Vibe

Overview

Vibe is a suite of software modules that provides the front-office, back-office and web functions to support the operation and reselling of vehicle hire.

In its entirety Vibe offers functions to support the following business functions:

Marketing

  • Product specification
  • Rates and conditions management
  • Brand differentiation
  • Yield management
  • Inventory control
  • Customer and market analysis

Sales

  • Channel relationship management
  • Channel communication
  • Contract management
  • Incentive tracking
  • Tactical sales promotions

Reservations

  • Web-based processing
  • Call centre processing
  • Automated processing
  • Deposit processing

Management

  • Data analysis
  • Reporting
  • Authorisation control
  • Performance monitoring
  • Policy enforcement
  • Audit

Depot Operations

  • Vehicle assignment
  • Vehicle preparation
  • Vehicle pickup and return
  • Incident management
  • Vehicle exchange
  • Stock management
  • Revenue maximisation
  • Quality control

Fleet Management

  • Fleet planning
  • Vehicle acquisition and disposal
  • Vehicle transfer
  • Compliance management
  • Vehicle maintenance & repair
  • Fleet scheduling
  • Insurance and claims management

Accounting and Finance

  • Asset financing
  • Financial planning
  • Fixed asset accounting
  • Statutory and management accounting
  • Cash accounting
  • Projections and forecasts
  • Debtor management
  • Creditor management

Vibe Modules

The standard modules available include:

Target Market

Vibe has been designed to be a software platform for all businesses involved in the vehicle rental sector. Whether it be cars, motorhomes, campervans or boats, Vibe has the functions to support your business and the features to help give it a competitive edge.

The team at Platinum Ray has global experience in the sector and we have built the software with the features to reflect many years of hard learned lessons.

No matter whether you are rental operator, wholesaler or distributor. No matter your ownership structure, the stage of life of your business or whether your primary focus is on sales or operations, Vibe has what it takes to be the foundation for your business.

Vibe Core Features

RULES ENGINE

User maintainable rules control the quantities, prices, availability and other parameters of all products bought and sold through Vibe.

A more detailed explanation of the Rules Engine is provided separately. However, it is sufficient that the Vibe Rules Engine is a unique and powerful piece of technology that enables Vibe to support virtually any pricing and conditions you can conceive.

Benefits

  • Business rules are fully encapsulated in the system. No more walls of sticky notes, rate sheets and availability tables to be navigated before you can take a reservation.
  • Vibe does not impose limits on how complex you decide to make your offer. The ability to capture virtually any imaginable pricing structure means your system no longer limits your ability to shape your business to give it the best possible market position.
  • Administrative workload is reduced by focusing all release of rates, conditions and other rules in a single function within Vibe.
  • All booking channels are treated equally and begin using new and updated rules at the same time, reducing errors and disputes.
  • Enables rules to be edited in an easy to read and maintain format, reducing errors.
  • Increases consistency and accuracy of critical rate and status data used in marketing and brochure content.

DOCUMENT TEMPLATES

All documents generated by the system can be customised (Confirmations, Invoices, Orders, RAs, etc.) using templates. These templates can be modified on the fly allowing system administrators to quickly customise both the appearance and content of documents produced by the system.

In addition to modifying the templates themselves, the Vibe Rules Engine also supports the injection of content into documents based on the reservation itself. For example, if you have building works at a depot scheduled for a two week period, simply have Vibe inject an ‘Apology for any inconvenience…’ text block into the relevant Confirmations or RAs.

Benefits

  • Maximise local marketing and customer communication opportunities.
  • Ensure the appearance of all the documents produced by Vibe are consistent with your corporate style guidelines.
  • Cross promote other products and services on selected documents.

DOCUMENT PRODUCTION AND TRANSMISSION

Vibe can produce all documents for printing or for email distribution. In addition, all Vibe documents support attachments of virtually any type of data. Faxes, pictures, PDF files, spread sheets and other documents can all be attached, stored, printed or emailed directly from Vibe. Attachments can also be added to reservations by the Vibe Rules Engine so you can attach different documents to a reservation based on any almost any criteria you choose.

Vibe also has the ability to schedule automated distribution of any document. This feature can use email, FTP or network file copying to distribute documents such as price updates, fleet status reports, stop-sell lists and so directly to a nominated list of subscribers.

Benefits

  • Keep track of all your customer and partner correspondence in one place.
  • Provide scheduled updates to customers and partners as they require them and avoid the inevitable mistakes of manual processes.

DOCUMENT CAPTURE

Vibe supports network scanners and can automatically pickup scanned documents from your connected depots. Invoices, RAs, Customer Authorisations, Condition Reports, etc. can all be scanned at the remote depot and be available for review in head-office in a matter of seconds. Vibe uses a simple coding system to ensure that the document scanned at a remote depot is automatically attached to the correct place in Vibe.

Benefits

  • Enables a completely paperless back office.
  • Easier follow-up and investigation of Incidents when all documents are held electronically in one place.
  • Reduces errors and disputes when all documents are available to customer service staff.

PERMISSIONS CONTROL

Vibe places a lot of importance on the permissions granted to a user. For a novice user you may wish to give them limited permissions while experienced or senior users may be permitted a wider range of functions. For example: viewing rental vehicles that are not available, viewing rental vehicles where rate conditions (such as minimum, travel direction, date restrictions) are not satisfied. You set the permissions that are relevant for a user’s authorisation, experience and job function and Vibe will adapt screens and workflows to reflect those.

Benefits

  • Reduces errors and problems as users can only perform permitted functions
  • Reduces potential for fraud and release of some commercially sensitive data as data visibility is controlled benefits
  • Reduces revenue losses through uncontrolled discounting and unauthorised price manipulation

STREAMLINED DATA ENTRY

As users become more experienced with Vibe they tend to use the keyboard for most data entry rather than constantly switching between keyboard and mouse. Most of the high-volume data entry screens in Vibe have been optimised to support rapid data entry via the keyboard only. Many data inputs also support user-assignable codes and abbreviations. This enables, for instance, a reservations consultant dealing with a phone enquiry to get customised vehicle and rate information with as few as 15 keystrokes.

Benefits

  • More efficient and responsive customer service by reservations consultants and front counter staff.
  • Reduced staffing costs for high-volume data entry

TRANSACTION HISTORY

Unfortunately there will always be occasions when disputes or complaints arise with partners and customers. Being able to accurately investigate the full details of the circumstances can enable the business to produce positive outcomes from these incidents. In addition to the Document Capture feature, Vibe tracks the complete history of a reservation (including those received electronically). This allows you to identify the staff and/or systems involved in various steps and review the correspondence received / sent over the life of a reservation. Vibe also allows staff to keep notes of phone conversations and face-to-face interactions.

Much of the information that is vital to resolving disputes and complaint is at your fingertips.

This history is also useful for identifying staff training needs and investigating other matters such as potentially fraudulent activity.

Benefits

  • Single source of information for all documents and interactions assists in resolving complaints and disputes.
  • Enables auditing of system activity to identify staff training needs and possible fraudulent activity.

OVERRIDE TRACKING AND REPORTING

The outcomes produced by the Rules Engine in terms of pricing, availability, etc. become the default results produced by the system. As outlined this enables fully automated operation. However, you can still empower appropriate users to be able to override all the outcomes of the rules engine. These permissions can be granted to individuals or groups of users and can also be expressed as absolute or relative values. E.g. “Permit XXX to override Rental Rates by no more than 10%”.

When authorised users take the decision to override the results produced by Rules Engine, Vibe automatically records the value of the override and the reason the user provided when performing the override. These override values and reasons are shown on screen when reviewing the reservation.

Vibe provides reports and other tools for management to review overrides. Frequent overriding often indicates a shortcoming in the rules recorded in the system and can be a trigger for managers to correct these shortcomings. Because overrides are only available to internal users and not for Web or XML channels, these shortcomings may be inhibiting sales through Web and XML channels.

Benefits

  • Full recording and accounting for overrides allows early identification of rule shortcomings.
  • Supports controlled enforcement of pricing and other policies.
  • Provides reporting and controls to assist with fraud prevention.

TABBED USER INTERFACE

Most users will perform a variety of tasks in Vibe and may be working on several different tasks at the same time. Particularly those in customer facing roles may need to interrupt a task, deal with a new task and then return to the original task.

Similar to the ‘tabs’ users are probably familiar with from current internet browsers, such as Microsoft Internet Explorer or Mozilla Firefox, Vibe uses a tabbed interface to allow multiple tasks be worked on concurrently by the user.

Benefits

  • Enhances user productivity by allowing the user to work on multiple tasks concurrently

AUTHORISATION AND VISIBILITY CONTROL

Vibe supports secure systems control by allowing users to be granted the privileges necessary to do their job and no more. When a user does not have a certain permission you can choose whether or not the user should even be alerted to that fact. For example, if the user is not allowed to view an unencrypted credit card (for privacy or fraud prevention reasons) you can elect to hide all evidence on screen that the Vibe even has such a function.

Vibe allows the following values for a simple permission:

  • Granted: the user has the associated permission
  • Visible: the user does not have the associated permission but may be able to request privilege escalation from their supervisor or manager to temporarily get the required permission.
  • Invisible: the user does not have the associated permission and should not be made aware that any associated function even exists.

Benefits

  • User experience in Vibe is dynamically customised to cater for user experience and authorisation.
  • Risk of error and/or fraudulent use is reduced.

HIGHLY GRANULAR PERMISSIONS

Many permissions that can be configured allow restrictions to be applied based on value and location. For example, users may be permitted to perform certain functions on reservations that are picking up or returning to the depot at which the user is located but not at other depots. The system can also enforce delegation levels. For example a reservations consultant may be permitted to override rental rates as long as they do not vary by more than 5% from published rates, while a reservations manager may have a higher authorisation.

Benefits

  • Delegation levels can be customised to match business requirements.
  • Risks of error and/or fraudulent use is reduced.

PRIVILEGE ESCALATION

For many functions Vibe provides users with the ability to request escalation of their privileges from their supervisor or manager to perform a single task. For example, a reservations consultant may not be authorised to accept a reservation if the system has indicated there are no vehicles available. However, a reservations manager may be authorised to confirm such bookings. After satisfying himself of the specific circumstances, the manager can escalate the privileges of the reservations consultant just for that task.

Benefits

  • Minimises the impact of security enforcement on front line business processes without having to compromise integrity.

DATA SECURITY

Vibe complies with the PCI DSS v1 requirements and ensures that sensitive data such as credit card numbers are strongly encrypted. Full audit trails for sensitive data are also maintained.

Vibe supports operation on a corporate WAN or VPN where communications security is guaranteed. It also supports encryption at the application level for operation over the internet.

Benefits

  • Compliance with data security standards protects sensitive data.

HOLIDAYS

Vibe has a number of built in holiday calendars and you can create your own for use in setting up depot operating schedules.

Benefits

  • Minimises errors in catalogues.
  • Prevents acceptance of reservations which cannot be serviced.

PARTNER MANAGEMENT

Vibe allows negotiated arrangements to be captured in Partner Contracts. Partner Contracts cover things such as invoicing preferences, payment terms, discounting, variation to standard terms and even custom rate tables. Once setup the system ensures that all reservations have these contract terms applied without requiring any user intervention. These rules are applied regardless of how the reservation is entered into the system: Vibe, Web or XML.

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