Initial Setup Instructions

Thank you for choosing Kymark Bookings as your company's booking, dispatch, and company management software. We strive to create the tools necessary for your business  to become more efficient, professional, and secure.

We've created this brief tutorial to walk you through your initial system setup. As an alternative, you can always call us at 1-888-501-5611 to setup a completely free setup/tutorial.

Login In:

1. Navigate to software.limo
2. Enter username
3. Enter password
4. Click "Sign In"

Edit Company Details:

1. Click Settings > My Company on the navigation menu.
2. Edit your company profile, and select your system preferences.
3. Click "Save" at the bottom of the screen.

Edit Account Details:

1. Click Account Settings > My Account on the navigation menu.
2. Edit your personal profile.
3. Click "Update" at the bottom of the screen.

Add Vehicle(s):

1. Click Configuration > Vehicles on the navigation menu.
2. Click Create New Vehicle
3. Enter vehicle name (ex: Audi Luxury Sedan)
4. Enter Unit # (ex: S01) 2-6 characters would be best. Some suggestions would be S followed by 1-2 characters for sedans (ex: S01, or S1), L followed by 1-2 characters for traditional limos (ex: L01, or L1), LB followed by 1-2 characters for limo buses (ex: LB01, LB1)
5. Select Unit # color. This will help you quickly identify each vehicle on the dashboard, schedule, archives, customer history, and several other pages that make reference to the unit number.
6. Complete the rest of the fields
7. Click Save at the bottom of the screen.

Add Fee & Discounts:

1. Click Configuration > Fees & Discounts on the navigation menu.
2. Click Create New Fee or Discount
3. Select fee or discount.
4. Add a name for the fee, or discount. Clear, short names work best. 
5. Select if its a percentage, or fixed amount.
6. Type the amount of the percentage, or fixed amount.
7. Select if this fee or discount will automatically apply to all bookings by default. Automatically applied fees or discounts can manually be removed from bookings.
8. Select the formula to calculate this fee or discount (ex: is this fee or discount added to just the base rate, or is it added after the base rate, and other fees are added in. The formulas are truly endless, and it's completely up to you how you'd like it to be calculated).
9. Click Save at the bottom of the screen.

Select Occasions:

1. Click Configuration > Occasions on the navigation menu.
2. Toggle select which occasions you'd like to be listed as options for you to select when create a reservation. We've added a whole bunch of options to choose from. You more than likely won't want to list all of them though.
3. Click "Save" at the bottom of the screen.

Create Users:

1. Click Configuration > Users on the navigation menu.
2. Click Create New User
3. Add in as much detail as you can for the users profile. Users are your drivers, dispatchers, admins, affiliates etc. You have the ability to edit user permissions, create new user roles, or edit existing user roles.
4. Click Save at the bottom of the screen to complete the setup, and have that welcome email sent to the user, which will allow them to setup their own secure password.

GREAT! You've successfully completed the initial setup of your account.

Follow the steps below to create your first booking. After that, we suggest exploring the system to familiarize yourself with everything we currently have to offer. Keep in mind that we're doing major system updates each and every week. Features will automatically apply to your account, without interruption.

Create Bookings:

1. Click Create New Booking in the top left corner of the screen (for desktop). If you're using our mobile app please click the + icon on the navigation menu.
2. Select if this is for a New Customer or Returning Customer. Selecting returning customer will allow you to search for an existing customer profile. Customer records can manually be created on the customer records page, which is located on the left navigation menu, but will automatically be created whenever you create a booking.
3. Enter passenger information
4. Enter Trip Itinerary. We suggest playing around with the various different buttons in the trip itinerary to see how they function. Autocomplete map data will be on by default. Map data is pulled direction from Google Maps. Feel free to turn off autocomplete next to each address, if you feel Google Maps isn't providing you with the correct data, or if the address isn't found in their system. Note that segment duration location next to the time/date is rather important. Filling in this information will help the system calculate the total hours that need billing, if you select to bill the customer hourly. It'll also act as a way to book off the time for that specific vehicle.
5. Section 4 "Vehicle & Driver" will allow you select a billed vehicle, and a scheduled vehicle. Selecting a billed vehicle, will by default make the scheduled vehicle the same. You can then select a driver to assign now, or this can be done at a later date from several different pages (schedule, booking summary, edit booking page. You will be given the option to select a different vehicle/driver for each segment of the trip, if your booking as multiple segments, and you select that the vehicle and driver are not the same for all segments.
6. Enter any internal, driver, or customers notes. 
7. Select Billing type (hourly, flat, package, or distance). 
8. Confirm that all fees or discounts have successfully been applied. Click "Add Item" to add any fees or discounts that haven't yet been applied. You can always enter one off fees or discounts by clicking the "Add Item" button within the billing totals.
9. Check for any conflicts in section 7. Conflict checking is checked against drivers or vehicles that aren't available. 
10. Click "Save" at the bottom of the screen.
11. ***IMPORTANT*** By default all bookings are put into an unconfirmed status when you click save. You MUST change the status to confirmed at the top of the booking summary page to have them display on the dashboard, schedule, or any other pages related to bookings.