Customer Booking Portal Setup 


This article describes the how to setup your FASTTRAK Customer Portal to allow customers to book and manage their reservation directly.



Audience: CEO, Owner, Manager
Read Time: 20 Minutes


This document is part of a Customer Portal Document Series:


TABLE OF CONTENTS


It is recommended you read the Customer Portal overview first, before reading this setup and configuration guide. You can find the overview document here.


Customer Portal Setup Overview

Setup of your Customer Portal involves setup in multiple areas. Whether you are a long-term customer or new to the FASTTRAK family, there will be required setup of your FASTTRAK Customer Portal. If you do not complete the setup, you will have a Customer Portal that users can get access too, but will not be able to quote and book vehicles into your FASTTRAK software.


Setup is broken into three primary areas:

  • Pricing and Vehicle Type Setup
  • General Settings
  • Portal Profile Setup


We will explore the setup requirements for each of these areas below.


Note: The screenshots below are from the FASTTRAK Ultimate desktop application. However, similar screens are available in the InVision Web application as well, albeit with a slightly different look and feel.

Pricing and Vehicle Type Setup

In order to for an external customer to quote and book a trip, you the operator have to make a decision what the pricing will be for the vehicle types you want to offer. General setup of Pricing and Vehicle Types is out of scope of this document. However, even through pricing may be complete for internal use, there are additional steps to make it available for external customers. 


Target Pricing for Customers booking via the Customer Portal

Different external users may see different pricing depending on the customer or corporate profile setup. In general pricing is determined as follows:

Default Pricing for New Customers

Default Pricing for new customers is set using the Default Portal profile pricing selection; this is the simplest approach. 


Default Pricing for Existing Customers

In general, existing Customers have one of two available options in their Customer profile. You can configure one or more pricing plans to be used when a specific customer books online. This is found in Customer Settings.


If the multi-plan setting has not been set, the target Pricing will fallback to the Pricing selected directly in the Customer Profile.


Additional factors may influence the target pricing:

  • If a Custom Portal profile is in use (see below) the target Pricing is dictated by the Custom Portal Profile settings
  • If the Customer is set to Use Corporate pricing, then the Corporate Profile multi-plan setting or default pricing plan is used.
  • If a Corporate Contact is booking a reservation for a specific Customer, the Customers settings are used as described above.


Vehicle Type Setup

It is up to you how to approach Vehicle Types setup in your operation. Specific Vehicle Type setup recommendations are out of scope for this document. In general, Pricing plans are setup to include specific Vehicle Types. However, this does not automatically include them for External booking use. There are additional setup requirements and options to setup Vehicle Types for external use.


  • Check the "Allow this vehicle type to be booked in Customer Portal"
  • Select (or upload custom) image to be displayed in Customer Portal


These settings can be found in Vehicle Type Setup within Ultimate and InVision applications.


Note: Image sizes are limited to 220x128 and must be a .png file < 100 KB in size.



Once you have setup default pricing and made Vehicle Types available for external booking, you are ready to setup your customer portal.


Important Note
If a user executes a quote that includes a pick-up/drop-off that do not match a rate in your Pricing plan, they will see the vehicle types in the resulting quote search result, but it will not have pricing and will NOT be able to be booked online.

The following rules apply when searching for a match for external booking searches/quotes:
  • For Hourly pricing, the pick-up address MUST match a fixed point to point pick-up .
  • For Fixed/Point to Point pricing, the pick-up and drop-off address MUST match a fixed/point to point pick-up and drop-off address respectively.
  • For GEO Pricing
    • When validating service areas, the pick-up and drop-off must be included in the pricing plan service areas
    • When Not validating service areas, a result will always be returned if Google finds a route between pick-up and drop-off.


General Settings

There are a variety of settings in support of the Customer Portal. general settings will be used across your entire portal regardless of whether you are using the default Portal Profile or Custom Portal Profiles. These settings are accessible form

  • In Ultimate, these settings are available in Global System Settings -> Internet Reservations tab.
  • In InVision, these settings are available under the Left Menu -> Customer Portal Settings



  1. Default profile link: The link that provides access to your Customer Portal. This link will target your default portal profile and subsequent login page. Thisis your primary starting point for the portal.
  2.  New User Direct profile link: This link will also target your default portal profile but will bypass the login page and assume new user access to the portal. 
  3. Check to allow the new customer option: If checked (default), the New User button will be shown on the login page. Uncheck to not allow new/anonymous users to book within your portal. Unchecking this will give you more control on who can book online but may limit anonymous users to book new reservations.
  4. Show the Booking Type selection: If checked, Custom Portal profiles (if configured) will be shown as options when booking via the portal in addition to the standard Ground, Arrival, Departure. If unchecked, only the standard Ground, Arrival and Departure will be shown. More information available in the Portal profile section below.
  5. Override the default link sent to customer: If enabled in option 9 below, the Default Profile Link from step 1 will be sent to new customers. You have the ability to override that link here; for example, if you want the user to flow through your website for analytics purposes you can specify your website link instead.
  6. Notification email address: This email address will receive email notification of all Customer Portal bookings; new and modified. 
  7. Google Analytics ID: (not required) You can customize the google analytics ID to be used within your portal. This allows you to track behaviors and user analytics for your customers. See google analytics website for more information.
  8. Check to enable hourly fallback: If checked, non-hourly point to point searches will fallback to hourly searches if no result is found for the vehicle type.
  9. Check to enable internet reservations: If checked, new customers will be enabled for internet reservations allowing them login using their email address. However, this setting does not send them login instructions (see below). 
  10. Check to send login instructions: If checked, login instructions will be sent to new customers using the default portal link (or custom if entered in Step 5).
  11. Subject/Body: You can customize the subject and body of the email sent to new customers (or resent to existing customer from customer profile and recovery process). If left blank, a general subject and body will be used. 
  12. Custom Privacy URL: In response to GDPR requirements, internet users who access the portal are shown a message to read/confirm how their information is used within the portal. Once confirmed, the user no longer sees this message. By default, this links to the FASTTRAK Terms and Conditions page. You can override this link using this setting.
  13. Theme Selection: You can customize the general color scheme for buttons and headers using the theme option. See the following link for theme examples.
  14. Custom Script: You have the ability to add custom script to the Customer Portal for various integration's. These may include third-party chat widgets, help widgets, portal CSS overrides, etc.
  15. Portal profile Tab: This tab provides access to configure your Default and Custom Portal Profiles.
  16. Promo Code Setup: Clicking this button will take you to Promo Code Setup for use in the Customer Portal Workflow process. See the Promo Code section for more details.

Promo Codes

Promo codes offer a way for you to offer discounts for external bookings. If configured, users will be able to enter a simple code to receive a fixed or variable discount to their normal pricing. Promo codes can be setup either as fixed discounts or variable discounts.


For example: You can send communication using your CRM tool that includes the promo code and Customer Portal URL as part of ongoing marketing steps.


Click Promo Codes to open the current list of promo codes.


You can use the Add, Edit and Delete options to manage the Promo Code as necessary. Deleting a promo code that is currently in use will NOT impact existing reservations. However, if a reservation is edited by a user and the promo no longer applies, the promo will not be able to be added to modified reservations.


Click the Add/Edit button to open the Promo Code Add/Edit screen.



  1. Line-Item Description: Name of promo as shown to user and as line-item on Pricing line-item
  2. Promo Code: The code that the user will enter to receive the discount.
  3. Promo Amount: The amount of the Promo as a fixed dollar amount or whole percentage (as determined by #4).
  4. Discount Type: Select the type of discount; fixed or variable;
  5. Applies to:Select the amounts from pricing that the discount applies to
    • For variable discounts, the amount will be calculated as a percentage of the total value of the Base Charge, Additional Charge 1 and Additional Charge 2 amounts.
    • For Fixed Discounts: The discount amount cannot exceed the total of the selected Base Charge, Additional Charge 1 and Additional Charge 2 amounts.
  6. Enable Time Period Availability: If enabled, the Promo code can only be applied between the dates specified below. Note: This takes into account the current booking date and not the reservation date.


Portal Profiles

Portal profiles are the backbone of the Customer Portal workflow and booking process steps. The "target" Portal profile will dictate the various options of the booking process. These steps may include target pricing, pricing disclaimers, limited pick-up and drop-off locations, custom group management booking links, credit card requirements, etc.


When a user books online, they will have to make an initial selection of Trip Type; Arrival, Departure or ground. These three options target the Default Portal profile and all the settings that go with it. If an additional Custom Portal profile was added to your system and enabled as a Booking Type, it would be shown in the selection list as well. If a user selected that Trip Type, the Custom portal profile would dictate all settings that go with it.


Click the Portal Profile  tab in Settings



You will see all profiles setup in your system. By default, there will be a single profile called "Default Profile". 

This is the most important profile and must be setup before users can book in your Customer Portal.



Click Edit on the Default Profile to open the Profile screen.

you'll receive a message that some options are diabled for the Default Profile. This is because the Default Profile cannot have some aspects changed as they are the fallback to the entire system; ex. new customer default pricing,



For the default Profile, only two tabs are enabled. They will be described below.


Trip Search Options

Most options are self explainable as they directly influence the part of the workflow they describe.

  • Lead-time settings for add/edit of reservations
  • Custom lead-time violation message
  • Pricing Options
    • What price should be displayed?
    • Override target pricing Plan
    • Allow hourly trip search (pick-up only)
    • Custom No Results message
    • Simple pricing Disclaimer
    • Advanced Pricing Disclaimer

The  override target Pricing Plan is the most important setting for new operators. This setting dictates which pricing plan(s) will be used to provide pricing for new customers. These pricing plans will be searched when new customers book in the customer portal.


Note: Existing customers who use one of the default Trip Types (Arrival, Departure, Ground) will use the Pricing as configured in their Customer profile. For new customers, the Pricing Plan they target for their first reservation will set the Pricing Plan in subsequent reservations.



Booking & Customer Options

Many of the options on this tab have been hidden for the Default Profile. However, there are important billing settings on this tab.

  • Require credit card for booking
  • Allow new customers to enter username/password information
  • Custom pick-up/drop-notes labels to solicit additional information
  • Custom link to redirect new customers too after booking (default is portal home page, trip list)



Advanced Portal Profile Configuration

As discussed, there are many different ways to configure Portal Profiles to add additionally functionality to your Customer Portal. Adding these capabilities doesn't necessarily impact new customers. The availability and exposure of the additional Portal Profiles is up to you and can be configured as necessary to support your operation.


Please review the Advanced Portal Profile Configuration document for additional details in this regard.