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GTMatrix CRM/Dispatch System Brief. GTM seek an operating system that provides a robust CRM and Taxi booking agent program. We provide a one-stop shop for the logistics requirements for Schools and Guardianships countrywide Provide Chaperon’s at LHR on major travel days to assist students moving through the airport. We organise Ride-share between colleges Clients require taxis to pick up and take students to and from school to host families and Airports. We carry out due diligence on the taxi operators to make sure drivers are legal, checking credentials, licenses, insurance etc. Most of the passengers are minors U16 and so this needs to be a hands on operation with a technological driven interface, to meet the demands of an evolving future in logistics. Current Situation Our clients book via; 1. Email with all the passenger and address details, date and time required. (Guardianship) 2. Completed Spread Sheet (CC) example attached. 3. Parents Portal School web site using an on-line form (CL) attached. 4. Phone (last minute) All Bookings are entered into iPhone 7 calendar Email. • We cut and paste details into diary (iPhone 7 calendar for reminders and scheduling), utilising the date/time link within the email. • Copied details are then used to paste and write an email that is sent to the taxi companies to book the driver for that particular job. • A confirmation email is sent back to the client confirming receipt and job booked • The entries in the calendar are manually copied over to an excel spreadsheet Parents Portal generates individual email – as above. Multiple Spread Sheets, manual entry into diary. 1 confirm email all journeys to client The diary information is then copied and pasted into an excel spreadsheet. Client specific invoices are created by copy and pasting from the Excel Master sheet We populate the spreadsheet with a specific cost into the Taxi Fee column that then generates and fills the other columns that have been designated with formulas to provide us with the correct amounts to invoice and calculate VAT The spreadsheet once fully populated, has columns minimized to only show the Total, VAT, GTM wait and Parking if any and then the altered sheet is copied and pasted into a word document that is templated for invoices. Converted to a PDF and then sent via email to the client. Data is handled multiple times and human error occurs. We seek the following for a system: 1. To input data once, that then populates through to allow easy invoice generation 2. Separate invoices for each client split by Client Number 3. To make sure changes to original bookings are flagged in order that changes are dealt with – go red until manually ticked to ensure dealt with. This could be achieved by making sure similar journeys are stacked together 4. All journeys to appear in a timed diary / easily visible diary showing all journey details. All details of the booking most be easily available on-screen. 1 click. 5. Capture all journeys and all student information. All searchable. 6. Generates reports for each client capturing all sanctioned movements 7. Sort Data by School / Guardianship / Student / flight number / Airport / date / Student name / other? - Reports 8. Develop a working list of all journeys and ride-share between colleges – with easy to access vital information, taxi company providing driver / driver details / phone numbers 9. Produce invoices automatically as single events or multiple entries that are client specific and grouped i.e. all journeys on this day / to this destination. Nice to have • Email ability to send confirmations & correspondence • Live email alerts to phone as some bookings are received by email to be acted upon immediately. Time sensitive and imperative. • Send multiple sms to phones giving details of driver / chaperon on-site