Efficiency and organization matter in every aspect of your operation, whether you are managing a handful of reservations each week or coordinating hundreds of travelers. One feature that often goes underutilized in Limo Anywhere is Occasions. While it may seem like a small data point, using Occasions consistently can unlock stronger reporting, better insights, and more targeted marketing opportunities over time.

Occasions vs. Groups vs. Sources vs. Service Types

Limo Anywhere provides multiple ways to categorize and organize reservations. While these tools may feel interchangeable, each one serves a different purpose.

• Sources: How the booking came to you
  Examples: Website, Google Ads, Hotel Concierge, Referral Partner
• Occasions: Why the client is traveling
  Examples: Wedding, Prom, Birthday, Holiday Party
• Groups: Which reservations belong together
  Examples: Maximoff Family Reunion 2026, S.H.I.E.L.D. Regional Meeting Q1 2026
• Service Types: How the reservation is priced and operationally handled
  Examples: Airport Transfer, Hourly Charter, Night on the Town

One of the key differences between Service Types and Occasions is that Service Types are operational, while Occasions are informational.

If a type of trip requires different pricing rules, minimums, or billing logic, that distinction belongs in a Service Type. If the trip behaves the same operationally but you still want to track the reason for it, that is where an Occasion comes in.

For example, you might not receive enough Bachelor or Bachelorette Party bookings to justify creating a separate Service Type. Instead, those trips might all fall under a broader Service Type like “Night on the Town,” while the Occasion captures the specific reason for the outing.

Examples of Occasions

Occasions capture the reason a client is booking transportation. They are broad, reusable categories that describe the type of event or milestone being celebrated.

Common examples include:

• Wedding
• Prom
• Birthday
• Anniversary
• Holiday Party
• Concert
• Sporting Event

Occasions give you more meaningful insight into your bookings. Rather than focusing only on dates, vehicles, and revenue, you can start identifying patterns in the types of events you serve most often, how those bookings shift seasonally, and which trips tend to generate higher revenue.

Adding An Occasion

Limo Anywhere does not include pre-populated Occasions, which allows you to customize them based on how your clients book and the services you prioritize.

1. Click the “My Office” icon in the navigation bar.
2. Navigate to the “List Management” tab.
3. Select “Occasions” from the left-hand menu.
4. Click “Add New Occasion” in the top right corner.
5. Enter the Occasion Name and a short description.
6. Set the status drop-down to “Active.”
7. Click “Create” to save.

Try to keep your Occasion list intentional. Too many overlapping or overly specific options can make reporting more difficult later.

Editing or Deactivating an Occasion

1. Click the hyperlink for “Occasion Name” or “Occasion Description”.
2. Make the desired changes.
3. Click “Update” to save.

If an Occasion is no longer relevant, you can deactivate it.

NOTE: Deleting an Occasion removes your ability to report on it historically. If you want to preserve past data while preventing future use, set the status to “Inactive” instead of deleting it.

Using Occasions in Reporting and Analytics

Occasions become most useful when paired with reporting.

Several Limo Anywhere reports allow you to filter by Occasion, helping you analyze performance by event type instead of just by date or vehicle.

Sales Revenue Report

Occasions become most useful when paired with reporting.

Several Limo Anywhere reports allow you to filter by Occasion, helping you analyze performance by event type instead of just by date or vehicle.

• Total revenue
• Number of trips
• Total hours
• Average rate per trip

You can combine Occasion filters with others like vehicle type, chauffeur, specific vehicle, or cancellation status to get more detailed insights.

If you export this report in MS Excel format, it will also include passenger email addresses. This can be useful for targeted marketing, such as following up with past holiday party clients or reminding families about prom season.

Reservation Manifest

Occasions are also useful for operational planning.

For large or recurring events, you can generate a Reservation Manifest filtered by Occasion. This allows you to see all upcoming trips tied to that category within a specific timeframe.

For example, you might generate a manifest for all wedding-related trips during a busy weekend, or all airport transportation related to a major conference.

If you have questions about setting up Occasions or want help reviewing how they are being used in your system, the Limo Anywhere Support team can assist. Support is available from 7 AM to 7 PM CT and can be reached by phone at 972-701-8887 ext. 2 or by email at Support@LimoAnywhere.com.

Tell us how you are using Occasions in your own operation and share any tips or tricks you have picked up along the way. Join the conversation with other Limo Anywhere users on Facebook.

The post Understanding and Configuring Occasions in Limo Anywhere appeared first on Limo Anywhere.

Here’s how to set your new hires up for success with practical, system-focused training that helps them feel confident and competent from day one.

1. Start with Role-Based Priorities

Not every employee needs to know everything about Limo Anywhere—at least not right away. Tailor your training to the specific role:

• CSRs should focus on reservation entry, quoting, client accounts, and basic trip editing
• Dispatchers should master the Dispatch Grid, driver assignments, and trip monitoring
• Accounting staff should learn settlements, receivables, and invoicing
• Chauffeurs (if using DriverAnywhere) need basic mobile status flow and notes comprehension

Start with the essentials for their role, then layer on advanced features as they gain confidence.

New Reservation Entry Screen in Limo Anywhere:
This is one of the most important screens new CSRs or dispatchers will use. Training should focus on correctly entering key fields like Passenger Info, Service Type, Occasion, Trip Notes, and Pickup/Drop-off Details. Use a sandbox environment or a test client to allow for hands-on practice without affecting live reservations.

2. Create a Safe Practice Environment

Use test clients, vehicles, and “dummy” reservations to allow new hires to:

• Enter and edit reservations
• Practice updating statuses
• Test out settlements and invoices (without affecting live data)

This reduces fear of making mistakes and gives your team real-world familiarity before they go live.

3. Use Checklists to Standardize Training

Build internal training checklists for each role that outline:

• Which modules to review (Reservations, Dispatch, Settle, Receivables, etc.)
• What settings or preferences are critical
• What workflows are expected (e.g., “how we quote airport transfers” or “how we settle retail vs invoice trips”)

Bonus tip: include links to specific Limo Anywhere Knowledge Base articles or videos, and check them off as the new hire progresses.

4. Document Your Internal SOPs

Limo Anywhere is highly customizable—so your workflow may differ from another operator’s. That’s why it’s important to document your internal best practices:

• What notes go in the “Trip Notes” field?
• Which Service Types do we use for special packages?
• Who is responsible for marking a trip as Settled?

Keep a Google Doc or PDF with screenshots and step-by-step instructions unique to your business. Update it as you evolve.

5. Shadowing & Real-Time Coaching

Once the basics are in place, pair new hires with experienced team members:

• Let them shadow live reservation calls, dispatch shifts, or billing reviews
• Review a completed trip history together to see how data flows from booking to billing
• Encourage questions and provide real-time feedback on common errors

People learn best by doing—but even better by doing with support.

6. Reinforce with Ongoing Training

Don’t treat training as a one-time event. Set aside time for:

• Recap or follow-up sessions a few weeks after onboarding
• System update reviews (when Limo Anywhere releases new features)
• Refresher training for seasoned staff who may be out of sync with updated procedures

This ensures knowledge stays fresh and helps catch inconsistencies before they create issues for clients.

Final Thought:

Effective onboarding isn’t about overwhelming your new team member—it’s about building confidence through clarity. With a structured approach, hands-on practice, and clearly documented processes, your staff can thrive in Limo Anywhere and contribute to a smoother operation.

The post Best Practices Series: Training New Team Members Effectively in Limo Anywhere appeared first on Limo Anywhere.

What’s New?

We’ve introduced a new setting that allows you to display your full Terms and Conditions in a scrollable container directly within the ORES booking widget. Before a passenger can complete a booking, they must check an “Accept” checkbox to confirm they’ve read and agreed to your terms.

If the checkbox is left unchecked, it will be highlighted in red when the user clicks “Book Now,” preventing the booking from proceeding until it’s acknowledged.

What Changed (And Why It Matters)

Previously, ORES allowed you to link to your Terms and Conditions, but passengers weren’t required to view them. There was no way to confirm whether the person booking had seen the terms, and that created a weak point in the case of disputes and chargebacks.
Now, this new pattern ensures:

• Passengers must view and accept your terms before booking
• There’s a recordable user action confirming acknowledgment
• You gain a stronger position in chargeback disputes

In essence, this new step helps demonstrate intent and agreement — two critical elements that increase your chances of winning payment disputes.

How to Enable It

You can enable the feature in just a few clicks:

Navigate to:
My Office > Company Settings > Online Reservations > ORES & Mobile
Then, turn on the setting for the scrollable Terms and Conditions box, and save.

Note: This feature requires that Terms and Conditions are already assigned to your ORES account. Most operators already have this in place.

Here’s a visual walkthrough:

Step 1: Go to ORES Settings

Step 2: Enable the scroll box feature

Step 3: What passengers will see

Final Thought

While simple, this feature significantly upgrades both your user experience and business protection. In today’s environment, showing that a customer actively accepted your terms can make all the difference when it comes to resolving disputes or chargebacks.

Need help implementing it? We’re here for you.
support@limoanywhere.com
888-888-0302

The post New Feature Release: Scrollable Terms & Conditions in ORES appeared first on Limo Anywhere.

Not using LQC yet? See how operators capture UTMs on every lead, connect offline conversions to Google Ads, map quote totals into Limo Anywhere reservations, and automate pricing logic to protect margins.

What you’ll achieve with Lead Quote Close

• Quote faster, book more: Auto-quote with guardrails, dynamic pricing, and availability-aware rules.
• Eliminate re-entry: Map quoted totals into fixed reservation fields in Limo Anywhere—no double work.
• Measure true ROI: Capture campaign UTMs on leads and connect offline conversions to Google Ads for optimization.
• Protect margins automatically: Time-of-day fees, zone surcharges, low-inventory uplift, and event/holiday rules.
• Stay in control: Block quotes you can’t (or don’t want to) fulfill and reflect maintenance downtime instantly.

automate critical sales tasks and efficiently convert leads into bookings.

EXPLORE Lead Quote Close (LQC)

The Five Deep Dives (start here)

1) Setting Up Rate Mapping Between Lead Quote Close and Limo Anywhere

Prevent downstream clean-up and billing errors by tying every quoted amount to the right LA fields.
Key takeaways

• Map only to fixed fields (base/flat, wait time, cleanup, discounts). Avoid percentage/multiplier fields (e.g., gratuity, per-hour).
• For hourly work, map hours to a base/fixed field.
• Treat discounts as negative-value items and map them to a discount field.
• Create any missing rates first in My Office → Rate Management, then refresh the mapping list.
• Make critical lines visible when zero so CSRs can edit post-trip.
• Save and test with a sample quote.
  Read: https://www.limoanywhere.com/2025/08/12/setting-up-rate-mapping-between-lead-quote-close-and-limo-anywhere/

2) Utilizing the Right Custom Lead Forms for Your Business Needs

Match the form to the service and placement (homepage banner, weddings, transfers, charter, etc.) to increase completion and data quality.
Highlights

• Form options include Short, Micro, Bootstrap, Party, Horizontal, Center, Transfer, Charter, Extras, Personal, Contact.
• Configure branding, CSS, min/max dates, price display, promo/agent attribution, and account routing.
• Use “Lead Form Configuration Used” in Selection Factors to tailor pricing or promos by form/campaign.
• Note: Excursion is intended for internal use only (not client-facing).
  Read: https://www.limoanywhere.com/2025/08/07/utilizing-the-right-custom-lead-forms-for-your-business-needs/

3) Managing Auto-Quote Blocking & Vehicle Availability in Lead Quote Close

Ensure the system only quotes what you can deliver—and when you want to deliver it.
Highlights

• Create blackout policies by zone, service type, vehicle category, lead time, request channel, and more.
• After creating a policy, mark it Active and click Save Changes for it to take effect.
• Mark specific vehicles unavailable (maintenance, detailing, warranty work) so quotes reflect current capacity.
  Read: https://www.limoanywhere.com/2025/07/30/managing-auto-quote-blocking-and-vehicle-availability-in-lead-quote-close/

4) Creating Dynamic Pricing with Selection Factors in Lead Quote Close

Automate margin protection and demand-based pricing—no more manual overrides.
Common plays

• Time of day: add an overnight/early-AM fee.
• Zone surcharges: apply when outside primary areas.
• Low inventory: e.g., fewer than two SUVs available → +15%.
• High-demand dates/events: holiday and concert rules.
• Booking source: online discount vs. manual booking fee; campaign-specific discounts via UTMs.
• Rate-sheet switching based on conditions.
  Read: https://www.limoanywhere.com/2025/07/25/creating-dynamic-pricing-with-selection-factors-in-lead-quote-close/

5) Configuring the Addons.LA Chrome Extension for Limo Anywhere

Give CSRs, dispatchers, and managers role-based access to critical Addons/LQC modules without leaving their screen.
Setup in Addons

• Addons → Resources → Employees → (gear) → Chrome Extension
• Generate/Copy token, select allowed features by role, then Update Chrome Extension Settings
  Install in Chrome
• Add from the Web Store → Extension options → enter Company Short Name (this may differ from your Limo Anywhere Company ID) and the token → Save
• Confirm status; new tabs appear in Quotes and Dispatch per your enabled features.
  Read: https://www.limoanywhere.com/2025/07/09/configuring-the-addons-la-chrome-extension-for-limo-anywhere/

Must-have setup references (bookmark these)

• Add the Lead Form to Your Website
  How the embed works (script/iFrame expander), Inner Element ID (must be an ID), Outer Selector (must be an ancestor), CSS options, and troubleshooting.
  https://kb.limoanywhere.com/docs/adding-lead-form-to-website/
• Validate Domain DNS (Addons)
  Add CNAME records so follow-ups and notifications are authenticated and reduce the chance of spam filtering (delivery is never guaranteed).
  https://kb.limoanywhere.com/docs/validate-domain-dns-addons/
• Google Ads Offline Conversion Setup
  Schedule HTTPS imports so Google Ads can optimize to real outcomes from LQC. Use the exact Google Offline Conversion Name from Lead Quote Close → Marketing → Analytics, and schedule the import daily (example: 4:00 AM).
  https://kb.limoanywhere.com/docs/ad-conversion-setup-for-google-ads-with-lead-quote-close/
• Setup Guide: https://onboarding.limoanywhere.com/lqc-signup  You must be an existing customer with LQC added to your account to access.

Quick-start checklist

1. Embed a form on your site
   • Copy the script from Lead Forms and place it on the page.
   • Set Inner Element ID and Outer Selector (ancestor).
   • Whitelist domains in Lead Quote → Settings → System settings → Whitelisted Hosts.
   • Test submit; confirm expansion/resizing via expander.php (avoid hand-built iFrames).
2. Validate email domain
   • Addons → Settings → Domains → Add New Domain → add records → Validate Domain (DNS can take up to ~48 hours).
3. Configure Selection Factors
   • Start with Time of Day, Zone surcharge, Booking method, and inventory-based rules; add holiday/event logic.
4. Set Auto-Quote Blocking
   • Create policies for service area, lead time, vehicle category, and request channel; add a customer-facing “blocked reason,” mark Active, and Save Changes.
5. Map rates to LA
   • Create missing rates in My Office → Rate Management.
   • Map to fixed fields only; for hourly map to a base/fixed field; set important lines visible when zero; treat discounts as negative-value items mapped to a discount field.
   • Save and test with a sample quote.
6. Turn on attribution & offline conversions
   • Confirm UTMs are captured via the embed/expander.
   • Configure Lead Quote Close → Marketing → Analytics and set a daily Google Ads HTTPS import (e.g., 4:00 AM).

KPIs to monitor weekly

• Lead → Quote rate (form completion & auto-quote success)
• Quote → Reservation conversion rate
• Average quote turnaround time
• % reservations with complete rate mapping
• Revenue & margin by source/campaign
• Blocked-quote count & reasons (tune rules vs. availability)

Common misconfigurations (and fixes)

• Pricing looks off → Manually quote a test lead and click the (?) breakdown; verify rate sheets & Selection Factors.
• Form reloads and never advances → Outer Selector isn’t an ancestor of the Inner Element.
• Form doesn’t resize / UTMs missing → Ensure the embed loads addons.la/…/expander.php; a hand-built iFrame will not resize or pass UTMs.
• Fields missing in the reservation → Revisit Rate Mapping; confirm you mapped to fixed fields and created missing rates.
• Emails landing in spam → Complete DNS validation and re-test.

Pro tips from our implementation team

• Use purpose-built forms (Transfer, Charter, Party) and campaign-specific configurations for cleaner analytics and higher intent.
• Keep post-trip edits simple by making key lines visible when zero.
• Maintain vehicle schedules so quotes always reflect true availability.
• Pair Auto-Quote Blocking with clear customer messaging to reduce drop-offs and calls.

Where to get help

• Support (7 AM–7 PM CT): 972-701-8887 x2 · support@limoanywhere.com
• Sales (for upgrades/add-ons): 972-701-8887 x1 · sales@limoanywhere.com

see how LQC streamlines quoting, protects margin, and proves marketing ROI:

EXPLORE Lead Quote Close (LQC)

The post Lead Quote Close Resource Hub: Faster Quotes, Clearer ROI, Higher Close Rates appeared first on Limo Anywhere.

Setting Up Miscellaneous Fees

1. Navigate to “My Office” in the top menu
2. Click on the “Rate Management” tab.
3. Select “System Rate Manager” from the left-hand menu.
4. Click the “Add New Rate” button.
5. Under the “Fixed Rate” tab, set the Rate Group to Miscellaneous.
6. Give the rate a clear name, such as “Holiday Bonus”, “Early/Late Shift Fee”, or “Clean Up Fee.”
7. Leave the Default Amt blank, you’ll define the fee amount and rules in the next step.
8. Click “Save.”

Once the rate is saved, apply rules through the Miscellaneous Fees section:

1. Select “Miscellaneous Fees” in the left-hand menu.
2. Click “Add New Fee.”
3. Choose the rate you just created under “Associate with Rate.”
4. Set the Type to Mandatory.
5. Optionally, apply the fee to a specific Service Type, Vehicle Type, or Airport Code.
6. Enter a name in the Miscellaneous Fee Name field.
7. Set the amount in the Miscellaneous Fee Amount field.
8. Choose the relevant date and time conditions for when the fee should apply.
9. Click “Save.”

Configuring Fees in Driver Payroll

To ensure your drivers are paid for these fees:

1. Navigate to “My Office”
2. Select the “Company Resources” tab.
3. Select the appropriate name from the list and click “EDIT DRIVER”
4. Go to the “Payroll Setup” tab.
5. Create a new pay schedule or edit an existing stored schedule.
6. Locate the new miscellaneous fee in the pay schedule.
7. Check the box next to the fee name and enter the percentage you’d like to pay out to the driver. You can choose to pay 100% of the fee or only a portion, depending on your preference.

NOTE: Each Vehicle Type in your system can have one pay schedule per driver. This means Driver A and Driver B can have different pay rates for the same Vehicle Type (for example, sedans), but each driver can only have one active pay schedule per Vehicle Type. If your new fee doesn’t appear in a driver’s pay schedule, you may need to delete and recreate the schedule to refresh the available line items.

Driver incentives don’t have to be complicated. With the right setup, Limo Anywhere allows you to automate extra compensation for the times your drivers go the extra mile, both literally and figuratively.

Need help or have a question? Contact our Support team at 888-888-0302 x2 or email Support@LimoAnywhere.com. Have a feature suggestion? Email us at ProductTeam@LimoAnywhere.com.

Learn More at https://kb.limoanywhere.com/docs/how-to-create-criteria-based-miscellaneous-fees/

The post Using Miscellaneous Fees to Boost Driver Earnings in Limo Anywhere appeared first on Limo Anywhere.

Keep Driver Anywhere Updated

One of the easiest ways to prevent technical hiccups is to make sure your chauffeurs are using the latest version of the Driver Anywhere app. Updates often include important improvements to performance and functionality.

It’s a good idea to remind chauffeurs during onboarding, and periodically throughout the year, to check for app updates. A quick update today can prevent unnecessary headaches tomorrow.

If a chauffeur experiences issues accessing trips or receiving updates, a few quick troubleshooting steps can often resolve it:

• Clear the app cache (Android) or offload and reinstall the app (Apple).
• Reset the chauffeur’s Driver Anywhere password in your Limo Anywhere system.
• Confirm there are no duplicate Driver usernames in your system, as duplicates can cause login or trip assignment issues.

Use Scheduled Messaging to Support Your Chauffeurs

Scheduled Messaging in Limo Anywhere isn’t just a tool for keeping your clients informed; it’s also a powerful way to help your chauffeurs succeed.

By setting up messages at certain times prior to a trip, you can deliver important updates to chauffeurs several hours before the scheduled pickup time. These messages can include:

• Pickup time reminders
• Assigned vehicle information
• Key trip notes (such as client requests for amenities, wardrobe expectations, or other special considerations)

This allows chauffeurs to review critical trip details ahead of time without needing to manually check their schedules throughout the day.

You can also enhance these communications by pulling details from the Notes section found with your Fleet. For example:

• Video links with vehicle-specific instructions
• Notes about specialty features, such as color-changing RGB lighting
• Information about onboard entertainment systems, such as DVD players or satellite TV, including basic operating instructions

Automating these reminders reduces dispatcher follow-up, improves chauffeur preparedness, and ensures a smoother, more confident experience for your passengers.

RELATED: Utilizing the Fleet Notes Field in Limo Anywhere

Keep Your Airport Instructions Up to Date

Airport pickups can be one of the most stressful parts of a trip, both for clients and for chauffeurs. Making sure your airport procedures are current helps prevent delays, miscommunication, and frustration.

In Limo Anywhere, it’s important to regularly review and update:

• Meet & Greet Instructions: Specify if the chauffeur should wait at baggage claim, curbside, or a designated limo pool.
• Cell Phone Lot and Staging Area Information: Include which lots are approved for staging, and any permit requirements or pickup waiting rules.
• Terminal or Airline-Specific Details: Some airports route international passengers differently or have separate pickup areas for private vehicles versus licensed livery services. Make sure these differences are clearly spelled out.

Keeping these instructions accurate saves time and helps deliver a more professional, confident experience for your clients.

RELATED: Configuring Your Company’s Airport Settings

Add Custom Statuses to Your Chauffeur Workflow

Status updates aren’t just helpful for internal tracking; they can dramatically cut down on unnecessary phone calls and texts between dispatch and chauffeurs.

By customizing your workflow statuses in Limo Anywhere, you can encourage chauffeurs to keep dispatch informed without needing to check in manually. Some helpful statuses you might add include:

• En Route to Pickup (chauffeur has left the garage or prior location)
• Arrived at Pickup Location (chauffeur is onsite and waiting)
• Passenger On Board (passenger is in the vehicle, en route to destination)
• Waiting for Passenger (used for meet and greet or delayed client situations)
• Customer Dropped Off (passenger has exited the vehicle at the destination)
• Trip Completed (chauffeur has finalized the trip and is ready for the next assignment)

Encouraging chauffeurs to update these statuses as they move through each trip event allows dispatchers to monitor progress in real time. It also cuts down on check-in calls and texts like “Have you made contact with the client?” or “Do you have the passenger onboard?” so your dispatchers can stay focused on bigger-picture management.

Clear status updates not only streamline your internal workflow but also help improve customer communication if your system is set up to trigger client messages based on chauffeur status.

RELATED: Utilizing Custom Statuses in Limo Anywhere

Have your own tips or tools that help set your chauffeurs up for success? We’d love to hear what’s working for your operation. And as always, if you have questions or need assistance, our team is here to help. Reach out to us at Support@LimoAnywhere.com or give us a call at 888-888-0302, option 2.

The post Setting Your Chauffeurs Up for Success in Limo Anywhere appeared first on Limo Anywhere.

This guide walks through how to create, customize, and assign account-specific scheduled messaging templates.

Creating Scheduled Messaging Templates

1. Click the “My Office” icon in the Navigation Bar.
2. From the “Company Settings” tab choose Messaging & Template Settings from the lefthand menu.

3. Click the “Scheduled Messaging” tab.

4. Select Email or SMS from the Configuration Type drop-down menu.

5. Click Add New Template.

6. Enter a name for the template in the Email or SMS Template Name field.

7. Select Trip or from the Type drop-down menu.

8. Select New/Live from the Reservation Status drop-down menu.

9. Choose Select All from the Trip Type drop-down menu.

10. Choose Select All from the Service Type drop-down menu.

To create a template for a specific service, select that service. Example: Choose “Prom” to send a message when the status changes to “Passenger Dropped Off.”

11. Select Customer from the Email or SMS Class drop-down menu.

12. Choose who should receive the message: Billing Contact, Passenger, and/or Booking Contact.

Example: A booker may receive a text when the status changes to “Passenger on Board,” while a billing contact may prefer an email for “No Show” or “Late Cancel.”

13. Set the timing in the When To Send field:

Associate the message with a status change.

Schedule it to send a set number of days, hours, or minutes before or after a trip.

Example: A general reminder may be sent 24 hours before a trip, while a specific passenger prefers a notification 7 days in advance.

You can also specify when messages should not be sent (ex. for canceled trips).

14. Select Yes or No for Allow Profile Level Setting Override, based on company preference.

15. Choose Yes for the setting that restricts the template to accounts that have selected it in their profile. (This enables account-specific scheduled messaging instead of system-wide notifications.)

16. Ensure the Is Active setting is set to Yes. (If you want to disable a template without deleting it, set this to “No.”)

17. (Optional) For SMS notifications, set a blackout period to prevent messages from being sent during specific hours.

18. Enter your message content in the template editor. Click the HTML trip tags button to insert dynamic details.

Example: “The passenger for Trip #TRIP_CONFNUM# has been dropped off.”

Assigning Account-Specific Templates

1. Search for the client’s account.
2. Select the contact and click Edit.
3. Go to the Misc tab.
4. Choose the relevant templates from the Scheduled Email Rules for Account drop-down menu. (Only templates where you selected “Yes” in Step 13 will appear.)
5. Click Save.

For questions about setting up scheduled messaging templates, contact Limo Anywhere Support at 888-888-0302 x2 or Support@LimoAnywhere.com. Have feedback on existing features? Email our Product Team at ProductTeam@LimoAnywhere.com—your input helps us improve the platform.

The post Creating Account-Specific Scheduled Messaging Templates appeared first on Limo Anywhere.

Over the next few blogs, we’ll take a closer look at the System Rate Manager, starting with Rate Groups. Knowing how Rate Groups work will help ensure your rates are calculated right and your pricing stays consistent.

Rate Groups

A Rate Group defines how rates are related and applied to the final amount the customer will pay. Rates in the System Rate Manager must be assigned to a Rate Group. These groups are set in Limo Anywhere and cannot be changed. The main purpose of Rate Groups is to ensure that percentage-based rates are calculated correctly based on other fields, providing an accurate total.

• Base Rate (F, M):
  These rates are added together to form the Base Rate Total. For example, a fixed rate of $120 for a ride to the airport plus $15 for Waiting Time would result in a $135 Base Rate Total, which is part of the Grand Total.
• Gratuities (F, M, P):
  These rates apply to the Offset Base Rates Total (see Discount 5). For instance, a 20% standard gratuity applied to a $120 Base Rate Total results in $24 in Gratuity, which becomes part of the Grand Total.
• Taxes (P):
  These rates apply to the Offset Base Rates Total (see Discount 5). For example, a 7% Sales Tax applied to a $120 Base Rate Total results in $8.40 being added to the Grand Total.
• Miscellaneous (F, M):
  These rates apply to the Base Rate Total. For example, a $6 toll charge would be added to the Base Rate Total and become part of the Grand Total.
• Surcharge 1 (F, M, P):
  These rates apply to the Offset Base Rates Total (see Discount 5), plus Gratuity Total, plus Taxes Total, plus Miscellaneous Total. For example, an airport trip with a Base Rate Total of $120, a Gratuity of $24, Tolls of $6, and Taxes of 7% ($8.40) would have a Fuel Surcharge (Surcharge 1) of 9% applied. The surcharge would be $14.76, resulting in a Grand Total of $173.16.
• Surcharge 2 (F, M, P):
  These rates apply to the Offset Base Rates Total (see Discount 5), plus Taxes Total, plus Miscellaneous Total. For example, an airport trip with a Base Rate Total of $120, a Gratuity of $24, Tolls of $6, and Taxes of 7% ($8.40) would have a Fuel Surcharge (Surcharge 2) of 9% applied. The surcharge would be $13.60, making the Grand Total $172.00.
• Surcharge 3 (F, M, P):
  These rates apply to the Offset Base Rates Total (see Discount 5). For example, an airport trip with a Base Rate Total of $120, a Gratuity of $24, Tolls of $6, and Taxes of 7% ($8.40) would have a Fuel Surcharge (Surcharge 3) of 9% applied. The surcharge would be $12.00, resulting in a Grand Total of $171.40.
• Surcharge 4 (F, M, P):
  These rates apply to the Offset Base Rates Total (see Discount 5), plus Gratuity Total, plus Taxes Total, plus Miscellaneous Total, plus Surcharges 1, 2, and 3, minus all Discounts. For example, an airport trip with a Base Rate Total of $120, a Gratuity of $24, Tolls of $6, Taxes of 7% ($8.40), an Airport Surcharge (Surcharge 1) of $5, and a Base Rate Discount (Discount 5) of 4% ($4.80) would have a Fuel Surcharge (Surcharge 4) of 9% applied. The surcharge would be $15.12, bringing the Grand Total to $174.72.
• Surcharge 5 (F, M, P):
  These rates apply to the Offset Base Rates Total (see Discount 5), plus Taxes Total, plus Miscellaneous Total, plus all Surcharges, minus all Discounts. For example, an airport trip with a Base Rate Total of $120, a Gratuity of $24 (not included in the calculation for Surcharge 5), Tolls of $6, Taxes of 7% ($8.40), an Airport Surcharge (Surcharge 1) of $5, and a Base Rate Discount (Discount 5) of 4% ($4.80) would have a Fuel Surcharge (Surcharge 5) of 9% applied. The surcharge would be $14.00, making the Grand Total $172.60.
• Discount 1 (F, M):
  This discount applies to the Base Rate Total and is a fixed amount deducted from the Grand Total. For example, an airport trip with a $120 Base Rate Total and a $6 Discount 1 results in a $6 deduction, bringing the Grand Total to $114.
• Discount 2 (P):
  This discount applies to the Offset Base Rates Total (see Discount 5) and is deducted as part of the Grand Total. For example, a 6% Discount 2 applied to a $120 Base Rate Total would result in a $7.20 deduction, bringing the Grand Total to $112.80.
• Discount 3 (P):
  This discount applies to the Offset Base Rates Total (see Discount 5), plus Gratuity Total, plus Taxes Total, plus Miscellaneous Total, plus Surcharges 1, 2, and 3, and is subtracted from Discounts 1, 2, and 4. For example, an airport trip with a Base Rate Total of $120, a Gratuity of $24, Tolls of $6, and Taxes of 7% ($8.40), with a 6% Discount 3 applied, results in a $9.60 deduction included in the Grand Total of $163.20.
• Discount 4 (P):
  This discount applies to the Offset Base Rates Total (see Discount 5), plus Taxes Total, plus Miscellaneous Total, plus Surcharges 1, 2, and 3, and is subtracted from Discounts 1 and 2. For example, an airport trip with a Base Rate Total of $120, a Gratuity of $24 (not included in the calculation for Discount 4), Tolls of $6, Taxes of 7% ($8.40), and a Fuel Surcharge of 9% ($10.80), with a 4% Discount 4 applied, would result in a $6.40 deduction included in the Grand Total of $168.00.
• Discount 5 (F, M, P):
  This discount applies to the Base Rate Total and creates a new Offset Base Rates Total from which Gratuity, Taxes, and other Percentage Rates are calculated. For example, if an airport trip has a Base Rate Total of $120 and a 10% Discount 5, the new Offset Base Rates Total would be $108. Then, with a 20% Gratuity ($21.60) and 7% Taxes ($7.56), the Grand Total would be $137.16.

If you have any questions or need help, our Support team is here for you from 7 AM to 7 PM CT. Feel free to give us a call at 888-888-0302 x2 or send us an email at Support@LimoAnywhere.com.

The post Making the Most of System Rate Manager: Rate Groups appeared first on Limo Anywhere.

Customizing Account Numbering

By default, Limo Anywhere assigns system-generated account numbers, but you have the flexibility to adjust this setting to fit your needs. You can choose between automatic numbering or manually entering account numbers for each new account.

Accessing Account Number Settings

1. Click “My Office” in the Navigation Bar.
2. Select “Company Preferences” from the Company Settings tab.
3. Click “Accounts, Calendar, Quotes” from the left-hand menu.

In the “Customer Account Numbers” section, you’ll see two options:

• System Generated: The system will automatically assign the next available account number (e.g., 30000, 30001, 30002, etc.). You can adjust the starting number as needed. NOTE: Only numerical values are allowed in the “Starts With” field.
• Manually Entered: Users must enter an account number when creating a new account. This can be numerical, text-based, or a combination of both.

(Optional) If you’re using manually entered account numbers, you can allow duplicate account numbers. This links multiple passengers, booking contacts, and billing contacts under the same number for invoicing and reporting purposes.

NOTE: These settings apply globally but can be adjusted at any time. For example, if you want system-generated numbers for retail clients but prefer manually entered numbers for corporate clients, you can switch the setting as needed.

Setting Required Account Fields

Before adding new accounts, you can define which fields must be completed before an account can be saved.

Defining Required Fields

1. Click “My Office” in the Navigation Bar.
2. Select “Company Preferences” from the Company Settings tab.
3. Click “Accounts, Calendar, Quotes” from the left-hand menu.
4. Click the “Required Account Fields” link.

5. Select the fields you want to require from the “Account Info” and “Financial” sections.

6. Click “Update Account Required Fields” to save your changes.

For example, you might require every contact to have a phone number and email or ensure that each account has a valid payment method by selecting “Pmt Method.”

NOTE: These settings apply globally. If your operation primarily serves corporate clients, you may want to require a company name, while a more retail-focused operation might leave this optional.

If you have any questions or need help, our Support team is available from 7 AM to 7 PM CT. You can reach us at 888-888-0302 x2 or by email at support@limoanywhere.com.

Have product feedback? Email our Product Team at productteam@limoanywhere.com—we’d love to hear from you!

The post Company Preferences: Managing Account Settings appeared first on Limo Anywhere.

Vehicle Types

Think of Vehicle Types as broad categories that help organize your pricing structure. These categories—like Sedan, SUV, Sprinter, or Stretch Limousine—group vehicles with similar rates, whether you charge by the hour, per passenger, by distance, or with fixed pricing. Vehicle Types can be as broad or as specific as your operation needs. For example, if you have various types of stretch limousines that all use the same pricing, “Stretch Limousine” might fit your needs. But if you have different pricing based on make, model, or passenger count, you’ll want to create specific Vehicle Types for those fleet vehicles (ex. 6-Pax Limo, 8-Pax Limo, etc.).

Setting Up Vehicle Types

1. Click “My Office.”
2. Navigate to the “Company Resources” tab.
3. Select “Vehicle Types” from the left-hand menu.
4. Enter the vehicle’s Code (NOTE: Each Vehicle Type’s code must be unique.)
5. Enter a Vehicle Type Title (e.g., Sedan, SUV, Sprinter, etc.).
6. Select the appropriate option from the “Calculate Rates Based On” dropdown (“Hours” or “Passengers”).
7. Set the “Passenger Capacity.”
8. Set the “Luggage Capacity.”
9. (Optional) Choose a code from the Color Code selector to determine the color this Vehicle Type will appear as on the Dispatch Grid.
10. Select the appropriate Service Types the Vehicle Type will be associated with (you can check the boxes for specific services or you can choose the “Select All” option.
11. (Optional) Enter a “Long Vehicle Type Description” for the Vehicle Type. This description will appear in the Online Reservation System if the Vehicle Type is enabled for ORES.
12. Click the “ADD NEW VEHICLE TYPE” to save the Vehicle Type to your system.

Fleet

Your Fleet refers to the specific vehicles in your operation, highlighting the unique details of each one. While a Vehicle Type might be categorized as an SUV, the Fleet is where you get into the specifics—such as a 2025 Volvo XC90 with license plate CAR1. In this section, you’ll provide essential details for each vehicle in your fleet, including its make, model, year, capacity, license plate number, and other identifying information. This is where you manage the vehicles available for dispatch, ensuring the right one is selected for each reservation.

Adding Vehicles to Your Fleet

1. Click “My Office.”
2. Navigate to the “Company Resources” tab.
3. Select “Fleet” from the left-hand menu.
4. Enter the vehicle’s details, including Code, Description, Car Make, Vehicle Type, Car Model, Year, Passenger Capacity, and Plate Number. NOTE: All other fields are optional.
5. Make sure the vehicle’s Status is set to Active.
6. Click “ADD NEW VEHICLE” to save the updates in your system.

If you have any questions or need assistance, our Support team is available from 7 AM to 7 PM CT. You can reach us at 888-888-0302 x2 or by email at Support@LimoAnywhere.com.

Learn More:

• How-to Set Up your Fleet
• How-to Establish and Manage Vehicle Types

The post Company Resources: The Difference Between Vehicle Types and Fleet appeared first on Limo Anywhere.