Adding a Corporate Account

To add a Corporate Customer Account:

1. In 365 Management, go to Accounts > Customer Accounts.
2. Click the +Add button.
   

3. Enter the required details (marked with an asterisk *) in each tab.

Details Tab

The Details Tab where you input information about the customer such as name, company address, contact, email, telephone, etc.

• Display Name: Enter an appropriate name of the Company, Organisation or Department so you can search on this to find your accounts quicker.
• Account Code: Input a unique code for identifying this account.
• Taxi Company: (Only available in multi-company systems) Use the dropdown menu to select which system taxi company this account is active on.
• Suspended: Toggle on to suspend this account and provide a suspension reason in the input box.

Toggle the setting off to unsuspend the account.

• Active History: Click the button to view the Active History of the account, which includes details such as when the account was created, suspended, closed, by which user and the time and date of the change.

• Client Company Name: Enter the client's registered company name.

• Address: Enter the address details of the client company, including town, county and postcode.
• Telephone: Enter the telephone umber of the client's company.

• Contact Name: Enter the contact name of the client company.
• Fax: Provide a fax number of the client company.
• Emails: Enter any emails for the client company (invoices are sent to the emails added here). Use a comma  ', ' or a semi-colon ' ; ' to separate multiple addresses.
• Website: Enter the client company's website URL.

• Mandatory Booking Fields: Select any fields here that must be added when making a booking for this account. You can select the order in which they appear and text if a prompt is required. Use the +Add button to add as many fields as necessary.

• Passwords: Add custom passwords that must be quoted by a customer when booking using this account. Use the +Add button to add a password and provide a reference.

• Round Up To Nearest: Set the nearest decimal place to round the surcharge up to (for example setting to 0.5 would result in a surcharge of £3.35 rounding up to £3.50).
• Variable Tariffs Only: Enable to only apply the surcharge to variable tariffs.

• Surcharge (Cost): Configure settings here to apply a surcharge on top of an account booking cost.
• Surcharge Type: Choose whether to use a surcharge for price and specify if the surcharge uses the global setting in Accounts > Account Settings > Customers - Corporate > Tariff > Surcharge (Price) > Surcharge Type; is a fixed monetary amount; a percentage of the job price or a custom value configured with Surcharge Bands.
• Surcharge Value: Enter the value of the surcharge (not available if the Surcharge Type is set to Custom).
• Surcharge Bands: (Only available if the Surcharge Type is set to Custom) Use the button to add surcharge banding.
  

General Tab

Configure general settings for the customer accounts, including cab exchange options.

• Auto Exchange Enabled: Enable to automatically exchange account jobs for this customer between your sys
  tems. You can configure the global setting in Booking > Booking Source > Cab Exchange > Settings > Exchange > Auto Exchange Enabled. (Please note this is an advanced setting and you should not change it without contacting a member of our support team first).

• Comment For Account Users: Enter a custom message that appears when adding a new job to the Job Processor.
• Comment For Booking Users: Enter a custom message that shows to the operator when making a booking for this account on Booking & Dispatch.
• Comment Show On Invoices: Enter a custom message that appears on the account customer's invoice.
• Comment For Driver: Enter a custom message that appears to drivers in the job information on Driver Companion.

• Auto Priority: If required, set a custom priority for bookings from this account to override the default booking priorities.
• Passcode Failure Mode: Select the mode of what happens at the end of a booking if the account customer provides an incorrect booking passcode.

• Passenger Notifications: Configure settings for how this account's passenger's can receive notifications about their booking/journey.
  • Use Custom Textback Template: Toggle on to use a custom textback template for bookings on this account allowing you to use different templates on a per account customer basis.
    • Textback Template: ('Use Custom Textback Template' must be toggled on) Click the dropdown menu to select a template from the list. You can create custom templates for your textback service in Passengers > Passenger Communication > Textback > Templates. If this setting is toggled off, then the system automatically uses your default template set in Textback - Templates.
  • Use Custom Email Template: Toggle on to use a custom email template for bookings on this account allowing you to use different email templates on a per account customer basis.
    • Email Template: ('Use Custom Email Template' must be toggled on) Click the dropdown menu to select a template from the list. You can create custom templates for your email service in Passengers > Passenger Communication > Email. If this setting is toggled off, then the system automatically uses your default template set in Email.

• • Enable Callback: Toggle to enable callback for bookings on this account. 
  • Disable Ringback: Toggle on to disable ringback on bookings from this customer account. You cannot configure 'Interactive Confirm Booking Prompt' or 'Interactive Cancel Booking Prompt' with this setting toggled on as ringback is disabled.
  • Interactive Confirm Booking Prompt: Enable to allow customers to press '1' when a ringback occurs to confirm their booking which informs the driver via message on their Driver Companion device.
  • Interactive Cancel Booking Prompt: Enable to allow customers to press '2' when a ringback occurs to cancel their booking, which informs the driver via message on their Driver Companion device.

• Cab Exchange Options: Configure the following settings to allow account customers to make bookings via Cab Exchange.
  • Enable Identifier: Toggle on this setting to generate a unique ID that an account customer can use to link their customer account to their E-Booker and Passenger App.
  • Identifier: This is the unique identifier you need to add to your E-Booker and App accounts so customers can make account bookings on them.
    
    Important: Clicking the Refresh () button generates a new identifier. If you save your customer account after pressing you then have to update your E-Booker and Passenger App accounts with the new value. If you do not update, your customers cannot make account bookings on these platforms until the updated value is added.
  • Email Identifier: Select and input a valid email address to send a copy of the Identifier to that address.
  • Mode: Select which mode to use for cab exchange on this account:
    • Disabled: Disables the use of Cab Exchange for this customer account.
    • Integrated with Purse: Integrates your Cab Exchange Identifier with Purse accounts users of this customer account to make bookings via E-booker.
    • NOT Integrated with Purse: Integrates your Cab Exchange Identifier but NOT with Purse accounts.
    • Corporate Accounts Portal: Integrate your Cab Exchange identifier with Corporate Accounts Portal (CAP) so account linked customer accounts can make bookings via E-Booker.
  • Agent ID: Enter the customer's company ID and append it with a 3 (E.g. 30123) to allow the account customer to make account bookings via Cab Exchange.

• • Contract Reference: Enter the Cab Exchange agent reference to allow the account customer to make bookings via the Cab Exchange. Please note the Cab Exchange agent supplies this reference.
  • Accept Set Prices: If enabled, allows other vendors to send bookings with their own pricing attached when an account booking is made. If Accept Set Prices is Off and an account booking is made via Cab Exchange, the set price from CX is not used and the system calculates the price based on tariffs.
    • Use global setting: Uses the global setting in Booking > Booking Source > Cab Exchange > Prices > Accept Set Prices.
    • On: Enable to allow set prices for account bookings made through cab exchange.
    • Off: Disables the use of set prices and the system calculates the price based on tariffs for an account booking made through CX.
  • iGo VAT Mode: Select a VAT mode for your iGo accounts from the dropdown menu. See How To Set Up iGo VAT Mode for further information on this setting.

• Optimised Dispatch: Use the following settings to configure the priority of bookings placed by an account customer.
  • Optimised Dispatch Enabled: Toggle on to enable optimised dispatch and display additional settings.
  • Optimised Dispatch Capacity Threshold: Set the percentage capacity threshold, which will automatically switch off "Optimised Dispatch" for this customer account once reached.
    
    Note: This can only be set in increments of 10%.
  • Optimised Dispatch Priority Limit: Set the highest priority the booking can be increased to (e.g. 1-9).
  • Optimised Dispatch Time Limit: Set the time limit for increasing the booking priority (e.g. after 2 minutes, the priority will be increased by 1 increment).
    

To create the customer account, select Save. Your new customer account then appears in the list.

From here you can edit and deactivate existing customer accounts or create new accounts.

Job Processing

Configure any required settings in this tab which control how jobs from this account customer are processed.

• Contract Number: Input the Account Customer or Company's contract number, typically shown on invoices.
• Invoice Template: Use the dropdown menu to select which template to use for account invoices. Please note that you can only modify your invoice template within Ghost Windows via the Template Editor.
• Export Invoice: Use the dropdown menu to select which template to use when exporting invoices.

• Invoice Email Body: Enter custom text that is shown in the email body when sending an invoice.
• Invoice Header: Enter custom text that is shown in the email header when sending an invoice.
• Invoice Footer: Enter custom text that is shown in the email footer when sending an invoice.

• Print Invoice: Select whether invoices for this account are automatically printed. If using the global setting, this is set in Management > Accounts > Account Settings > Customers - Corporate > Job Processing.
• Email Invoice: Select whether the system automatically sends an email to the customer when generating an invoice. If using the global setting, this is set in Management > Accounts > Account Settings > Customers - Corporate > Job Processing.
• Invoice Frequency: Select how often an invoice is sent when bulk sending invoices.

• Invoice Format: Select whether to use the Default or Advanced format for your invoice. Your chosen option changes the look of your invoice. This overrides your option chosen for Invoice Template. Please note that you can only modify your invoice template, whether Default or Advanced, within Ghost Windows via the Template Editor.

• Include Export In Email: When an export of a customer's invoice is generated, select whether to include this in the email when creating an invoice.
• Upload Invoice: Enable to upload a copy of your invoices to the file system.

• Invoice Summary Sort By: Select how the system sorts the invoice summary records (for example, sorting by company name) when generating an invoice summary print-out.

• Reference: Input a reference in the text field for customers who may require a reference to appear on their invoice.

• Job Group Mode Sort By: Select how the system sorts jobs on an invoice.
• Job Group Mode: Select how jobs are grouped on an invoice.

• Master Account: Toggle on to designate the customer account as a Master Account. Master Accounts can have Sub-Accounts associated to them and a different Master Invoice Template. 
• Sub-Accounts: Use the dropdown menu to select which sub-accounts to link to the main account.
• Master Invoice Template: Use the dropdown menu to select which Invoice template to use when sending invoices from the Master Account.

• Service Charge Tax Rate: Apply any service charge tax rates that are required from the dropdown menu. You can create service charge tax rates in Management > Accounts > Account Settings > Tax Rates.

• Auto Approve Recipe: Select which mode the Account uses to automatically approve jobs. If set to 'Use Global', the account uses the setting set in Processor Assistant > Auto-approving Dockets > Auto Approve Jobs > Account.
• If set to 'Custom', then you can customise and configure the method how this particular Kickback Account auto-approves jobs.

• Custom Auto Approve Recipe Method: Select which method the system uses for auto-approving recipes linked to this account.
  • All: All jobs from this account are automatically approved.
  • None: No jobs from this account are automatically approved and must be manually approved.
  • Use Recipe: Use the dropdown menu to select an Auto Approve Recipe that the Account uses to automatically approve any jobs that meet the criteria specified.
• Custom Auto Approve Recipe: Select an Auto Approve Recipe that this Corporate/Kickback account uses to automatically approve any jobs that meet the criteria specified. You can create Auto Approve Recipes in the Processor Assistant.
• Invoice Payment Method: Use the dropdown menu to select the default payment method for paying invoices, e.g. BACS, Direct Debit, Cheque.
  

Tariffs Tab

In this section, you can configure how the system calculates tariffs, surcharging and other pricing settings for the account customer.

• Display Price/Cost On Booking Screen Mode: Select whether the price and/or cost is shown on the booking screen for bookings on this Kickback Account.
• Use Master Account Pricing Modes: Enable if this is a sub-account to inherit the options set for 'Variable Tariff Mode', 'Fixed Tariff Mode', 'Variable Tariffs' and 'Fixed Tariffs' from the Master Account.

If 'Use Master Account Pricing Modes' is enabled, you cannot modify the following settings (only configurable from the Master Account):

• Variable Tariff Mode: Use this setting to configure the mode used for variable tariffs for your customer account:
  • Use Default Cash & Account Tariffs: Select so this customer account only uses the Default Cash & Account rate for variable tariffs.
  • Use Selected Tariffs Only: Select so only tariffs specified in the 'Variable Tariff' setting below are used when calculating variable tariffs rates.
  • Use Both Default and Selected Tariffs: Select to use both the default cash and account rates and any variable tariffs specified in the 'Variable Tariffs' setting below.
• Fixed Tariff Mode: Use this setting to configure the mode used for fixed tariffs for your customer account:
  • Use Default Cash & Account Tariffs: Select so this customer account only uses the Default Cash & Account rate for fixed tariffs.
  • Use Selected Tariffs Only: Select so only tariffs specified in the 'Fixed Tariff' setting below are used when calculating fixed tariffs rates.
  • Use Both Default And Selected Tariffs: Select to use both the default cash and account rates and any variable tariffs specified in the 'Fixed Tariffs' setting below.
• Variable Tariffs: If you have selected 'Use Selected Tariffs Only' or 'Use Both Default And Selected Tariffs' for the Variable Tariff Mode setting above, use the dropdown here to specify which variable tariffs the customer account should use.
• Fixed Tariffs: If you have selected 'Use Selected Tariffs Only' or 'Use Both Default And Selected Tariffs' for the Fixed Tariff Mode setting above, use the dropdown here to specify which fixed tariffs the customer account should use.

• Auto Price/Cost Recalculation On Shout Mode: Use the dropdown menu to select if bookings for this account are automatically recalculated when in shout mode and whether this uses extra input such as distance, waiting time, extras etc.
• Variable Priced Fixed (Excluding As Directed): Enable to fix the variable price for any jobs that are not 'as directed' booked through this account and charge that amount.
• Override Force Shout For Fixed Tariffs: Enable to allow the clearing of jobs without a driver shout if the fixed price quoted at the beginning of the job matches the end price.
• Waiting Time Minutes Free: Enter a value of the amount of waiting per job this account customer can accumulate before applying waiting time charges.

• Kickback Fee: Use the dropdown menu to select a kickback fee template to apply to bookings for this account.
• Kickback Fee Commission: Enter a value of commission to charge on top of the kickback fee.

• Gratuity Surcharge Mode: Select whether gratuity is charged on top of any surcharges or separately.
• Gratuity Setting Type: Choose the gratuity type.
• Gratuity Setting Value: Enter the gratuity value.

• Apply Surcharge Mode: Select whether to apply surcharges when placing a booking or upon completion.

• Surcharge (Price): Configure settings here to apply a surcharge on top of an account booking price.
• Surcharge Type: Choose whether to use a surcharge for price and specify if the surcharge uses the global setting in Accounts > Account Settings > Customers - Corporate > Tariff > Surcharge (Price) > Surcharge Type; is a fixed monetary amount; a percentage of the job price or a custom value configured with Surcharge Bands.
• Surcharge Value: Enter the value of the surcharge (not available if the Surcharge Type is set to Custom).
• Surcharge Bands: (Only available if the Surcharge Type is set to Custom) Use the button to add surcharge banding:
  

• Round Up To Nearest: Set the nearest decimal place to round the surcharge up to (for example setting to 0.5 would result in a surcharge of £3.35 rounding up to £3.50).
• Variable Tariffs Only: Enable to only apply the surcharge to variable tariffs.

• Surcharge (Cost): Configure settings here to apply a surcharge on top of an account booking cost.
• Surcharge Type: Choose whether to use a surcharge for price and specify if the surcharge uses the global setting in Accounts > Account Settings > Customers - Corporate > Tariff > Surcharge (Price) > Surcharge Type; is a fixed monetary amount; a percentage of the job price or a custom value configured with Surcharge Bands.
• Surcharge Value: Enter the value of the surcharge (not available if the Surcharge Type is set to Custom).
• Surcharge Bands: (Only available if the Surcharge Type is set to Custom) Use the button to add surcharge banding.
  
• Round Up To Nearest: Set the nearest decimal place to round the surcharge up to (for example setting to 0.5 would result in a surcharge of £3.35 rounding up to £3.50).
• Variable Tariffs Only: Enable to only apply the surcharge to variable tariffs.
  

General Tab