Vehicle types need to be added to enable the identification of preferred vehicle types for the customer and not to be confused with a specific vehicle.
To add or view a vehicle type go to the menu item: Tools - Config - Vehicle Options - vehicle Types. Click on Add New Vehicle and input the vehicle type and cost data as appropriate.
Share Vehicle Enable or disable sharing vehicle.
Vehicle Name: Please fill out the type of vehicle you are adding for (for example 16 seat minibus).
Alternate Vehicle: If the primary vehicle is Standard you may select Executive as an alternative. You may select 2 alternative vehicles to be displayed in a quote to aid in upselling.
Seating Plan: Normally used for Coach trips when selling individual seats. Seating plans must first be uploaded in Config>Coach Trips > Seating plans. Select a previously uploaded seating plan for your vehicle from the drop-down box *this can be left unselected if you do not have a seating plan *
Short Description: Write a short description about your vehicle - This will appear on your fleet page if you are using the eCoachManager content management system.
Long Description: Write a longer description about your vehicle making it sound like a vehicle someone would like to book. This will appear on your fleet page if you are using the eCoachManager content management system.
Service Description: Write a few sentences describing what features your vehicle has that will appeal to potential customers.
Once completed click Apply to save data.
Ensure that a base charge is entered for each vehicle type. Other information about each vehicle type can be configured in Vehicle Setting as well as adding vehicle images in the Vehicle Gallery.
Base Charge: Please enter an amount in your currency. This is the minimum charge you want for that vehicle to go out.
KM/Mileage Weighting: When calculating the distance from Google Maps you may decide to apply an uplift (%). i.e if Google calculates the distance at 50 miles and you have a value of 10 in this field then the price will be calculated on 55 miles. This allows for larger vehicles maybe having to take less direct routes etc.
Time Weighting: The time taken to travel by Google is based on a standard car. So if Google Maps calculates that a trip may take 60 mins you may want to increase this to allow for a slower vehicle and loading and unloading times. Normally the larger the vehicle then the larger the value.
KM/Mileage Rounding: From the drop-down menu please choose how many miles you want to round to * this will be used when calculating a quote and will be affected by the price of the vehicle* For example selecting a value of 5 will mean that a 52 mile journey is calculated as a 55 mile journey.
Time rounding: If the journey is 2.5 Hours the system will round up to the next whole Hour selected.
Included KM/Mileage: Please select the mileage that will be included in the base charge for that vehicle. For no included mileage leave at 0.
Included Time: Please select the time included in the base charge for that vehicle. For no time included leave at 0.
Extra Drop Charge: Enter an amount in your currency for the vehicle to make an extra drop on a journey - this price will be added even if no extra mileage is incurred.
Price Rounding: From the drop-down box choose an amount in your currency this will allow the system to round to the nearest value when pricing journeys.
Single Journey Uplift: From the drop-down box, if you want to uplift your price for this vehicle for single trips enter a figure which will be in %. it will be calculated on all single journeys for this vehicle.
Return Journey Uplift: From the drop-down box, if you want to uplift a return journey for this vehicle enter a figure in % .this will be calculated on a return journey for this vehicle.
Forced Singles: Turn on if you want to calculate your charge based on the vehicle taking customers to their destination and returning to the depot, then going back to collect them when they are ready to return.
Use Time & Mileage: Turn on if you want the system to price your vehicle using both time and mileage (normal for coaches and minibusses).
As Directed Rate: Enter an amount if you accept as directed (the customer takes the whole vehicle for a certain amount of hours) if not leave it blank.
As Directed Minimum: Enter a minimum amount of hours your vehicle can be hired for and will be charged for.
Nominal Code: Enter the nominal code for the vehicle that will be used for Sage or any other accounting package.
Vehicle Option VAT/GST: Please turn on if the vehicle charge is eligible for VAT/GST.
Vat/GST Code: From the drop-down box please select a VAT/GST code so that the correct tax can be calculated for VAT/GST purposes.
Limit Driver Hours: From the drop-down box, you can select the number of hours you want to limit your driver to when using this vehicle, (if not leave at 0). Any booking that appears to go over this time will be flagged. You can always still accept the booking.
Limit Job Hours: From the drop-down box you can select the total number of hours this vehicle can be used on the road in a 24-hour period. (if no restriction leave it at 0).
Limit Overnight Distance: Set a maximum total journey distance.
Visibility: Can select the Vehicle type to be available to all customers' public/account. Alternatively, select to show only to a specific account.
For Company Profiles: Select the company profile for this vehicle type.
Quote Form Override
Quote In Advance
Booking In Advanced Deadline to allow customers to Book a journey via email. For example 1 day before travel.
For Locations Select the locations that the vehicle type will be available for.
Once completed click Apply to save data.