Tips and Tricks

  1. Clearing “Stuck” Jobs
  2. How do I apply an automatic discount for certain jobs
  3. Adjusting Reject/Resubmit penalties for individual zones
  4. Adjusting Reject/Resubmit penalties for individual attributes
  5. Procedures for producing correct DVA invoices that includes a payment for lifts
  6. Obstacle Zones

    Tip 1: Clearing “Stuck” Jobs

    On very rare occasions SmartMove does not record that a job has been completed. This happens when a job is started with the meter but SmartMove does not get the corresponding end-of-job message from the meter. Often a wiring fault or a faulty meter is the cause.

    the operators have the ability to mark a job as having been completed. Right-click on the car in the Vehicle Status list and select the End Job menu item.


    Tip 2: How to apply an automatic discount for certain jobs

    Your fleet may offer discounts for certain trips. How do you ensure that the discount is automatically applied at the end of the trip? It’s easy with SmartMove!

    Let’s use the example of a 10% discount for a trip to or from the airport. There are a few “once-off” steps you need to do.

    1. Create an “Airport Discount” account

    1. On the Fleet Management Website, select Add/Edit Accounts.
    2. Create a new account by pressing the New Account button.
    3. As this is only to be used internally, set the Cust Acct Num field to say “0000”.
    4. Set the Account Name field to “Airport Discount”.  Of ‘course, you may use whatever name you desire.
    5. Set the Account Maximum Percentage of Fare property to “10”.
    6. Save your changes by pressing the Save button.

     2. Create an address qualifier for the Airport address

    See this link for detailed instructions on how to put in address qualifiers.

    1. If the pickup or destination is the Airport, make a note to the operator reminding them to specify that part of this fare is to be applied to the  “Airport Discount” account.

     3. Creating the booking

    When an operator creates job from or to the airport, they will see the operator note similar to this:
    image

    When the operator select the “Airport Discount” account, the “10.0” percent automatically sets.
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    4. At the end of the job

    When the driver finishes the airport job, SmartMove reads the fare from the meter ($42.50), automatically applies the 10% payment on account and calculates the remainder to be paid by the passenger ($38.25).
    image

    5. Reimbursing the Operator/Driver

    On the Fleet Management Website, use the Operator Invoice for Account Work to determine how much is owed to the driver.
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    Tip 3: Adjusting Reject/Resubmit penalties for individual zones

    Your fleet are able to apply different Reject and Resubmit penalties for different zones. For example, as the Board, you may decide to impose a penalty of 15 minutes for rejecting a job in the CBD zone but only a 5 minute penalty for an outer zone.decide to offer discounts for certain trips.

    1. Log into the Fleet Management Website
    2. Select the Zone Editor tool. You will see the Zone Default Properties section towards the bottom of the window
      image
    3. Click on the Binocular icon imagefor the relevant property. This will show all the zones and their current penalty adjustments.
      image
    4. Modify the Value as normal.
    5. Save your changes, specifying a reason for the change.
    6. Repeat step 2 for the other property.

    Tip 4: Adjusting Reject/Resubmit penalties for individual attributes

    You can also override the fleet default penalties if drivers Reject or Resubmit jobs with certain attributes.

    For example, the fleet below has encouraged their drivers to service passengers with infants better by raising the penalties for rejecting or resubmitting jobs with the Capsule attribute to 300s (5 mins).

    image


    Tip 5: Procedures for producing correct DVA invoices that includes a payment for lifts

    Your DVA contract may allow you to claim a “Wheelchair Accessible Loading Taxi Fee” for DVA clients that require the use of a Wheelchair Accessible Taxi.

    If you use SmartMove’s DocketKiller feature, you can claim this amount automatically.There are a few things you need to set up and a few instructions for you and your drivers to follow to get it working properly.

    1. Ensure you have set post codes for all the Areas within your operating region:
      • Use F11 – Manage Streets Areas and Places on the Dispatch Client to enter in postcodes, e.g. ASHFORD 5553:
        image
    2. Modify your “Dept. of Veterans’ Affairs” account details:
      • Set the Account Includes Lift Fee Data property to “Y”.
        This enables the Lift Fee? checkbox on the booking form when the DVA account is selected. If the operator ticks this, the driver doesn’t have to at the end of the job.
        This also enables the Lift Fee Payable checkbox on the Fare Payment screen at the end of the job for the driver to tick if necessary.
      • Set the Account Lift Fee Amount property to “1500”.
        This value represents $15. Note, this value may be different in your state/territory.
      • Set the Account Requires Reference Number property to “Y”.
        This makes entering the information for DVA bookings mandatory.
      • Modify the Additional Account Fields property to “Appt Time (24 hr format)”.
        This allows you to enter the appointment time AND the DVA Booking Number in the Reference field.
        This information is used to create the DVA extract (invoice) that you can upload via the DVA portal.
    3. When creating a DVA booking, with a right of return:
      • Ensure the name of the DVA client is in the form of “JOHN SMITH NX987654”.
        Any deviation from this will result in the DVA extract not populating correctly.
      • Ensure the Reference field is filled in with the Appointment Time and the DVA Booking Number:
        (In the example below, the information is entered into the Appt Time (24hr Format) and Reference fields)
         image
      • Ensure the return journey only contains the DVA Booking Number in the Reference field:
         image
      • Ensure the Lift Fee? checkbox is ticked if a WAT vehicle is selected.
    4. The driver will need to indicate a that he/she helped load/unload the passenger:
      • Ensure that the Lift Fee Payable checkbox is ticked, if applicable:
        image

    You can then generate and save the DVA invoice in the correct format that you can then upload onto their online portal.

    Tip 6: Obstacle Zones

    When calculating the distance a car is from a pickup address, SmartMove uses straight line distance.
    This may not always be appropriate, especially in places where zones are separated by obstacles such as train tracks, rivers or mountain ranges.

    For example, a car can be 2.2km from the pickup (as the crow flies), but may have to travel 7km to that pickup while another car may be 3.1km from the pickup (as the crow flies) but may only have to travel 4.3km.
    Everything being equal, it makes sense to offer the job to the car that only has to travel 4.3km.

    We can achieve this logic by introducing “obstacle zones” and specifying “waypoints” that the system will use when calculating distances.

    The picture above (click on it to see a larger version) shows an obstacle zone following the Don River in Bowen QLD with the Russell Crossing bridge as a waypoint.
    The dashed lines represents the distances the system would have used if no obstacle zones were created and the solid lines represents the distances taking into account the waypoint specified.

    Setting up obstacle zones and waypoints is a little complicated so we’ll be happy to assist – just contact SmartMove Support on (08) 8238 3099 during business hours.