iVcardo DMS Feature List

Enhanced Customer & Booking Management

• Assign customer accounts and users to specific service levels (Standard, Executive, VIP) to restrict bookings outside approved categories.
• Grade customer accounts and restrict drivers based on their profile grading, ensuring compliance with service-level agreements.

• Capture up to seven custom booking references (e.g., Cost Centre, Project Reference) tailored to client needs and displayed across all booking platforms.
• Upload reference validation lists via Excel; restrict bookings if invalid reference numbers are entered.

• Assign bookers to specific accounts, enabling them to use B2B/B2C web booking engines and the passenger app while following the parent account’s compliance policies.

Set custom communication plans per customer or individual user in any language:

• Automate email/SMS alerts for booking confirmations, vehicle status updates, and real-time tracking links.
• Notify passengers about flight delays to reduce unnecessary calls and improve customer experience.

• Highlight priority customer accounts for visibility on the unallocated rides page.
• Assign SmartDispatch™ priority to key accounts, ensuring their bookings are allocated ahead of others.
• Prevent drivers from handing back rides, ensuring reliability for high-profile clients.
• Automate customer feedback collection via Feefo, DriveProfit, or iVcardo’s internal feedback module.
• Enable on-demand surge pricing, dynamically adjusting rates based on booking lead time.
• Toggle SmartDispatch™ on/off for operational flexibility.

• Restrict specific customer accounts from making B2B web or app bookings.
• Configure whether bookers see client pricing during the reservation process.
• Hide or show driver payment details to protect pricing margins from customer visibility.

• Generate internal invoices for client billing.
• Apply call center booking fees to encourage online and mobile bookings.
• Calculate pricing using base-to-base (garage-to-garage) routing for specific accounts.
• Set permanent account notes for call takers, dispatchers, and drivers, ensuring key instructions appear in bookings.

• Apply custom Terms & Conditions per customer account across communications, including confirmations, amendments, ride status updates, and invoices.

• Use the driver app on a tablet as a digital meeting board, displaying passenger names.
• Upload custom logos per customer account for branded meet-and-greet displays.

Service Type Management

1. Add short and long descriptions to each vehicle type, displayed in ride status communications and on web and mobile booking apps.
2. Set a specific service type at zero tax rate.
3. Prioritize dispatch for certain vehicles by adding a variable value to the SmartDispatch™ algorithm. Set minimum dispatch times or disable SmartDispatch™ per vehicle.
4. Define pricing plans per vehicle type as distance-based, time-based (hourly hire), or a combination of both.
5. Set vehicles as ride-share options and sell individual seats with per-seat pricing support.
6. Highlight bookings for selected vehicle types on the dispatch page for better visibility.
7. Set minimum advance booking times for online and mobile reservations.
8. Restrict booking times, preventing overnight reservations or limiting early morning pickups for non-24hr operations.
9. Assign images to service types for display on web and mobile booking apps.

iVcardo's pricing matrix is one of the most advanced in the world, supporting any and all industry-standard pricing methods.

Pricing can be adjusted based on:

• Time of day
• Date range
• Surge pricing—dynamically increases rates based on how close the booking is to the travel date, similar to airline pricing.

• Create multiple price matrices per customer account and service type for different zones—these could be entire countries, city centers, airport perimeters, or even specific buildings.
• Assign chargeable attributes (e.g., baby seats) and non-chargeable extras (e.g., complimentary newspapers) per vehicle type.
• Set a minimum fare with optional distance inclusion.
• Apply fixed per-vehicle charges, allowing for duplicate matrices with varying base rates.
• Offer discounted return fares using a wait-and-return pricing formula.
• Round charges up to the nearest currency denomination.
• Define waiting time charges per minute, with configurable free time allowances and incremental billing (e.g., 5, 10, 15, or 30-minute intervals).
• Apply additional charges for stopovers or multiple pick-up/drop-off addresses.
• Factor in traffic conditions per service type, increasing calculated distance for accurate pricing, with options to round up to whole numbers.
• Adjust trip time calculations per service type to reflect realistic journey durations, with rounding options affecting pricing.
• Set gratuities per vehicle type as a one-time fee.
• Apply fuel surcharges per vehicle type, useful for rapid fuel price fluctuations.
• Define sliding scale pricing based on distance bands for long journeys.
• Set hourly pricing bands to offer progressive rate reductions for extended hires.

Fleet Asset Management

1. Complete document handling suite to store and view remotely documents related to the vehicle, including insurance, taxi licenses, permits, and more.
2. Assign operating permits with expiry dates. Once expired, the vehicle is automatically excluded from performing rides, enhancing passenger safety.
3. Platform validates each vehicle upon addition and stores CO2 emission data per ride for reporting and carbon offsetting.
4. Assign a vehicle to multiple service types. For example, a standard MPV/people mover can fulfill rides booked for a standard saloon but cannot be assigned to VIP saloon bookings.
5. Define vehicle attributes such as onboard equipment (e.g., WiFi, baby seat, newspaper) for enhanced service offerings.

Driver Management

1. Complete document handling suite to store and view remotely documents related to the driver, including insurance, taxi licenses, and permits.
2. Assign operating permits with expiry dates. Once expired, the driver is automatically excluded from performing rides, enhancing passenger safety.
3. Driver portal with full access to profile and ride management. Compliance details added by the fleet owner cannot be modified by the driver.
4. Internal rating system integrated into the SmartDispatch™ algorithm to prioritize top-rated drivers for clients. Improves driver performance by linking ratings to earnings.
5. Facial recognition image upload to prevent proxy driving, ensuring the driver behind the wheel matches the onboarded driver.
6. Profile image added to ride status updates (SMS/email) when the driver is en route or approaching. Required in some countries and enhances passenger confidence.
7. Driver grading linked to customer account grading, restricting certain drivers from servicing specific customer accounts.
8. System suggests nearest rides for the next morning based on the driver’s home address, enabling optional self-assignment.
9. Add emergency contact numbers for quick access in case of incidents.
10. Set the driver’s native language to display the app and driver portal in their preferred language.
11. Enforce maximum working hours to prevent fatigue and ensure public safety.
12. Set minimum break times between shifts to prevent drivers from logging off and immediately logging back in.
13. Wake-up alerts for early morning bookings. If the driver has not logged in, an automated SMS notifies them and alerts the dispatcher.
14. Assign affiliates and their drivers to your system, enabling seamless ride dispatch while treating them as part of your fleet for payments.
15. On the driver app and portal, control future booking visibility per driver—allowing access from hours to a full year. Ideal for managing temporary and full-time drivers differently.

All financial calculations are processed during the pay run and can be exported to an online accounting package, Excel spreadsheet, or PDF.

1. Define whether a driver is self-employed or company-employed.
2. Charge drivers a fixed rate for a given period.
3. Charge drivers a variable fee based on earnings.
4. Deduct a commission on any cash collected in the vehicle.
5. Charge drivers a fleet insurance fee for a specified period.
6. Charge drivers a vehicle rental fee for a given period.
7. Charge drivers a technology fee for onboard equipment usage.
8. Set an individual tax rate per driver.
9. Hold back parking charge payments when using a company card.
10. For canceled rides on arrival, define the percentage of the ride fee payable to the driver on a per-driver basis.

Geography, Shapes and Zone Pricing

This module enables you to draw shapes, connect them as routes, and set pricing based on customer accounts and service types.

1. Draw zones such as airports, towns, cities, or even down to a single building.
2. Access authoritative government data to define legal zone boundaries for cities, towns, villages, and suburbs (e.g., New York, Paris).
3. Set specific prices for each customer account, global pricing, affiliates, and drivers for designated routes.
4. Copy route prices between customer accounts or across service types for faster configuration.
5. Add a custom URL to each route in the B2C web booking engine, allowing users to hyperlink the displayed route to a specific page on your website.

Managing and Deploying and Affiliate Network

Create an affiliate instance in iVcardo, automatically pairing it with your system. This is not a parent-child setup; instead, it operates as a many-to-many relationship, allowing affiliates to log into their own portal to assign and track rides sent to them. You can also import an Excel file to create multiple affiliate instances simultaneously.

Set up an instance to either grant full access to our DMS for booking and managing rides or restrict access to iVcardo's RideBridge™ platform, which is designed solely for connecting demand with supply.

After creating an instance, assign affiliates to customer accounts to restrict certain affiliates from handling specific rides. This helps ensure that affiliates only operate in areas where they are authorized or capable of servicing the request.

1. Auto-dispatch bookings to affiliates based on rules regarding operating locations and affiliate overlap. Options include:
   • Best Wins – Assigns rides to the most efficient affiliate.
   • Cheapest Wins – Allocates based on the lowest cost provider.
   • Equal Split – Distributes rides evenly across the affiliate network.
2. Temporarily suspend an affiliate to stop ride allocations.
3. Option to allow the affiliate to edit a booking. If disabled, only the ride owner can make changes or cancel the ride.
4. For iVcardo RAP (Ride Aggregation Platform) users, ride communications (confirmation, status updates, etc.) can be branded under the affiliate's name. Optionally, the affiliate can invoice the client directly.
5. Define acceptance methods for ride allocations:
   • If the affiliate manages their fleet via iVcardo, enable automatic acceptance.
   • If the affiliate operates through RideBridge™, manual acceptance applies.
   • Set acceptance timeout limits; if exceeded, the ride is returned to the ride owner.
   • Define a Hand-Back Timeout to prevent last-minute cancellations close to the booking time.
6. Set a fixed commission per booking sent to an affiliate, automatically calculated during self-billing invoice generation.
7. Customize zone-to-zone pricing on a per-affiliate and per-customer basis, allowing different pricing models for the same customer in the same area.
8. View pricing set by affiliates when they control rate structures.
9. Enable the Affiliate Self-Billing module to generate invoices on behalf of affiliates.

Internal Booking Module

Book outbound and return trips with a single click.

Schedule recurring rides similar to Microsoft Outlook calendar settings—daily, weekdays, same day each week, etc. Set an end date or limit occurrences.

Manually enter an address or select a location on a map where Google data is unavailable. Attach notes to the address to be included in the booking details.

Add multiple via/stop addresses to a booking, rearrange them as needed, and assign passengers to specific stops so drivers know who to collect at each location.

Enter a flight number, and the system will validate it and auto-populate the collection address. To enhance the driver's understanding of passenger arrival timing, you can:

• Attach an expected exit gate time to the landing time.
• Select hand or hold luggage to inform the driver of potential baggage wait times.
• Indicate if visa clearance is required to prevent premature driver departures.

When adding multiple passengers, assign a lead passenger so the driver knows who is in charge of the group.

Define the passenger’s language to ensure all email and SMS communications are sent in their preferred language.

Integrate your PBX system to display a pop-up with the caller’s booking details, past trips, and previously used addresses for quick and efficient bookings.

Assign attributes to a booking, such as baby seats or complimentary newspapers.

Add notes to bookings, choosing whether they are for internal use only, visible to the customer, or shared with an affiliate.

Enable Quiet Mode to inform the driver that the passenger prefers no conversation during the ride.

Dispatch Module

Manually assign a ride to a driver—system checks if the driver is logged into the app and in the correct vehicle type as specified in the booking.

Instantly dispatch a ride by bringing forward the dispatch time to "Now" when SmartDispatch™ is enabled.

Click the Find Nearest button to view eligible and available drivers based on real-time traffic and geolocation data.

Pre-allocate a ride to a driver for the future. The driver can view and accept the ride from both the driver app and portal.

Assign a ride to a new driver using only their email address—driver self-onboards in the vehicle, and the ride is automatically assigned.

Assign a ride to an affiliate.

The messaging panel displays:

• Late car alerts – Calculated using real-time traffic data and geofencing.
• Late flight alerts – Platform tracks and monitors flights from 2 hours before takeoff until landing, including delays, cancellations, and diversions.
• Fleet messages – Communications from drivers.

Temporarily restrict a driver by placing them on discipline with a set expiry date—prevents them from logging in until the restriction is lifted.

Disable Virtual Fleet (VF) during peak periods to prevent demand partners from accessing your supply.

Switch between instances when operating in multiple states, counties, or countries. Each instance functions as an independent business under the parent system.

Send messages to drivers via the driver app and/or SMS:

• All drivers
• Only drivers currently logged in
• Specific individual driver

Customize canned responses for the driver app to save time when frequently asked questions arise.

View a real-time map displaying fleet location and status.

Hover over a ride to view an estimated vehicle arrival time and distance—critical for answering client inquiries. Once the passenger is onboard, the system displays the remaining time and distance to the destination.

View a map showing the exact vehicle location in relation to the booking addresses.

When allocating next-day rides, the system displays available drivers and unassigned rides. Drivers can be offered a selection of rides based on their home address.

View a complete list of all rides sent to an affiliate.

View a list of all rides received from demand partners.

Access a full Ride Audit Page—track the history of ride modifications with timestamps, user changes, and a map displaying driver locations during status updates.

Manage ride issues with a dedicated Ride Issue Management Control system.

Monitor drivers who have not logged in according to their scheduled shifts.