Getting started - Part 1 - Masters and data migration

First things first, let’s add the essential information about your operations into Indecab. The Masters Section lets you input essential information about your operations and business processes into your Indecab account.

1. Masters

Please note that the information in this section is used to calculate your invoices, expenses, and other operations details, so ensure that all data is entered correctly and accurately.

To begin, we will add your company details to each section under Masters. To start entering the core information about your business, continue to the next page.

The first section we will enter in Masters is Duty Types. The Duty Types section holds information about the various packages or trip types you offer to your customers.

1. Duty Types

Purpose: Define different packages or trip types offered to customers.

Action Steps:

• Go to the "Duty Type" section.
• Click "Add Duty Type" and select the logic for the duty type you want to create (e.g., hour and kilometer-based).

Enter details such as name, maximum hours, and maximum kilometers, and if using the Indecab Go Driver app, select if garage-to-garage calculation is needed.

Once you have completed entering all the different duty types offered to your customers under Duty Types, you can continue to the next page.

You can also read more about Duty Types by clicking here

Next, let’s set up your vehicle categories based on the different types of vehicles you offer to your customers.

3. Categories - Vehicle Groups

Purpose: Create vehicle categories based on similar pricing.

Action Steps:

• Click on "Add Vehicle Group".

Name the group according to the pricing bands (e.g., "Desire Amaze Etios").

Once you have completed entering all the different vehicle groups offered to your customers under Categories - Vehicle Groups, you can continue to the next page.

You can also read more about Categories - Vehicle Groups by clicking here

Now, let’s set up the Taxes that you charge to your customers.

4. Taxes

Taxes are pre-programmed, but you can update them if there are any changes in the tax structure.

Once you have completed entering the various kinds of taxes applicable to your customers, you can continue to the next page.

You can also read more about Taxes by clicking here

Let’s move on to adding the billing entities for your services under Customers.

5. Customers

Purpose: Create billing entities for your services and group customers into relevant categories for added convenience

Action Steps:

• Click on ‘Manage Customer Groups’
• Create customer groups under which you can add various entities as customers. Customer groups can be based on multiple factors of your choosing, e.g. Parent Company, Region of operations, Pricing, etc.
• Once you have created the required customer groups, click on "Add Customer" in the Customer Masters page
• Enter the customer's name and other relevant details for the entity.
• Under the field for ‘Customer Group’ select the group to which the customer belongs.
• After you have entered all the details, click on ‘Save’

You can also read more about each field in Customers by clicking here

Once you have completed entering the data about your customers, you can continue to the next page.

Now, it’s time to add the entities from which you source vehicles under Suppliers.

6. Suppliers

Purpose: Add entities from whom vehicles are sourced. Suppliers can be of two types, mainly Driver cum owner (DCO) or Companies with whom you have a car/driver sharing agreement.

For DCO suppliers, you can create a user and provide login credentials for use with the Indecab Go Driver App, allowing you to send booking details straight to their smartphone and enable location tracking when a duty is underway (requires location tracking licence)

For Companies, you can invite them onto the Indecab platform as a user and share bookings with them through the network.

Action Steps:

• Click on "Add Supplier".
• Choose the type (Driver cum owner or Company) and enter all relevant details.

Once you have completed entering the data about your suppliers, you can continue to the next page.

You can also read more about Suppliers by clicking here

Now, we’ll enter information about your drivers in the My Drivers page

7. My Drivers

Purpose: Enter your drivers' details. These are your own drivers to whom you pay a salary.

Action Steps:

• Click on "Add Driver".
• Fill in the driver details, salary, and allowances accurately. These will be used in payroll and salary calculations for your driver.
• Under Avatar, click on ‘Choose File’ and upload a professional photo of the driver. This photo will be included in allotment information emails that you send to your customers.
• In the License Information, Police and Badge sections, enter the relevant document numbers and the expiry date for each. You will be notified a month in advance when a document is about to expire.
• In the Files section, you can add any important documents related to your driver, e.g. Scanned copies of Driver’s license, PAN card, Police verification certificate etc.

Once you have completed entering data about all your drivers, you can continue to the next page.

You can also read more about My Drivers by clicking here

Next, let’s list down all the vehicles owned by your company under the My Vehicles section

8. My Vehicles

Purpose: List your own vehicles.

Action Steps:

• Click on "Add Own Vehicle" and provide all required vehicle details.
• Under Avatar, click on ‘Choose File’ and upload a clean exterior photo of the car. This photo will be included in allotment information emails that you send to your customers.
• In the Insurance, Fitness, RTO, Authorization, Permits, Speed Governor and PUC sections, enter the relevant document numbers and the expiry date for each. You will be notified 30 days in advance when a document is about to expire.
• In the Files section, you can upload any important documents related to your car, e.g. Scanned copies of Insurance documents, PUC certificate etc.
  

Once you have completed entering the data about all your vehicles, you can continue to the next page.

You can also read more about My Vehicles by clicking here

Now, let’s set up your company’s team structure by setting up access and permissions for your teammates under the Employees section.

9. Employees

Purpose: Manage logins and permissions for employees.

Action Steps:

• Click on "Add Employee", enter all relevant information and click on ‘Save’
• After an employee has been created, you can manage the access/ permissions they have on the platform by clicking on the small gear icon in their listing, then ‘Manage permission’
• You can select the permissions provided either by choosing a preset option from permission profiles or you can choose each permission individually. Please go through the list of permissions carefully and select the appropriate permissions accordingly, then click on ‘Update Permissions’
• To edit the preset permissions under each profile or to create a custom profile, click on ‘Permission Profile’ on the Employees page.
• Click on the small gear icon next to the listing, click on Edit, then select/deselect the relevant permissions you want to provide to the user assigned under that profile, then click ‘Save’

Once you have completed adding your employees and assigning permissions to them, you can continue to the next page.

You can also read more about the Employees section by clicking here

Lastly, let’s organise all your companies and GST numbers efficiently under the My Companies section.

10. My Companies

Purpose: Manage multiple companies or GST numbers as per your billing needs

Action Steps:

• Create profiles for each company under your operation.
• In the text box for Code, you must create a unique 2-character code for each company that appears in every invoice number for easier identification and classification
• After you have created a company, you can edit other details pertaining to the company profile like displayed bank account number to receive payments, email signature and invoice terms and conditions. To edit this, click on ‘Manage Company Profiles’ on the My Companies page, click on the company name, then edit the mentioned details.

Once you have completed adding information about your companies, you can continue to the next page.

You can also read more about the My Companies section by clicking here

Now, let’s add data about any additional personnel who support your duties, in the Duty Supporters section.

9. Duty Supporters

Purpose: Add additional personnel to duties.

Action Steps:

• Click on "Add Duty Supporter" and choose the type (Cleaner, Guide, Representative).

Once you have completed entering the data about all your Duty Supporters, you can continue to the next page.

You can also read more about Duty Supporters by clicking here