Welcome to LimoTransfer.com.au tutorial. This tutorial is divided in steps.
Step 1 Free Trail Signup.
Please fill the form available at http://limotransfer.com.au/?pg=signup, and please be careful in filling up the folder name field that would become your own private area. For example my business name is Chauffeur Cars, then I may take the foldername chauffeurcars and that way my private area would become www.limotransfer.com.au/chauffeurcars.
Step 2 Your first login
Once you have completed step 1, you should receive an email with your login details and the address to your private area.
Once you have typed your private area address on the web browser, you should see the login form. Please enter your email address and your password to login. You will login as MEMBER when login for the first time.
Step 3 Getting Familiar with Navigation
Once logged in you should see the screen like this
This is a grid view of all the current and future bookings. As there is no bookings entered as yet, you would see the Booking Current (Grid) Empty. Please feel free here to navigate around the software to get a bit more familiar.
You need to create a customer first to make any new bookings.
Step 4 Create a new customer
Click on the customers tab, and click on Add new record in the bottom right hand corner of the customer table. You would see the following form.
Customer Name : Name of your customer. If the customer is a business type of customer, it would be the business name or if the customer is an individual customer, it would be the name of the individual.
Customer Type: Business/Individual/Others. A business customer usually have regular or casual travellers however, that business pays for all such trips. Individual customers are usually who travel on non-regular basis.
Payment Type: Collect/Charge CC/Invoice. If you collect payments during or after the trip from this customer, select collect, if you usually have their Credit Card Numbers and charge them after every or few trips, select Charge CC or if you send invoice to this customer on weekly or monthly basis, then select invoice.
Frequency : Invoice Frequency in days
Invoice Surcharge : If you charge a surcharge for invoicing or services that needs to be included in the invoice automatically, then select that percentage. For instance, when we charge a customer a fare of $70.00 and it appears in their statement as $77.70, that means there was a 11% surcharge. So select the surcharge accordingly.
Step 5 Create Contact and Addresses
Once you have created a customer, your customer table will look like following.
Moving forward, to create a new contact, click on the icon.
On click the window would look like following.
Click on the first Add new record from the bottom right and the following form will appear.
Contact Type : All/Billing/Booking/Pax Only. If this looks after billings of ABC Investment group, then select billing. If this contact looks after the booking of ABC Investment Group, select Bookings. If this contact looks after Both billing and booking, select All. Or if this contact is only a passenger, the select pax only. Rest all the fields are self explanatory. Once the contact is created your screen would look like below.
Now we need to add an address for this contact. Click on the icon and follow the same procedures as above to fill an address for this contact. Please ensure that you have given a LABEL to the address you have created.
STEP 6 Making a new Booking
Click on the tab Make Booking and you should see the booking form like the following.
In booking step 1, we need to select the customer and passenger. Go ahead and select your customer and passenger. Once selected you would see the Pax Name, Pax Ph 1, Pax Ph 2 and Pax Email gets populated. Also Pref (Public) and Pref (Private), that are
non-editable fields, are populated too if you have earlier entered the preferences for this passenger under add likes and dislikes in the customer table. If this job is offloaded to any driver, then the Pref(Public) is displayed to the driver and the Pref(Private) is only for the eyes of the admin and staff.
Creating a new passenger or contact is easy. After selecting the customer name, leave the pax name field blank and just manually enter the Pax Name, Phone and Email fields. On submission of booking, these new pax details will be stored against the selected customer.
Under Step 2, select the booking type (One Way/Return/Hourly/Wedding/Tours). If you select Return, return pickup date and time fields would pop up along with return addresses. Under hourly/wedding booking, you may want to put number of hours the booking is required for. Under tours just select the appropriate tour from the list or create new tour under settings menu. Car type and extras are self explanatory and if the details are changed here for example toddler seat is changed to 1, then this would appear in bold in your booking table. If the job needs to be given a purchase order number or Invoice Reference Number for invoicing purposes then you can put then in step 2. You can also add notes for this job in this step.
Under Step 3, you either enter the addresses manually or select them from the saved addresses or saved Points of Interest. You can add/delete Point of Interest from settings->Point of Interests. If the entered address is a new address for the selected passenger then this new address automatically gets stored against the addresses for the selected passenger and will show up when you are making next booking for this passenger. To select either the pickup or destination address from saved addresses of POI click on PK or Dest as per need.
Under Step 4, you can add base fare for the job manually or if you click on , you would see three tables as below.
The first table shows what this customer has paid earlier for the similar type of trip. If there is no historical data, then next time if you are making similar booking for this customer, you would see the fare entered this time would appear what this customer paid during this trip. The second table shows what other customers might have paid for a similar trip, so you can compare and take your decision. The third table gives you an estimated fare based on kms and travel time. The settings for this estimated fare can be changed from settings->estimated fare. So basically you have 3 guidelines to take a decision what fare to charge this customer for this job that is really handy.
Finally under Step 5, you may wish to put the source of booking and also who made this booking so in future if you need to track back you can do so.
Once you have made this booking, you need to view the booking and the best way to do it is to click on the home button and then go to the Bkg Current (Table). When you click on home button, that would refresh the page and not submit the form values again.
Step 6 View and Edit Bookings
if we click on Bkg Current( Table), we should be able to see the bookings we have made. If the bookings are made by your customer, then you would see their status being NOT-CONFIRMED in red. If the booking is made by you then you would see the booking status being CONFIRMED.
Here you can either change the status of the booking to either cancelled or done. By doing so, the booking will be moved from this table to Bkg-cancelled or Bkg-Done Table. To do this just select the bookings that you need to change the status and select the new status for the booking.
You can edit the booking by clicking the edit option .
You can make clones for this booking by clicking the clone option that we will discuss in Step 7 in details.