizations, which limits not only the visibility towards drivers, but also ensures that dispatchers (org mangers) of suppliers can do the assigning to their own workforce
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