Car Service allows travelers to book chauffeured car and limousine services. You can create one or more configurations for Car Service. For example, you can create configurations for the following:

• Deem Preferred Network: Deem has established negotiated rates with an extensive list of car service merchants.
• Custom rates: You can specify your own preferred merchants and custom rates. Submit a request to Deem to determine if the merchant is an approved Deem merchant.

You can include settings for both US and UK merchants in a single configuration.

Tip: You can add one or more configurations for the service for different groups. For a description of groups, see Groups Tab for Managing Groups.

To configure Car Service, click the Services tab. The Services | Overview page appears. Then click the Configurations for Groups Policies link in the Car Service section. The Services | Car Service page appears. You can then perform the following:

Adding or Editing Configurations

To add or edit a configuration, follow these steps:

1. Click the Configurations link on the Car Service page. The Configurations page appears.
2. Click Add a New Configuration to add a new one, or click an existing configuration name in the Name column to edit it.
3. Enter a name into the Configuration Name field that will be easily recognizable when it appears in a dropdown menu, or edit the existing name. For example, use "Deem Network" for Deem Preferred Network merchants, and a different unique name for each set of your preferred merchants with custom rates.
4. Enter or edit the description for the configuration. If this is a preferred merchant custom rate configuration, be sure to add a description.
5. (Optional) You can edit the default Request a Ride Page Message in the Service Options section. 
6. To enable US merchants, click the Enable Ground Travel checkbox, and enter the following:
   1. Company Code:  Enter the code supplied by Deem for Deem Car Service (typically 33447 for the Deem Preferred Network, or the custom rates merchant code).
   2. Corporate Preferred Vendors: To filter preferred vendors to the top of the Car Service Results page, enter the preferred vendor codes separated by commas, semicolons or spaces.  These three-digit codes are provided by Deem. A gold icon of an encircled "P" will also appear beside any preferred vendor.
   3. Messages Configuration: Enter the message using HTML tags or plain text for the following:
      • Select a Car Page Message: Appears on the Car Service Selection page
      • Reserve Your Ride Page Message: Appears on the Car Service Reservation page.
      • Reservation Confirmation Page Message: Appears on the Car Service Confirmation page.
      • Cancellation Page Message: Appears on the Car Service Cancellation page.
      • Reservation Status Page Message: Appears on the Car Service Reservation Status page.
   4. Provider Configuration: Make choices and enter messages for the following:
      1. Enable Sedan (1 – 3 passengers): Click the checkbox to allow this size.
      2. Enable Shuttle (1 – 11 passengers):  Click the checkbox to allow this size.
      3. Enable SUV (1 – 7 passengers):  Click the checkbox to allow this size.
      4. Enable Limo (1 – 10 passengers):  Click the checkbox to allow this size.
      5. Enable Van (1 – 14 passengers):  Click the checkbox to allow this size.
      6. Enable Bus (15 – 48 passengers):  Click the checkbox to allow this size.
      7. Cut-off time [x] hours before pick-up: Specify the number of hours before a pick-up that the traveler can book, cancel or change a reservation. The number can be from 4 to 24.
      8. Cut-Off Alert:  Enter the message using HTML tags or plain text that the traveler will receive if they attempt to book, cancel or change a reservation after the above cut-off time. If no alert message is entered, a default message will be displayed instructing the traveler to contact the service provider.
      9. Confirmation / Cancel / Status Notification Message: Enter the message using HTML tags or plain text to display to traveler on the confirmation, cancellation and status notification pages and emails.
      10. Override Provider Support Phone Number: Click this checkbox if an alternative support phone number will be entered. This could be the number for a VIP to use instead of the number used by a member of the Everyone Group. If you click the checkbox, enter the phone number to use when calling support in the Phone Number field.
      11. Maximum Stops: Enter the maximum number of stops allowed, up to 4, in addition to the final destination.
   5. Reporting and Billing: Click the Employee ID checkbox if the traveler’s employee ID must be transmitted to the car service merchant for reporting or billing purposes.
   6. Reporting and Billing: 
      Tip: You can define values for the following four fields by clicking the Profile Field Settings link under the Settings tab. See Profile Field Settings for details.
      1. For Cost Center, Department Code, Account Number, and Budget Code, choose the following:
         
         1. Select the field name from the dropdown list to designate the field whose value will be transmitted to the merchant if you click the "Send to provider" checkbox in the next step.
         2. Click the "Send to provider" checkbox to send the value of the field selected from the dropdown list to the merchant for reporting or billing purposes.
         3. Click the "User editable" checkbox if the user may edit the value found in his or her profile on the Car Service Purchase page. The value is used for reporting and billing purposes and does not replace the profile value.
         Tip:  Field names for Account Number and Budget Code may be displayed within curly brackets to indicate that the field name for one of the “MIS Fields” has been changed in the Customize Profile Fields function under the Settings Tab. See Profile Field Settings for details.
         
7. To enable UK merchants, click the Enable GroundRez checkbox, and enter the following:
   
   1. Company Code:  Enter the code supplied by Deem for Deem Car Service.
   2. Cost Center: Click this checkbox if the traveler’s cost center must be transmitted to the car service merchant for reporting purposes.
   3. Employee ID: Click this checkbox if the traveler’s employee ID must be transmitted to the car service merchant for reporting purposes.
   4. Corporate Preferred Vendors: To filter preferred vendors to the top of the Car Service Results page, enter the preferred vendor codes separated by commas, semicolons or spaces.  These three-digit codes are provided by Deem. A gold icon of an encircled "P" will also appear beside any preferred vendor.
   5. Messages Configuration: Enter the message using HTML tags or plain text for the following:
      • Select a Car Page Message: Appears on the Car Service Selection page
      • Reserve Your Ride Page Message: Appears on the Car Service Reservation page.
      • Reservation Confirmation Page Message: Appears on the Car Service Confirmation page.
      • Cancellation Page Message: Appears on the Car Service Cancellation page.
      • Reservation Status Page Message: Appears on the Car Service Reservation Status page.
   • Provider Configuration: Make choices and enter messages for the following:
     1. Enable Car (1 – 3 passengers): Click the checkbox to allow this size.
     2. Enable Exec Car (1 – 3 passengers): Click the checkbox to allow this size.
     3. Enable MPV (4 – 5 passengers): Click the checkbox to allow this size.
     4. Enable 16 Passenger Coach (6 – 16 passengers): Click the checkbox to allow this size.
     5. Enable 34 Passenger Coach (17 – 34 passengers): Click the checkbox to allow this size.
     6. Enable 52 Passenger Coach (35 – 52 passengers): Click the checkbox to allow this size.
     7. Cut-off time [x] hours before pick-up: Specify the number of hours before a pick-up that the traveler can book, cancel or change a reservation. The number can be from 4 to 24.
     8. Cut-Off Alert:  Enter the message using HTML tags or plain text that the traveler will receive if they attempt to book, cancel or change a reservation after the above cut-off time. If no alert message is entered, a default message will be displayed instructing the traveler to contact the service provider.
     9. Confirmation / Cancel / Status Notification Message: Enter the message using HTML tags or plain text to display to traveler on the confirmation, cancellation and status notification pages and emails.
     10. Override Provider Support Phone Number: Click this checkbox if an alternative support phone number will be entered. This could be the number for a VIP to use instead of the number used by a member of the Everyone Group. If you click the checkbox, enter the phone number to use when calling support in the Phone Number field.
     11. Maximum Stops: Enter the maximum number of stops allowed, up to 4, in addition to the final destination.
8. Click the Save button to save the configuration.

Adding or Editing Policies

To control company spend or car service selection, you can add policies that specify what triggers an "out of policy" message to the user. You can also decide whether to allow or not allow a car service booking if it is "out of policy". 

To add policies or edit existing policies, follow these steps:

1. Click the Policies link on the Car Service page. The Policies page appears.
2. Click the Add a New Policy link to add a new policy, or click the name link in the Name column to edit an existing policy. The Add or Edit page appears.
3. Enter or edit the name for the policy in the Policy Name field to help recognize the policy in a dropdown list. For example, you might enter VIP Car Service to show that this policy is for VIP travelers.
4. (Optional) Enter a description for the policy.

If you are editing an existing policy, conditions appear with dropdown menus in the Field and Operator columns, and values in the Value column. You can edit the existing conditions or add another condition by clicking Add Condition. If you are creating a new policy, click Add Condition to add the first policy condition. All conditions must be true for the policy to be activated. To define or edit a condition, follow these steps:

1. Choose a field in the Field column, and then choose an operator in the Operator column, as shown in the table below. 
2. Enter the value to define what is out of policy. For example:
   1. Choose Supplier name in the Field column, is equal to in the Operator column, and a specific merchant name in the Value column for a merchant whose higher rates are out of policy. 
   2. Choose Rate in the Field column, is greater than in the Operator column, and a rate in the Value column for highest rate you are willing to allow (such as 175.00 dollars). 
   3. If both conditions are true for the user's selection (the specific merchant, and the rate higher than $175), the selection is considered out of policy.
      
      The following fields in the Field column dropdown menu can use the following operators in the Operator column dropdown menu:

After adding or editing conditions, choose one of the following from the "Mark this selection as" dropdown menu:

• Out of Policy – Not Allowed: This choice stops the user from continuing with the selection, and displays a message to the user. The user must make another selection. Enter the message you want to show the user in the text box under "Show this description to the user for the selection" (using simple text or text with HTML formatting tags).
• Out of Policy – Allowed: This choice allows the user to continue with the selection, but displays a message to the user. Enter the message you want to show the user in the text box under "Show this description to the user for the selection" (using simple text or text with HTML formatting tags). You can also choose the following:
  • Require the user to enter an explanation to continue with the selection: Click this checkbox to show the user an additional text box asking them to supply an explanation as to why they believe their selection should be allowed.
  • Notify the user’s manager by email when the transaction is booked: Click this checkbox to send an email to the user's manager, as noted on the user's profile, if an out-of-policy booking is completed.
  • Notify these people by email when the transaction is booked: Click this checkbox to send an email to one or more email addresses if an out-of-policy booking is completed. You can enter multiple email addresses separated by commas. 

Saving and Using Configurations and Policies

Click the Save button to save the policy. 

Note: To commit all of your changes after saving them, click the changes not applied link at the top of the page. The Commit Changes page appears. Click the Commit button.

After creating one or more configurations and defining one or more policies, you can then associate a configuration and policy with a travel rule for a group. See Enabling Travel Rules for details.