Adding a Driver

To add a driver:

1. Click the “My Office” icon in the navigation bar.
2. Select the “Company Resources” tab, then click “Drivers” in the left-hand menu.
3. In the “Add New Driver” screen, enter the driver’s First Name and Last Name.
4. Enter the driver’s Cellular Phone number

These are the only required fields. Everything else is optional and can be completed based on your internal preferences.

You may also choose to complete:

• Address details: Primary Address, City, State/Province, and ZIP/Postal Code
• License information: Driver’s License Number, State, Expiration Date, Badge or Other ID, Social Security Number, and Date of Birth
• Pay rates: Trip Hourly Pay Rate, Travel Time Hourly Pay, and Passenger Time Hourly Pay. For more information about driver payroll setup, see our Knowledge Base article How to Utilize Driver Payroll.
• Employment details: Type, Status (leave as Active), Web Access, Hire Date, and Termination Date (leave blank unless applicable)

If your chauffeur will use DriverAnywhere, make sure to create Web Access credentials. You can edit these details later once the profile has been created.

You can also:

• Set the Driver Work Schedule
• Add any additional phone numbers or email addresses
• Check the boxes for Home, Cell, or Other to include specific contact details on trip sheets
• Choose what appears in Dispatch Grid or Trip Sheets under “Name to Display” fields

If you prefer to identify chauffeurs by number instead of name, you can list “James Bond” as “007,” for example.

When everything looks correct, click “ADD NEW DRIVER” at the bottom of the screen to save the information you entered.

Editing Driver Information

Once a driver has been added, you’ll have access to tabs with additional settings to configure.

To edit a driver:

1. Select the chauffeur’s name in the Drivers module.
2. Click “Edit Driver”.

DriverAnywhere Settings

DriverAnywhere access is enabled for each driver individually.

In the “DriverAnywhere Settings” tab, check the box labeled Use DriverAnywhere to activate their access.

NOTE: Drivers cannot access DriverAnywhere until this box is checked.

Payroll Setup

Limo Anywhere allows you to configure driver pay by percentage, hourly rate, or a fixed amount per trip. This flexibility lets you align payroll with how your operation compensates chauffeurs.

NOTE: Create only one payment schedule per vehicle type for each driver. Multiple schedules for the same vehicle type can cause issues when calculating settlements and payroll.

If you pay chauffeurs a percentage of the total charges, select the applicable rate and enter the percentage. For example, if you account for credit card processing fees within gratuities, you might choose to pay 98% instead of 100%. You can also assign payouts for other collected fees, such as off-peak or holiday surcharges, by allocating a percentage of those amounts to your drivers.

Driver Portrait

The Driver Portrait feature lets you include a chauffeur’s photo on scheduled emails or custom forms sent to clients. It’s a small detail that adds professionalism and helps personalize your service.

Have ideas for improving Limo Anywhere or features you’d like to see added? Our Product Team would love your input. Share your suggestions anytime at productteam@limoanywhere.com.

If you have questions or need assistance, our Support Team is always ready to help. Call 972-701-8887 ext. 2 or email support@limoanywhere.com.

The post Adding and Managing Drivers in Limo Anywhere appeared first on Limo Anywhere.

With InGrid Controls, you can seamlessly reassign drivers, swap vehicles, and modify trip statuses. This functionality enables multiple updates to be made at once before finalizing all changes, enhancing efficiency and reducing errors.

For situations requiring the same update across multiple trips, Batch Edit is a powerful tool. When enabled, a checkbox appears next to each trip, allowing you to select multiple trips and apply bulk updates in a single action.

Using Batch Edit, dispatchers can update trip statuses, reassign drivers, or change vehicle assignments efficiently. This feature is particularly useful when handling unexpected changes, such as a driver calling out or a vehicle being taken out of service.

Batch Edit vs. InGrid Controls

While Batch Edit is designed for applying identical changes to multiple trips, InGrid Controls offer the flexibility to make unique updates to different trips from the dispatch grid.

• Use Batch Edit when assigning the same driver to multiple trips simultaneously.
• Use InGrid Controls when updating different elements such as driver assignments, vehicle types, and trip statuses within the same workflow.

Enabling the Batch Edit Function

1. Click the “Dispatch” icon in the navigation bar.
2. Select the “Grid Setup” hyperlink at the top of the grid.

3. Navigate to the “My Prefs” tab.

4. Scroll down to “Enable Batch Edit” and make sure the dropdown is set to “Yes”.

5. Click the “Update Dispatch Grid Fields” to apply changes.

We’d love to hear how InGrid Controls and Batch Edit have helped streamline your dispatch workflow—share your experience in our Limo Anywhere Users Facebook Group! You can also reach out to our Product Team at ProductTeam@LimoAnywhere.com with any feedback. If you need assistance enabling or using these features, our Support Team is here to help—just call 888-888-0302 Ext. 2 or email Support@LimoAnywhere.com.

The post using In-Grid Controls and Batch Edit appeared first on Limo Anywhere.

Just as no two operators are the same, no two dispatch grids are identical either. You may even have different layouts tailored to the specific workflows of roles like dispatchers, reservationists, detailers, and others within your organization.

In this blog post, we’ll explore the various elements available when setting up your Dispatch Grid as well as some of the other available tools to help with your day-to-day operations.

Navigating to Grid Setup:

1. Click on the ‘Dispatch‘ icon in the navigation bar.
2. Click ‘Grid Setup‘ from the Dispatch screen.
3. The following pop-up will feature five tabs:
   • Grid Setup: Determines the columns of data that are to be present, the width of each column, and the order in which the columns appear.
   • Date/Time: Settings associated with the date and time format, and the start and end time of the dispatch grid day.
   • Conflicts: Switches the assignment conflict reminder on or off.
   • My Prefs: Determines preferences for individual system users, including hiding jobs in certain statuses, enabling iGrid controls, and more.
   • Company Prefs: Controls certain preferences that will apply for everyone in the company, such as flagging reservations and Driver Anywhere settings.

Grid Setup:

You can customize column placement by dragging and dropping options (columns) to suit your preferences. Placing an option at the top of the list positions it on the left-hand side of the dispatch grid, while placing it at the bottom of the list positions it on the right-hand side.

To activate or deactivate columns, simply check the box to the left of the label to include it in your dispatch grid, or leave it unchecked to remove it.

Adjust column width using the ‘px’ number box, specifying the width of each column in pixels. A smaller/larger number corresponds to a narrower/wider column width.

In your dispatch grid, you can manage various elements, including: Trip Type (In-House, Farm-In, Farm-Out), Company Name, Confirmation Number, Pick-Up Time, Duration, Drop-off Time, Passenger Name, Service Type, Flight Stats Scheduled Time, Flight Stats Actual Time, PU Routing as a single block, Vehicle Type, Number of Passengers, Garage-Out Time, Primary Driver Name, Secondary Driver Name, Primary Car, Trip Status, Dispatch Notes, Special System Notifications/Flags, Total Due, Payment Method, Occasion, Flag Driver Rejected Reservations, Trip Notes, Company Alias, Run Type (Airport/Point-to-Point), Pick-up Day Name (day of the week), Pick-up Date, Garage-In Time, Spot Time, PU Rt Name, PU Rt Address 1, PU Rt Address 2, PU Rt City, PU Rt State, PU Rt Zip, PU Rt Country, PU Rt Phone, PU Airline Name, PU Airline Code, PU Tail # in FBO, PU Flight #, DO Rt Name, DO Rt Address 1, DO Rt Address 2, DO Rt City, DO Rt State, DO Rt Zip, DO Rt Country, DO Rt Phone, DO Airline Name, DO Airline Code, DO Tail # in FBO, DO Flight #, Passenger Priority Level & Notes, Passenger Phone Number, Passenger Email Address, Primary Car Phone Number, Secondary Car, Secondary Car Phone Number, Bill To Account Number, Bill To/Contact Name, Group Name, Greeting Sign, Payment Status, PO/Client Ref#, Credit Card #, Affiliate Name, Affiliate Total, Affiliate Driver Name, Affiliate Driver Phone, Affiliate Car Name, Affiliate Car Phone, Primary Agent Name, Primary Agent Total, Secondary Agent Name, Secondary Agent Total, Luggage, Incident Report, Greeting Sign Notes, Grand Total, Extra Stops Indicator, Booking contact, Local PU Time, Affiliate Vehicle Class, Originating Trip Service, Farmed Out To, Flight Stats Terminal/Gate, Flight Stats Status, Preferred Driver, Preferred Secondary Driver, Preferred Vehicle Type.

Some of the items available on your dispatch grid communicate similar information in a different format, so you do not necessarily need to select every option. For example, PU Routing as a single block displays the pickup address details as a single field, whereas any of the PU Rt items display aspects of the address in separate fields on the grid. If you’re primarily farming out trips to different markets, your dispatchers might prefer having the city and state separated from the street address so they can organize their grid by location.

Date/Time

• Choose the desired ‘Date Format’ from the drop-down list.
• Select the preferred ‘Time Format’ from the drop-down list.
• Determine how often the dispatch grid will refresh to display current trip statuses for the day by selecting from the ‘Refresh Dispatch Every:’ drop-down list.
• Set to ‘Yes’ if you want the Dispatch grid to automatically refresh after a payment is taken.
• Specify the ‘Start Time’ and ‘End Time’ of the Dispatch Grid Day that aligns with your company’s business hours.
• Click the ‘Update Dispatch Grid Fields’ button to apply your selections.

Conflicts

By turning this feature on, a pop-up will appear to advise if there is a conflict (Driver or Car) between two or more trips.

My Prefs

• In the “Please select which statuses you would like to exclude by default when the grid loads” dropdown, tick the appropriate box next to any statuses that are not to be shown on the Dispatch Grid. For example, if “Done” trips are not to be shown, select “Done” from the drop-down list.
• By selecting ‘YES’ to enable iGrid options, a down arrow icon will appear on the far left of the Dispatch Grid, functioning identically to the action of ‘right mouse click’ on a PC or MAC. Note: This is required for iPad or other tablet devices where the ‘right-click’ action is not possible.
• Selecting “Yes” to highlight airport runs and/or VIP/VVIP Passenger status allows you to assign a color to those items, which will be highlighted on the dispatch grid.
• Setting the hover settings to “Yes” on the fields for Driver Contact, Passenger Contact, Billing Contact, Booking Contact, Car Information, or Affiliate Contact will display the appropriate information within the dispatch grid when the mouse pointer is placed over the respective section.
• Select the desired Default Mapping Link from the drop-down list, choosing from direct links to Google Maps or Yahoo Maps.
• In the Table Grid Setup section:
  • Choose the desired color for the text in the grid display. The default is black (#000).
  • Select the desired color for the borders in the grid display. The default is white (#FFFFF).
  • Enter a value for the font size and specify if the value entered is in pixels (px) (default) or points (pt).
  • Enter a value for the height of each row in the grid display and specify if the value entered is in pixels (px) (default) or points (pt). Helpful hint: the Row Height should be larger than the Font Size by a minimum of 2 pixels or 2 points.
  • The text overflow selection controls how fields with text that exceeds the size of that particular field will appear on the grid.
    • “Hide Excess Text” will allow only what can fit in the grid field size as determined in Grid Setup.
    • “Show All Text” will automatically adjust the Row Height so that the complete text of that field can be shown.
• Enabling Batch Update places a checkbox on the far left of each row to allow you to update multiple trips at once with the same value. The fields that can be changed via Batch Update are Status, Vehicle Type, Driver1, and Car1. When selected in a Dispatch Grid, the Batch Edit window below will appear. Any changes made will apply to all selected (check box) trips when ‘Batch Update Trips’ is clicked.
• The Status Color Coding selection controls how the dispatch row is color-coded based on the status.
  • Select “Entire Row” (default) to color the entire row based on the status, with the exception of cells in columns for Vehicle Type or Car, which may have their own specific color coding.
  • Select “Status Column Only” to make the color coding for the Status only appear in the cells in the Status column.

Company Prefs

Note: To display the ‘Flag’ options on the Dispatch Grid, the column titled ‘ Special System Notifications/Flags’ must be selected in the Grid Setup step above.

• Flag Reservations With Outstanding Balances:
  • Select “YES” or “NO”: Choosing “YES” places the flag code in the flag column of the Dispatch Grid if the reservation is not paid in full.
• Flag Reservation with Meet and Greet:
  • Select “YES” or “NO”: Opting for “YES” puts the flag code in the flag column of the Dispatch Grid if the reservation has a Meet and Greet requested.
• Flag Reservations With Child Seats:
  • Select “YES” or “NO”: Opting for “YES” places the flag code in the flag column of the Dispatch Grid if the reservation has Child Seats requested.
• Flag Reservations Booked Less Than:
  • Selecting an option from the drop-down list places the flag code (Last Minute) in the flag column of the Dispatch Grid if the reservation was created less than the number of hours selected before pickup time.
• Other Company Preferences:
  • Select “YES” or “NO” for “Display DO and Spot Time in Quick Edit Form”:
    • Choosing “YES” adds the Drop Off Time and Spot Time fields to the Quick Edit Form accessed by right-clicking the trip in the Dispatch Grid, or selecting the iGrid control icon, and selecting the “Quick Edit” option.
  • Flag Driver Rejected Reservations:
    • Note: Before enabling this setting, make sure you have selected “Flag Driver Rejected Reservations” in your Grid Setup, otherwise the information will not appear on your grid.
    • Selecting “YES” will add color-coding to trips in the appropriate field:
      • Gray if a trip has been dispatched and the driver has not accepted or rejected it
      • Red if a trip has been dispatched and the driver has rejected it
      • Green if a trip has been dispatched and the driver has accepted it
  • Enable Driver Anywhere Messaging:
    • Selecting “YES” enables sending a driver a message from the Dispatch Grid through Driver Anywhere by right-clicking the trip in the Dispatch Grid, or selecting the iGrid control icon, and selecting the option “Send to DA”.

Click the “Update Dispatch Grid Fields” button to save any changes.

The post Making the Most of Your Dispatch Grid appeared first on Limo Anywhere.

Adding a New Payment Method

1. Navigate to My Office > List Management > Payment Methods
2. Click ‘Add New Payment Method’.
3. Select a ‘Payment Method Subtype’ from the dropdown menu (CCARD, BILL, OTHER).
4. Enter a code into the ‘Payment Method Code’ field.
5. Enter a name into the ‘Payment Method Name’ field.
6. Select ‘Active’ from the ‘Is Active’ dropdown menu.
7. Click the ‘Add New’ Button.

Examples of Custom Payment Methods

• Comp
  • The comp payment method is when transportation services are provided internally or as a courtesy, and no payment is collected from the passenger or customer. Here are some specific use cases:
    • Employee Travel: if you have members of your team who travel in your vehicles for trips related to your business (ex. trade shows, local wedding shows, meetings, etc.)
    • VIP or Special Clients: For high-profile or VIP clients, you may choose to provide complimentary transportation services as a gesture of goodwill or to enhance the client\’s experience (unrelated to service issues). In such cases, the payment method can be set to \”Comp\” to reflect that the service is provided at no charge.
    • Promotional or Marketing Purposes: If you are offering complimentary rides as part of promotions, marketing campaigns, or giveaways. The \”Comp\” payment method can be used to indicate that the ride is free of charge for the recipient. If you are providing promotional trips frequently enough, you may want to consider adding PROMO as a service type so you can more easily monitor your marketing budget during a specific time frame.
    • Internal Transfers: if a vehicle needs to be moved from one location to another for operational purposes, the payment method can be set to \”Comp\” to avoid processing a charge while still ensuring your chauffeurs are compensated accordingly.
•  Bad Debt
  • You might consider using “Bad Debt” to track the total loss of revenue due to payments that are unable to be collected and need to be written off. Bad debt can arise due to various reasons, such as customer insolvency, bankruptcy, non-payment, or disputes.
•  Service Failure
  • Service failures can take various forms, such as delays in pick-up or drop-off, vehicle breakdowns, or incorrect route navigation where you need to compensate your client for their customer experience. Rather than changing the value of the trip, create a payment method for your service failures and use it to record a ‘payment’ on impacted trips. Similar to tracking bad debt, this will allow you to track lost revenue related to incidents that arise over the course of a month, quarter, year, etc.

Limo Anywhere does not impose a limit on the number of Payment Methods that a company can add. However, it is advisable to include only those methods that are relevant and beneficial to the company. By limiting the selection to useful options, the chances of errors can be minimized, ensuring a more streamlined and efficient payment process.

The post Utilizing Custom Payment Methods in Limo Anywhere appeared first on Limo Anywhere.

Uploading a Company Logo to Limo Anywhere

• In the navigation bar click My Office > Company Settings > Contact Information to view your current logo or upload a new one. Use a .png file of your logo.

• If you have Aliases, you can upload logos and brand your Alias’ ORES. Alias logos can be managed under My Office>Contact Information>Manage Company Aliases.

Show Your Company’s Logo on ORES

• In the navigation bar click My Office > Company Settings > Online Reservations > ORES & Mobile > Settings
• Select ‘Yes’ from the drop-down menu associated with the ‘Display Company Logo’ setting.
• If applicable, repeat for each alias in your system.

The uploaded logo will appear resized and centered at the top of the ORES form.

The post Adding Your Company’s Logo to Your Online Reservations System appeared first on Limo Anywhere.

Adding a New Quote Response Templates

1. Navigate to Quotes > Response Templates to access the template module.
2. Enter a name for your Template.
3. Using the editor, enter the content of your template.

1. The following dynamic tags are available in the system:
   1. #COMPANY#
      1. Your company name as specified in the Current Settings
   2. #PHONE#
      1. Your main phone number
   3. #EMAIL#
      1. Your email address
   4. #WEB_ADDRESS#
      1. Your company’s website
   5. #CUST_NAME#
      1. The name of the customer requesting the quote
   6. #OCCASION#
      1. Occasion selected by the requesting customer
   7. #PU_DATE#
      1. Requested pick-up date
   8. #PU_TIME#
      1. Requested pick-up time
   9. #VEHICLE_TYPE#
      1. Requested vehicle type
   10. #PRICE_QUOTE#
       1. Itemized rate quote
   11. #QUOTE_SUMMARY#
       1. Will display a summary of the quote requested (including date, time, vehicle type, routing, etc.)
   12. #RATE_DISCLAIMER#
       1. The Rate Disclaimer that you setup in your Email Header Templates (Messaging & Template Settings > Standard Settings > Email Header Templates).
   13. #CONVERT_LINK#
       1. Link to convert stored quote into a new reservation.
   14. #CONVERT_URL#
       1. URL to convert stored quote into a new reservation.
   15. Click “Add Template” to save the template to your system.

EXAMPLE TEMPLATE:

Dear #CUST_NAME#,

Thank you for considering #COMPANY#. We will be happy to provide you with private, safe, and reliable transportation.

Below please find your price quote. Should you have any questions, please contact us at #PHONE#.

#PRICE_QUOTE#

Quote Summary:
——————————————————————-
#QUOTE_SUMMARY#
——————————————————————-

Please contact us at #PHONE# or visit our website at #WEB_ADDRESS# to book your transportation.

We look forward to doing business with you!

#COMPANY#

———————————————————–
#RATE_DISCLAIMER#

Responding to Quote Requests

1. Navigate to Quotes > Manage Quotes to see all current Quote Requests.
2. Click “ACTION” on the quote you would like to respond, then select “Open Quote Request.”
3. Once the appropriate adjustments have been made to the quote, click “Email Quote.”
4. Choose the desired Response Template from the dropdown, then click “LOAD>>”

1. Click “SEND & LOG RESPONSE” to send the quote response to the customer.

The post Setting Up Your Quote Response Templates appeared first on Limo Anywhere.

To access your messaging settings, navigate to My Office > Company Settings > Messaging & Template Settings. The Standard Settings tabs is comprised of six different subheadings: General, Email Header Templates, Invoices, Notifications, Document Mapping, and SMS Templates.

General

The system default setting for each of the options is noted below between angle brackets.

Use user’s email address as default from address: <No>

If ‘No’ is selected, the company’s General email address as established in My Office > Company Settings > Contact Information is used as the from address for all emails sent.

If ‘Yes’ is selected the individual System User’s email address as set up in the y Office > Company Settings > System Users profile s used as the from address for all emails sent.

Do not select secondary email addresses on Email/Fax dialog by default: <No>

If ‘No’ is selected, if an account has a secondary email address when an email is sent it will send to both addresses.

If ‘Yes’ is selected, and an account has multiple email addresses and email sent will only go the primary email for the account.

Always include PDF version (attachment):  <Yes>

If ‘Yes’ is selected, the system will send a PDF copy of any form (Confirmation, Trip Sheet, Invoice) as an attachment to an email sent.

Selecting ‘No’ will disable automatically attaching the PDF.

In either case the default setting can be changed when the email  is sent by clicking the PDF attachment option box.

Email New Confirmations on First Save:  <No>

When ‘No’ is selected the system will  not send an email confirmation anytime a new reservation is saved for the first time.

Selecting ‘Yes’ will send an email confirmation anytime a new reservation is saved for the first time.

Resend Modified Confirmations on Save: <No>

When ‘No’ is selected the system will  not send an email confirmation anytime a new reservation is saved.

Selecting ‘Yes’ will send an email confirmation anytime a new reservation is saved.

Email Payment Receipts When a Payment Is Taken: <No>

When ‘No’ is selected the system will not send a payment receipt anytime a payment is taken.

Selecting ‘Yes’ will send an a payment receipt when a payment has been taken.

Send Copies of All Outgoing Confirmations to Reservation Email (in Company Information): <No>

When ‘No’ is selected, the system will not send a copy of emails to the company’s Reservation email address as established in My Office > Company Settings > Contact Information.

Selecting ‘Yes’ will copy the company’s Reservation email address on all outgoing email confirmations.

Send Copies of All Outgoing Payment Receipts to Email: <No>

When ‘No’ is selected, the system will not send a copy of outgoing payment receipts to the specified email (when ‘No’ is selected, even if an email is specified, the option will be grayed out)

Selecting ‘Yes’ will copy the specified email address on all outgoing email confirmations. Unlike the copies of outgoing confirmations, the recipient for this notification will need to be specified in the “Send To:” field.

Email New Confirmations to Booking Contacts: <No>

Selecting ‘No’ will not send a copy of new confirmations to the Booking contact if present in a reservation.

Selecting ‘Yes’ will copy the Booking contact on a new confirmation if present in the reservation.

Click ‘Update My Email Templates’ to save.

Email Header Templates

Email header templates automatically populate specific text at the top of the email based on certain occurrence criteria. Templates can be created for the following email templates:

• Online Reservations “Accepted” Message
• Online Reservations “Rejected” Message
• New Confirmation Message
• Change Confirmation Message
• Payment Receipt Message
• Rate Lookup Disclaimer

Click ‘Update My Email Templates’ to save.

Invoices

The system default setting for each of the options is noted below between angle brackets.

Email Invoices Upon Submission: <Yes>

If ‘Yes’ is selected, the system will send a copy of the invoice to the Billing Contact email address automatically when the invoice is first saved.

Selecting ‘No’ will disable the automatic send and require the invoice be sent by clicking the Email/Fax button on the invoice screen.

New Invoice Message: This is where you can enter the text for the email header template associated with your default invoice template.

Click ‘Update My Email Templates’ to save.

Notifications

The system default setting for each of the options is noted below between angle brackets.

These settings control where notifications are sent when either accounts are created online or when reservations have been created, modified, or cancelled online, either via ORES or via Farm-In event. **Note: the Notification settings are global and cannot be controlled per each logged in user.

Notification email for new accounts created by customer: Enter the email address that should be notified if a new account is created by a customer in the Online Reservation System.

Notify Primary Contact of New Online Reservations, Modifications, and Cancellations: <No>

If ‘No’ is selected the primary contact will not be notified when a trip is created modified, or cancelled via the Online Reservation System, or by an affiliate Farm-in.

Selecting ‘Yes’ will notify the Primary Contact via SMS text message if a phone number and provider, and or email address are entered for the Primary Contact.

Notify Primary Contact of Quote Requests: <No>

If ‘No’ is selected the primary contact will not be notified when a new quote request is created via the Online Reservation System, or by an affiliate Farm-in.

Selecting ‘Yes’ will notify the Primary Contact via SMS text message if a phone number and provider, and or email address are entered for the Primary Contact.

Primary Contact: Cellular # / Wireless Provider: Enter the mobile phone number and provider of the Primary Contact to enable SMS messaging of the above notifications.

SMS is email converted to text so the provider is required to create the SMS address.

Primary Contact Email: Enter the email address of the Primary Contact to enable emailing of these notifications.

Repeat these steps to set up an Alternate Contact for notifications.

Click ‘Update My Email Templates’ to save.

Document Mapping

Document Mapping allows you to specify which forms you would like to use for a specific type of form. From here you can also choose whether you would prefer to use the default forms or use a form you created in the Custom Forms section of Limo Anywhere.

Use Custom Document Mapping: <No>

Selecting ‘No’ disables Document Mapping and the default forms would be used in each case. Only forms that match the specific document class will be displayed in each respective drop-down (ex. forms that have been designated with the ‘Customer’ form class cannot be applied to templates intended for Drivers or Affiliates).

Selecting ‘Yes’ allows for alternate forms to be selected for each default form.

Standard Forms will be displayed first in the drop-down list followed by any Custom Forms that have been built.

Click ‘Update My Email Templates’ to save.

For more information on Custom Forms, you can refer to the following links:

Using Custom Forms

How-to Utilize Our Free Custom Form Templates

The post Managing Your Company\’s Standard Email Settings appeared first on Limo Anywhere.

When your business utilizes third parties to send email, whether that be Limo Anywhere or another third-party program that sends emails on your behalf (ex. MailChimp, Constant Contact, Salesforce, etc.), authenticating your domain and email is crucial to ensuring your various business communications deliver smoothly. Limo Anywhere users collectively send out an average of over 100,000 emails each day.  Over 99% of these are delivered to the end user with no problem. However, there are some issues where the email, despite being properly sent, is not received by the end user, which can often be resolved through authentication.

Email authentication refers to the process of verifying the identity of an email sender and ensuring that the email was not altered in transit. One common method of email authentication is through the use of Sender Policy Framework (SPF) records. SPF records are stored on the email sender\’s domain name server (DNS) and specify which IP addresses are authorized to send email on behalf of that domain. By checking the SPF record of an incoming email, email providers can verify that the email is legitimate and from a trusted source.

Below you will find a list of some ways to confirm how to update your SPF records for your particular email platform:

• Gmail
• Outlook
• Amazon WorkMail
• Rackspace

Domain authentication refers to the process of verifying the identity of a website. This helps to ensure that users are communicating with the real site and not with a fake site that is trying to steal their information. This is typically done through the use of domain name system (DNS) records, which are stored on the website\’s domain name server. By verifying the ownership of a website, domain authentication helps to prevent phishing attacks and other forms of online fraud.

To request domain authentication**, please contact us at support@limoanywhere.com and provide us with your domain name for authentication. We will then provide you with several CNAME DNS records which need to be added to your domain as mentioned above. Once added, the domain should be authenticated and Limo Anywhere will have express permission to send email on your behalf which should provide a more successful email delivery rate for your company.

**Note, domain authentication does not work with free email services.

Benefits of Domain Authentication

1. Improved security against phishing and fraud:

Email and domain authentication help to protect against phishing attacks, impersonation, and other forms of online fraud by verifying the identity of an email sender or a website. This helps to keep users and their information safe, plus helps create a safer and more secure browsing experience for your clients.

1. Increased trust and credibility:

When a website or an email is properly authenticated, it gives users a greater sense of trust in the information being shared. This can lead to increased engagement and conversions, as users are more likely to share personal information, make purchases, and engage with the site in other ways.

1. Enhanced reputation and brand image:

Proper authentication can also help to enhance a website or email sender\’s reputation, as it shows that they are committed to maintaining high levels of security and trust. This can help to increase the website\’s visibility and attract more visitors over time.

1. Improved email delivery rates:

Email authentication makes it easier for emails to be delivered, as email providers can easily verify the identity of the sender. This helps to reduce the risk of emails being marked as spam or rejected outright.

Email us at support@limoanywhere.com to authenticate your domain.

The post The Benefits of Domain and Email Authentication appeared first on Limo Anywhere.

Custom Forms allow you to use certain tags to dynamically populate different data related to your company in a form without having to manually enter important information. For example, the tag to pull the Confirmation Number of a reservation for use in a form is #TRIP_CONFNUM#.

Depending on your company’s experience of access to web development resources, you can either create forms using the HTML Editor or by using the WYSIWYG Rich Text Editor.

HTML Editor

WYSIWYG Editor

To view some of the tags available when creating new forms, you can find them by selecting either ‘Trip Tags’ () or ‘Rate Tags’ () in the editor ribbon

Building Custom Forms

1. Click on the ‘My Office’ icon in the toolbar.
2. Select the ‘Custom Forms’ tab.
3. There are two main types of Custom Forms that can be created:
   1. Trip Email & Print are forms sent from the Reservation screen such as Confirmations, Trip Sheets, and Payment Receipts.
   2. Invoice Email & Print are forms sent from the ‘Receivables’ section such as Invoices.
4. Enter the ‘Name’ of the form.
5. The ‘Form Class’ drop down list flags the form to only be sent to that type of recipient: ‘Customer’, ‘Driver’, or ‘Affiliate’.
   1. If you choose ‘Customer’ you can specify whether the form should go to the Billing Contact, Passenger, and/or Booking Contact.
6. Enter the Subject. This field will populate the subject line of the email.
   1. It is important to have something here because many email hosts will block or categorize the email as SPAM when a subject line is blank.
7. Click the ‘Save’ button to retain what has been entered to this point

Adding Tables to Your Custom Forms

One of the best ways to build a Custom Form is by using tables. Tables help align and group the data and make the form more readable.

1. Click the ‘Insert Table’ icon on the editor toolbar. This will open the Table Wizard window and insert a table into your form.
2. Select 1 column for the first table. Estimate the number of rows based on the form being created.
3. The best way to build the form is to place a table within the table for each section. Click to put the mouse cursor in the first row. Click the table icon again and this time we select 1 row and 3 columns.
4. Populate the row by typing the text and then clicking on the tag at the appropriate place. In this case the top of the form with a title line, the company info and some basic information about the trip such as confirmation number and pick-up day, date, and time. The screenshot below shows an example of how that information would appear on the form.
5. You can insert additional tables and tags based on the Custom Form you are creating.

1. You can also find additional Custom Form ideas or Templates that you can edit to fit your company at the following link.

Creating Custom Blocks

Using Custom Blocks is a good way to ensure that each time the information appears in a custom form it appears the same way. Custom Blocks also allow the customization of a display of information to appear as a given client would like it.

1. Click on the ‘My Office’ icon in the toolbar.
2. Select the ‘Custom Forms‘ tab.
3. Open either the ‘Trip Email & Print’ or ‘Invoice Email & Print’ to find the form.
4. The Custom Form will appear in the ‘Form Names’ list.
5. Select the form that needs the blocks added to it.
6. Click the ‘Edit’ button.
7. Select the ‘Trip Routing Block’ tab.
   1. Customized Trip Routing Blocks may be used with a number of different forms. Because it is likely that for an address pick up point the same information would need to be communicated if the form was a Driver Trip Sheet or Customer Confirmation. Once these blocks have been built they can be copied and pasted into other forms.
8. There are Trip Routing Block Templates for:
   1. Address Locations
   2. Airport Locations
   3. Seaport Locations
   4. FBO (Private Aviation) Locations
   5. POI (Points of Interest) Locations

The post Using Custom Forms appeared first on Limo Anywhere.

Identify and Remove Duplicate Companies

• From the Accounts area of your system, go to Companies to see your complete list of Company names.
• Search by the Company you would like to delete and open the associated Account(s).
• Assuming this account is a billing contact, you’ll see a popup window labeled Select New Billing Contact. The key here is to make sure the name on the Account is actively selected in both drop down menus. (If you leave the selection on “Create new account,” you will make a duplicate, rather than removing this Account from the “bad” Company name.) Hit OK, and then be sure to SAVE your changes on the Account.
• Repeat this process for all Accounts associated with the company name you are planning to delete.
• Go back to the Companies tab, select the duplicate Company you want to delete, click the delete icon, and then click OK. Once you have done all of these steps, the duplicate account no longer appears in Company names.

Review and Update Your Rates

Fixed Rates

Navigate to My Office > Rate Management > Fixed Rates & Zones Setup to view your various rate matrices.

• From with the ‘Rate Table’, select the rate matrix you want to review.
• Click ‘EDIT RATE’.
• Confirm that the listed ‘Rate’, ‘Tolls’, ‘Parking’, ‘Tax(1)’, and/or ‘Tax (2)’ are current and accurate.
• Adjust as necessary, then click ‘UPDATE RATE’.

Hourly Rates/ Per Passenger/ Distance Based Rates

Navigate to My Office > Company Resources > Vehicle Types

• Select the appropriate vehicle from the ‘Vehicle Type Listing’ list
• Click the ‘EDIT VEHICLE TYPE’ button
• Click the ‘Rates’ tab to view your per Hour Rates, per Passenger Rates, and Distance Based Rates.
• Select the tab associated with the rate you want to review and choose the appropriate rate matrix from the drop-down menu.

Update Your Templates and Forms

To review your header and SMS templates, navigate to My Office > Company Settings > Messaging & Template Settings > Standard Settings.

• Review your Email Header Templates and adjust as appropriate.
• Review and edit your SMS Templates. Refer to our knowledge base for more information.

To review your custom forms and other templates, navigate to My Office > Custom Forms. To utilize our free custom form templates, refer to the knowledge base article for templates for Standard Confirmation, Cancellation Confirmation, Customer Trip Sheet, and more!

As always, if you have questions or need further assistance, please reach out to Support at 1-888-888-0302 x2.

The post Limo Anywhere System Clean-Up, Part 2 appeared first on Limo Anywhere.