Audience: Owner/CEO, General Manager, Operations, Reservationist, Dispatcher
Read Time: 15 Minutes
This guide will provide a short review of entering Customers and Corporate Profiles. A more detailed guide can be found in the How To Create Customer and Corporate Profiles articles.
Companion Video - Customer and Corporate Profiles
NOTE: A Customer does not need to be attached to a Corporate Profile but a Corporate Profile does need a Customer attached to it to book reservations. If your Customer is a business but does not have multiple travelers you can create a Customer Profile and fill in only the last name. If there are many travelers for the Company/Corporate Profile, first create the Corporate Profile and then the Customers and attach to the Corporate profile. This allows many customers to all be billed to the Corporate profile or use a single Corporate CC. It also allows the Customer to all use one single pricing plan set in the Corporate profile by checking the option to use Corporate Pricing. Checking the option to Bill Corporate the invoices can then be sent to the Corporate profile instead of each traveler. If a Customer is attached to a Corporate profile the document defaults of the Corporate Profile over-ride all settings for the Customer.
The Customer and Corporate lists are accessed by using the left panel icons.
Customer Profile
To ADD a new Customer profile select the ADD option.
There are 10 tabs in the Customer profile:
GENERAL: This is the primary information for the Customer. The MINIMUM requirements to add a new customer is Last Name and Phone number. It is recommended that all tabs be viewed and proper options selected. Areas to note on this tab are attaching to a Corporate profile and company (This only applies if you have more than one Company in your Company Set-up area. This will default the reservations to the selected Company when creating a new reservation.)
TRIP DEFAULTS: This tab includes things such as the price plan used for the Customer as well as vehicle type.
CREDIT CARDS: There is no limit to the number of Credit Cards that can be stored in a Customer profile for use in the reservations. One of these will be marked as Default and will be auto-populated when adding a new reservation but any of the other cards may be used using the drop down list.
ADDRESSES: There is no limit to the number of Addresses that can be stored in a Customer profile for use in the reservations. One of these will be marked as Default and will be auto-populated when adding a new reservation but any of the other addresses may be used using the drop down list for pick-up, drop-off or stops. These may be home or business addresses.
PASSENGERS: There is no limit to the number of Passengers that can be stored in a Customer profile for use in the reservations. These passengers can be selected when booking a new reservation and may also be used as additional passengers. The passenger can have a different address, email and credit card. This is most commonly used for family members that may on occasion use the Customer profile to book reservations and allows you to store all of their information.
CONTACTS: There is no limit to the number of Contacts that can be stored in a Customer profile for use in the reservations. These Contacts can be selected when booking a new reservation. These are used for people who may also need to receive confirmations, updates, status updates and invoices. Each contact may have different options selected as to what information and communication they receive.
AGENTS: Add any COMMISSION AGENTS associated to the Customer in this section.
DEPOSITS: Used to view all deposits for the Customer. These can be deposits added in a reservation and deposits to be used later but not attached to a single reservation.
BILLING HISTORY: This will contain a list of all invoices for the Customer.
SETTINGS: Controls all the documents and communications sent to the Customer. This allows the over-ride of all the default settings when creating a new Customer.
Corporate Billing Profile
To ADD a new Corporate profile select the ADD option.
There are 9 tabs in the Corporate profile:
GENERAL: This is the primary information for the Corporate Profile. The MINIMUM requirements to add a new profile is. It is recommended that all tabs be viewed and proper options selected.
CREDIT CARDS: There is no limit to the number of Credit Cards that can be stored in a Corporate profile for use in the reservations. One of these will be marked as Default and will be auto-populated when adding a new reservation but any of the other cards may be used using the drop down list.
ADDRESSES: There is no limit to the number of Addresses that can be stored in a Corporate profile for use in the reservations. One of these will be marked as Default and will be auto-populated when adding a new reservation but any of the other addresses may be used using the drop down list for pick-up, drop-off or stops. These may be home or business addresses.
PASSENGERS: There is no limit to the number of Passengers that can be stored in a Corporate profile for use in the reservations. These passengers can be selected when booking a new reservation and may also be used as additional passengers. The passenger can have a different address, email and credit card. This is most commonly used for family members that may on occasion use the Customer profile to book reservations and allows you to store all of their information.
CONTACTS: There is no limit to the number of Contacts that can be stored in a Customer profile for use in the reservations. These Contacts can be selected when booking a new reservation. These are used for people who may also need to receive confirmations, updates, status updates and invoices. Each contact may have different options selected as to what information and communication they receive.
AGENTS: Add any COMMISSION AGENTS associated to the Corporate profile in this section.
DEPOSITS: Used to view all deposits for the Customer. These can be deposits added in a reservation and deposits to be used later but not attached to a single reservation.
BILLING HISTORY: This will contain a list of all invoices for the Corporate profile.
SETTINGS: Controls all the documents and communications sent to the Corporate email addresses.
