Omadi User Manual RETURN TO TABLE OF CONTENTS SUBMIT SUPPORT TICKET

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2 1 Omadi User Manual

3 2 Table of Contents Site Navigation 5 Navigation in Omadi Logging In Black Menu Bar Dropdown Menus Settings and Global Search Grey Shortcut Bar System Search Global Search View Search Setup 9 My Organization Company Users Create Users Roles Commissions and Hourly Mobile App Options Notifying Users Blocking Users Reset Password Fleet Setup Trucks Tow Yard Pricing Setup General Pricing Motor Club Pricing Additional Price Items Pricing Changes Accounts Setup Bill To s Police Departments Properties Dispatching Guide 17 Dispatching Creating a Tow Ticket Appointments Dispatching to a Driver

4 Un-Dispatch a Call Dispatch Screens Dispatch Dashboard Dispatch Live Status Dispatch Status Discontinuing Jobs App Guide 22 Installing App App Setup Log In Log Out Vehicle Sign In Vehicle Inspections Vehicle Sign Out User Tow Guide Completing Tow Jobs Job Menu Options How to Capture Signatures How to Update a Call to GOA ing Invoices Mobile Dispatching App Troubleshooting General Troubleshooting Camera Functions Location Settings Reset All Data Tow Types 29 Account/COD Club Tow Digital Dispatching Job Types Service Police Tow ReTows PPI/Boot PPI Dispatch PPI Patrol Boot Drop Fee Tagging Process Client Portal 3

5 Copart/IAA Transport MISC Invoice Fleet Costs 37 Vehicle Maintenance Fuel Stop Ticket Information 39 Ticket Information Accessing a Ticket Organization PDFs Editing Charge information Recalculation Message Revisions How to Revert a Ticket Entering Historical Tows Lot Management 44 Lien Processing Omadi Resources ADD123 Request Vehicle Record ADD123 DPO Packets Recording Payments Releasing Vehicles Auctioning Vehicles Billing 50 Auditing Statements Reports Views Mass Update Printing a List View Digital Dispatching 55 How to Accept Digital Dispatches How to turn off Digital Dispatches QuickBooks Online 57 Contacting Support 60 4

6 5 Site Navigation

7 6 Navigation in Omadi Logging In Before navigating Omadi s system, users need to log in. Each company is given their own Omadi Domain (website). Users will need to log in at their specific company domain. If users go to omadi.com they will NOT be able to log in. If a user is not sure what their Omadi domain is, reach out to one of your managers or contact Omadi support at support@omadi.com. Once a user navigates to their Omadi domain they will be prompted to enter their username and password. Each user s profile should have been created during training by their manager. If a user is not sure what their login information is they should ask their manager or click Request a New Password from the login screen. When users log in to Omadi for the first time they will be prompted to accept the Terms of Service. Once the Terms of Service are accepted the user will be directed to their dashboard in their Omadi site. Black Menu Bar The black menu bar will allow users to navigate to the pages of the Omadi website. This is a full list of all available amenities in Omadi, depending on the user s role and company package. Some of these amenities may not be available to all users. This bar is divided into two main sections: dropdown navigation and settings. Dropdown Menus The dropdown menus consist of Dashboard, Dispatch, Tow Tickets, Motorclub Tickets, Reports, Views, Pricing, Customers, Fleet, and More. The most effective way to navigate through Omadi is to hover over the information you need and only click when you have found where you need to go. As an example of this, if I wanted to create a new billing account I would hover over Customers on the black menu bar, then hover over Bill To, then I would finally click on New Bill To. In the Dashboard dropdown the Report Dashboard displays reports that pertain to the user s role, while the Dispatch Dashboard displays current tows. In the Dispatch dropdown, users can create new dispatches, view the two dispatching views (the Dispatch Dashboard and the Dispatch Live Status), as well as view a full list of all dispatches. Clicking on either Tow Tickets or Motorclub Tickets will show those specific tickets and allow you to sort them (i.e. PD, PPI, etc.).

8 The Reports dropdown lists all of the available reports in the system. All reports are linked to views that give more details about each tow. For more information about reports and views, refer to the section on Reports and Views in this manual. The Views dropdown is a filtered list of tickets entered into the system. For more information about reports and views, refer to the section on Reports and Views in this manual. The Pricing page contains the General Pricing and Motor Club Pricing sheets. This is the area where the user will go to enter flat rate pricing to automatically populate in Omadi. For more information about pricing, refer to the section on Pricing Setup in this manual. The Customers dropdown includes information relevant to customers and accounts including: Bill To, Police Department, Property, MISC Invoice, and Statement. In the Fleet dropdown, users can enter information for their trucks and tow yards, as well as see vehicle inspections, vehicle maintenance, and fuel stop tickets. The More dropdown is used for client portal information and time card features. Settings 7 The second section of the black menu bar is the settings section, which is positioned on the right side of the navigation bar. Users can view and update their profile by clicking on their name. Clicking on the grey magnifying glass icon will allow the user to search the entire Omadi website. For more information about search features refer to the section System Search in this manual. Clicking the gear icon (only manager users can see this) at the top right of the page will display the Setup page where managers can create user profiles, update company organization information, and create/edit additional price items. (See above for an image of the gear.) Grey Shortcut Bar The grey navigation bar allows users to navigate quickly to pinned pages. When a user logs in, this bar automatically has New Dispatch, Dispatch Live Status, Dispatch Dashboard, Vehicles in Any Yard, Load Board, and Recent Actions pinned to it.

9 8 System Search Global Search Omadi offers users the ability to search the entire website to find specific things like VIN numbers, tickets, etc. To access the Global Search feature, click on the magnifying glass icon located on the right side on the black navigation bar. It is important to be specific, as this search is looking through the entire website and will show all possible matches. (Note: The user must type the full VIN for a match to be found.) The most effective items to search in the global search are PO and invoice numbers. Form Search Users can also search for information on forms. Once the user is on the desired form (PD, Recent Actions, etc.) they will see a grey search bar at the top of the page. (See the image above.) On a View the search will say Multi-Form Search. The search bar contains several options to help narrow down results. Enter in the criteria by which to filter the page. Unlike the global search, searches made through the form search bar do not need to be an exact match; partial searches will work as well. Once the information the user wishes to search is entered, click on the Search button. After searching a form, make sure to press the Reset button. This will clear the last search criteria entered. The search engine will filter all entries on the form by the search criteria entered until the search criteria is reset.

10 9 Setup Guide

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12 11 My Organization All of the user s company information, including address, fax number, phone numbers, etc., can be found at Setup (grey gear in the top right corner) > My Organization. Company Users All user profiles can be found at Setup (grey gear in the top right corner) > Company Users. On this page you can add new users and update users profiles. Only managers can create and edit all user profiles. Create Users To set up a user profile go to Setup (grey gear in the top right corner) > Company Users > New Company User. Give employees a username and an address (it must be unique). Create a password (each employee can go in and change his/her password later). Assign them a role. The role that each user is assigned will determine what that individual is able to see and do when using Omadi. Individuals can have more than one role. Fill out personal information and Hourly Rate or Regular Tow Commission if applicable. Roles In this section, you can can choose the role of the user. These roles are Manager, Sales, Driver, and Dispatcher. Managers have the ability to see all jobs and reports in the system, as well as add or update all information in the system. Sales is primarily a PPI role. This role has permission to create Properties in the system. They can see all properties in the system, but they only have permission to update the ones that they created. Dispatchers have the ability to create, view, and edit all jobs. A dispatcher has the ability to view all information entered into the system, but cannot edit or create new information. They also have the ability to view their own Commission and Time Card reports, view the Receipts by User and Payouts reports, and cancel jobs. A driver is only able to see the tows they are assigned, as well as their own Commission and Time Card reports.

13 12 Note: In order for a user to receive a dispatch, that user must be assigned the driver role in addition to any other role they may have. For example, if the owner of the tow company also tows, he/she would have manager and driver selected. Commissions and Hourly Rates To edit user commissions, scroll to the Payroll section of the chosen user profile. From there, enter a value into one of three options: Hourly, Flat, or Percentage commissions. Only one option can have a value in it at a time. The hourly rate for each user is multiplied by the number of hours they've documented by clocking in and out of Omadi. Managers have the ability to remind a user to clock in and out when logging in or out of the mobile app by selecting the Remind to Clock In/Out checkbox in their user profile. Users using the mobile app can click on Time Card to view their personal time card. Users who forget to clock in are advised to clock in on the app and then notify their manager to adjust their time accordingly. Mobile App Options This section has options to enable truck and time clock features for users. The Remind to Clock In/Out option enables the app to send the user a notification to clock in as soon as they sign in to the app. The Remind to Select a Truck option enables the app to remind the user to select their truck after signing in to the app. Note: All drivers should have the Remind to Select a Truck checkbox selected in order for their truck to populate automatically when filling out tickets on the app. Notifying User If you check the box in the bottom left that says Notify user of new account, then the new user will receive an notification after you save the profile by clicking Create Account. Blocking Users In Omadi, there is no option to delete users, but a user can be blocked. Blocking a user will restrict all access to the system for that user. Blocked users will not count towards the account s user limit. To block a user to go Setup > Company Users. Edit the user profile of the user that needs to be blocked. Under Account Information, change their status to Blocked, and save their profile.

14 13 Reset Password If a user has forgotten their password, there are two ways to reset the password. First, a user with the role of manager can log in to the Omadi system, navigate to that user s profile, and enter in a new password. The user can also request a new password from the login screen. By clicking on Request new password, in the top right (see image at right), the user will be directed to a new page where they will be prompted to confirm their identity by entering their username or associated with their account. After the user enters either their username or address and clicks on the " new password" button, they will be directed back to the login screen, where this message will appear at the top: Further instructions have been sent to your address. An with a link to reset the user s password will be sent to the address in their profile. Clicking this link will direct them to their user profile, where they will be able to change their password. Once that new password is entered, verified, and saved, the user will be able to log in to Omadi with that new password. Fleet Setup Trucks To edit existing trucks or add new trucks, go to the black navigation bar and select Fleet > Truck > List. Entering trucks in Omadi allows the user to track which truck was used for every ticket in the system. To add a truck to the system go to Fleet > Truck > New Truck. Fill out all the required fields that are in red, as well as any of the other optional fields the user would like to have recorded for each vehicle. Tow Yard To update or add a new tow yard, go to the black navigation bar and select Fleet > Tow Yard > List. By entering a tow yard into the system the user can record and keep track of impounded vehicles.

15 14 Pricing Setup Before using Omadi full-time, pricing information will need to be entered into the system. It is important to enter pricing information before entering customers or accounts into the system in order to link pricing to customers when creating Bill To s. General Pricing General Pricing Sheets are designed for base rates (tow, storage, service, and mileage fees) broken down by vehicle class (motorcycle, light, medium, heavy duty). These rates will automatically populate into the tow tickets depending on which vehicle class you choose. If the user is not able to enter all pricing in a General Pricing Sheet (i.e. hourly rates, winching, dollies, etc.), refer to the Additional Price Items section of this manual. To create a new pricing sheet, go to the black navigation bar and select Pricing > General Pricing > New General Pricing. There are only two required fields in general pricing: Pricing Label and Effective Date. The Pricing Label will be the name by which you can recognize the pricing sheet (this is usually either the name of the account the pricing is for or a general description of how to use the pricing, i.e. Impound Pricing). The Effective Date determines the date when that pricing sheet becomes active. Motor Club Pricing Motor Club Pricing sheets are designed to automate base rate pricing entered for motor clubs (refer to general pricing for examples of base rate pricing in Omadi). Motor Club Pricing is differentiated from general pricing by having more fields for road service and tow type-specific pricing (i.e. accident and secondary tow pricing). To create a new motor club pricing sheet, go to the black navigation bar and select Pricing > Motor Club Pricing > New Motor Club Pricing. If the user intends on using en route mileage in the system for motor club calls, make sure to fill in the en route start address in the Office Address region. Additional Price Items Any item that cannot fit in the pricing sheets is considered an additional price item and will need to be entered into the system for which the specific job type it is needed. In Omadi, price items could fall under several

16 15 different names, depending on the job type and the purpose of the price item. The names for additional price item fields are Line Item Charges, Special Pricing (PD only), Additional Fees (Motor Club tow types only), Override Charges, Payouts, and Adjustments. A good example of adding a price item would be a driveshaft fee for Account Tow calls. To add this as a pricing option, go to the setup page by clicking the gear in the top right corner of the black navigation bar, then click on Fields next the Account/COD icon (see image above). On the right-hand side, in the Charge Information region, find Line Item Charges (see image to the right). Hover over Line Item Charges for a grey gear to appear on the right-hand side of the field. Click on the gear, and choose the option to Edit Price Items. This will open a new page where you can add and edit price items (see image below). If the user edits or creates a new price item, the user will have the choice to enter default pricing based on vehicle class. In addition to default pricing, the user can also determine special pricing of that price item for a specific account. Pricing Changes In the event of pricing changes, create a new General or Motor Club Pricing sheet and associate the pricing sheet with your customers/properties/police department. Note : Do not make changes to existing fee schedules as this will cause existing tow tickets to have incorrect pricing.

17 16 Accounts Setup Bill To s Bill To s in Omadi are where the user can store billable accounts information. To update or add new accounts go to the black navigation bar and select Customers > Bill To > List. From the Bill To list, the user has options to edit or delete old accounts or to create new accounts. When creating a new account, the only information that is required is the account name and whether or not a PO # is required. All other contact information is optional. If the user decides to link a General Pricing Sheet or a Motor Club Pricing Sheet to a Bill To, the pricing will auto-populate when a ticket is created. Only Bill To accounts that are entered in this form will be able to be referenced on tickets. Police Departments All of the police departments the company has contracts with need to be entered in Police Departments. To update or add new police departments go to the black navigation bar and select Customers > Police Department > List. The only required information is the name of the police department and default pricing sheet. Any other contact information is optional. Only police department contracts that are entered in this form will be able to be referenced on PD tickets. Properties All of the properties with which the user s company has PPI contracts need to be entered into the property form in Omadi. To locate the property form go to the black navigation bar and select Customers > Property > List. From the property list, properties can be added or updated. To add a new property click on the New Property button in the upper right-hand side of the page. The property form allows the user to enter property contact information, contract information, and towing guidelines. Similar to police departments, default tow yard and pricing can be selected for each property, which will auto-populate on the tickets if that property is selected. A few fields in the property form relate directly to the Client Portal, which is available in a PPI + package purchase. One of the most important boxes to fill out is the Manager does NOT want to approve tags checkbox (in the Patrolling region). This box means that tags will be active and valid even if the property manager does not approve them through the Client Portal. If you leave this unchecked, a property manager must log in to the Omadi Client Portal and approve tags. The field "In How Many Hours Does Tag Expire?" is important for tagging vehicles. When creating a new tag, when they select that property, the amount of hours until the tag expires will autofill into

18 17 the tag. A driver can still override this and put in the hours until tag expires on a tag. The General Rules & Restrictions text box is a good area to display notes/rules about the property that will be visible to the user. The final section, Violation Rules, will dictate for which violations the user is able to tag or tow vehicles. If no violations or rules are added, all violations will be available as options for the users. If you add one rule, then only that one option will appear as reason for the tow on the ticket. To add a violation, click the button labeled Add Additional Item. Next, choose the violation(s) that the users can tag/tow for, add time rules and any notes. Please remember: if you add time rules and try to tag or add a new PPI tow when it is not during those hours, you will not be able to select that violation on the tag or ticket.

19 18 Dispatching Guide

20 19 Dispatching Creating a Tow Ticket To start a new dispatch ticket, click on New Dispatch on the grey shortcut bar. All information that is in red is required, and the ticket will not save unless all required fields are filled. In the Call Information region, select the job type. That is the type of call you are creating. For example, for a Cash Call or Account Tow you would select Account/COD. The Dispatcher field will auto-populate with the name of the current user. The Dispatch Status will update as the driver progresses through the call, so the dispatcher should not change that field. The Self Dispatch and Send Dispatch Requests To fields are for dispatching to driver through the mobile app. Additional Drivers can be selected to have access to view the ticket, but only the driver that was dispatched the job will be able to edit it. Additional drivers will have view only permissions, and their commissions will not be linked to the ticket. Once the dispatch ticket is saved, the user will be directed to the Dispatch Dashboard. Appointments For jobs that will not be dispatched immediately, the option to create an appointment is available when creating a dispatch ticket. In the Call Information region, enter in the time of the appointment in the Appointment Time field on the right-hand side. After saving the ticket, the job will appear in a green color at the bottom of the Unassigned column in the Appointments section. The job will remain green until an hour before the call is scheduled, at which time it will turn yellow and move up to the Unassigned section. After the job passes the appointment time it will turn red. Appointment jobs do not have a dispatch button, but they can be dispatched by dragging the call and dropping it on the designated driver. The job can still be dispatched even after the appointment time. Dispatching to a Driver On the Dispatch Dashboard there are two ways to assign calls to drivers. The first way is to drag and drop the tow onto the name of the driver to which you want to send the request. The second way to dispatch a call is to click on the Dispatch button on the tow card (see image above). After clicking on Dispatch a small window will pop up.

21 This screen will display all locations of drivers who are logged on to the app and locations of the jobs on a map, a list of all drivers, and drivers ETAs. The dispatcher will select the driver to send the job to and then press Dispatch Now. Once either one of these steps are completed the job will be dispatched to the assigned driver. 20 Un-Dispatch a Call If a job needs to be reassigned, the user will click on the driver s name who currently has the job in the Primary section. This will expand the driver s section and give more details about the jobs the driver is assigned. Find the job that needs to be reassigned and click on it. This will expand the job further. Click on Un-Dispatch. The job will go back to the Unassigned column and will now be able to be dispatched out to another user. This should not be done after the driver has advanced the ticket to At Scene. Dispatch Screens There are two dispatching views in Omadi: Dispatch Dashboard and Dispatch Live Status. The default view is the Dispatch Dashboard. The Dispatch Live Status is mostly used to accept digital dispatches. At the top of both pages users can create new dispatches, set ETA defaults for digital dispatch accounts, search current dispatches, and refresh the page. The page is set to refresh itself every 30 seconds, but it can also be immediately refreshed by clicking on the blue Refresh button on the top right. Dispatch Dashboard

22 As the default dispatching view, the Dispatch Dashboard is where users will be directed to every time they save a new dispatch. This view can also be accessed through the grey shortcut bar or in the Dispatch dropdown on the black navigation bar. This view has three main columns: Unassigned, Primary, and the Map. In the Unassigned column, all newly created tow tickets and any jobs that have not been accepted by a driver will appear. Appointments will also show up in green at the bottom part of this column until an hour before the appointment time. In the middle column, or the Primary column, all drivers will be listed. If a driver is logged in to a truck, the name of the truck will appear by the driver s name, as well as any jobs they have been assigned. To see additional details of the tows that a particular driver has been assigned, click on the driver s name to view the information cards for each job assigned. 21 This view provides a lot of visibility through the map tracking function in the third column. This map will display the start location of any current dispatches, as well as the GPS location of users that have logged in to the app. The GPS location is based on the user s mobile device GPS signal and is therefore reliant on how often the mobile device updates its GPS location. If the company has integrated TomTom units in the trucks, the map will reflect location based on readings from those TomTom units. Dispatch Live Status The Dispatch Live Status is mostly used for accepting digital dispatch calls from integrated motor clubs. (For more information on the digital dispatch integration, please see the Digital Dispatching section of this manual.) This view gives more details about dispatches, including (but not limited to) account, vehicle information, destination information, and reason for service. All dispatches will appear on this screen in chronological order until a job is complete. To edit any information on tickets or to assign drivers to a call, click on the grey gear on the far right side of the call and click the corresponding link. Be careful to not edit a ticket at the same time a driver may be editing his ticket, as one of the two will override the information the other has entered. If this view is being used for digital dispatching, it will need to be kept open in a separate tab at all times. Users may have multiple tabs of Omadi open in their browser at the same time. Users will only receive an audible notification alert that a digital dispatch came in when the Dispatch Live Status is open. If a user navigates away from the Dispatch Live Status page and does not have it open in a separate tab, Omadi has no way of notifying the user that a dispatch has come in and needs to be accepted. Dispatch Status As users update tickets, calls will progress through Dispatch Statuses : Call Received, Dispatching Call, Job Accepted, Driving to Job, Arrived at Job, Towing Vehicle, and Arrived at Destination. Each dispatch status is designated a color (refer to the image).

23 22 This allows dispatchers to quickly know where each driver is in their calls. Dispatch statuses are only related to the the dispatching workflow being completed: meaning that dispatch statuses will guide drivers and dispatchers through tickets until it has been completed or stored at the lot. Discontinuing Jobs If a call needs to be discontinued, the user will need to navigate to the Dispatch Dashboard, click on the right facing arrow of the desired ticket, and choose the option Cancel. This will navigate the user to a new page where they will select the reason for canceling the job and select Discontinue Job. The user will then be directed back to the Dispatch Dashboard, and the discontinued job will no longer be displayed on the dispatching screens.

24 23 App Guide

25 24 Installing Omadi App On the user s mobile device, go to App Store/Google Play Store > Search Omadi Towing > Install the Omadi Towing app. The user will be asked if Omadi can use their location. Tap OK to allow the tracking features available for mobile devices in Omadi. Note: If the tracking feature is not allowed, the driver will not appear on the map in the Dispatch Dashboard. App Setup Log In After downloading the Omadi app, open it to go to the login screen. There are four areas you will need to fill in before logging in: Client Account, Username, Password, and Agree to Terms of Service. In Client Account put in the user s company domain name (this will be the name that appears before.omadi.com when the user accesses Omadi on a browser). For example, if the user s Omadi site is towing.omadi.com, the user s client account would be towing. Ask a manager or Omadi Support if a user is unsure of what their Omadi client account is. Enter in their username and password (ask a manager if you do not know your username or password). Agree to the Terms of Service. Once all the information is filled out, the user can log in. Log Out To log out from the app, navigate to the homepage of the app, then click on the three vertical dots in the top right-hand corner. At the bottom of the list, select Logout, then select Logout again. The user can also use the logout shortcut by clicking the rectangle and arrow icon to the right of their name (see image). Vehicle Sign-In After logging in to the app, the user will be prompted to select a truck with a Which Vehicle Will You Drive? message. If a user is not prompted to sign in to a truck, go to their profile (grey gear > Company Users) and make

26 25 sure the Remind to Select a Truck box is checked (refer to image). Vehicle Inspections After selecting a truck, the user will be prompted to perform a Pre-Shift Inspection that reviews the last inspection of the truck. If a user selects to review the last inspection report, the user will need to fill out the ticket for the inspection. Once all required fields (everything in red) are filled out, the user will be able to save the ticket by clicking the three vertical dots at the top right of the screen and then clicking Save. If all required fields are not filled in, the user will not be able to save the inspection. If there is no inspection to review or the user declined to review the last inspection, the user will see a No inspection to view message and be redirected to the app home screen. Vehicle Sign Out To log out of a vehicle, go to the app homepage (by clicking on the house icon at top) and tap the X to the right of the truck name. When you log out of a truck you will be prompted to perform a Post-Shift Inspection. Once all required fields (everything in red) are filled out, the user will be able to save the ticket by clicking on the three vertical dots at the top right of the screen and then clicking on Save. If all required fields are not filled in, the user will not be able to save the inspection. After the user has logged out of the truck he/she was operating, the user can log in to a new truck from the same screen by tapping the plus ( + ) sign to the right of No Vehicle. When you log out of the app it will also log you out of the vehicle and prompt for an inspection. User Tow Guide Completing Tow Jobs When a user is assigned a new job, their phone will beep and they will be sent an alert letting them know they received a new job. When the app is opened, a Job Update message will appear, notifying the user of new dispatches. When the user selects VIEW, they will be redirected to the Jobs page. (The Jobs page can be found at any time by tapping the headset image at the top of the app.) The Jobs page will show the user all Assigned and

27 Open (active) jobs. Under the Assigned section, the user will tap the check mark to the right of the new job, accepting it. Once the user has accepted the job, it will move down to the Open section. The user will continue to update the job by tapping on the job, tapping Update Status, then choosing their next action: Driving to Job, At Scene, Towing Vehicle, Arrived at Destination, and Job Complete. In At Scene and Arrived at Destination, the user will be required to fill out specific information in the ticket. Users will have to take pictures and fill out pretow damages At Scene. At Destination, the user will be required to enter the majority of the vehicle information. If the information in red is not filled in, the user will not be able to move on to the next step. After the user has filled in all the required information, to save the ticket the user will tap on the the three vertical dots in the top right corner, then tap Save (See image to the right). Omadi has an integration with Carfax that will pull in the vehicle information of the car if the license plate of the car is entered. (Please note that you should not use spaces when entering license plate numbers.) The vehicle information will fill in once you click out of the license plate field. (This integration is only available on the mobile app, not on the web.) Sometimes Carfax does not update their information for 3-6 months, so it is important to verify that the information that populates matches the vehicle being towed. There is a check mark next to the license plate field: this is not for the Carfax integration. This is to check your Omadi system to see if that license plate is already in the system. An alert will appear notifying the user if there was a match in the system or not. This is particularly important to make sure that users are not towing vehicles that are labeled as Do Not Tow. After the user has updated the job status to Arrived at Destination the user will need to tap on the job one more time and update status to Job Complete. This will remove that job from the user s job list, signifying that the job was completed. 26 Job Menu Options In addition to Update Status, there are other options on the job menu after clicking on a job in the Jobs page. Those options include: Navigate, Discontinue Job, View, View Online, Edit, Actions, and Cancel. Navigate will open up a GPS app on the user s phone and will navigate the user to the tow start/service address. Only users with specific roles (manager and dispatcher) will have the ability to see the Discontinue Job option. If a job is canceled, the user will update this field with the reason why the job was canceled from the following options: Cancelled, Gone on Arrival, Expired, ETA Too

28 Long, Refused the Job, and Failed to Complete. A job will remain on the app for a few minutes showing you that it was cancelled, and it will also remain on the dispatch dashboard on web so a dispatcher can see it was discontinued. It will eventually clear off of the dispatch dashboard as well. The user can also view or edit the call if needed. If they click to view the job, they are able to click on any of the addresses on the ticket to open their map s application on their device. 27 How to Capture Signatures Capturing signatures for tows is available through the Omadi app. Signatures are available when recording a payment. To capture a signature through the app, go to the Payer Information region on a ticket. If the region is collapsed, click on the Payer Information region to expand it. Once it is expanded, click the Sign Now button. A signature window will pop up, allowing the customer to sign with their finger. Click on Done to save the signature, then save the entire ticket by tapping the three vertical dots in the top right corner and selecting Save. How to Update a Call to GOA To mark a job as discontinued from the app, the user will need to edit the ticket that is being canceled and update the Service Type field to GOA (for motor club calls) then discontinue the call. Once the Service Type field has been updated and the ticket is saved, the user will click on the job again to pull up the Job Menu. The user will select Discontinue Job. Another menu will pop up with options of why the job was discontinued. The user will select Gone on Arrival, and will be directed back to the job page. The job will show that it was discontinued and will disappear from the app after a few minutes. ing Invoices Users have the option to invoices to customers from the app. In order to see the option to an invoice, an needs to be entered in one of the fields in the ticket (i.e. Payer , AP , or Customer ). After the address is saved on the ticket, on the app the user will need to click on the job again (they can find the job either on the Jobs area (headset icon at the top of the app) if it is still in progress, or it will appear at the top of the list of recent jobs found under Recent (clock icon at the top of the app). The option to Invoice to Payer will show up on the Job menu when they tap the job. (Payer may be replaced with AP or Customer, depending on which field the was entered in). The user will not receive a confirmation that the was sent; therefore, make sure to only press the button to send an once. If that button is repeatedly selected, the customer will receive the same as many times as the button was selected. To confirm that an was sent, the user would need to check the ticket online, not through the app, and view the Log tab (the Log tab will only appear if an was sent).

29 28 Mobile Dispatching Dispatchers also have the ability to dispatch from the app. From the app dashboard (house icon at top) the user will click on the plus sign next to the type of tow needing to be dispatched. A new screen will pop up two tabs at the top. The first tab will be the Dispatch tab. In this tab the user will assign the tow to a driver by selecting a driver s name in the Send dispatch requests to field. Once everything in red on this page is filled out, the user will need to fill out the information in the next tab. The second tab will be the name of the job type that was selected. Once all required (red) fields are filled in, save the ticket by tapping the three vertical dots in the top right corner, then tap Save. Once the job is saved, the driver who was assigned in the Send dispatch requests to field will be alerted that they have a new job, and the tow will appear in their My Jobs section. App Troubleshooting General Troubleshooting In the event a user is experiencing any operating difficulties while using the app, here are a few steps to fix them. The first thing to do in any case of operating difficulties is to refresh the app. To refresh the app, from the app dashboard (house icon at top), tap the three vertical dots in the top right corner, and select Refresh. If issues persist after refreshing the app, press the Refresh button for three seconds, then click on the option to force sync the app. If you are still experiencing problems, make sure that both the app and your operating system are up-to-date. To make sure the app is up to date go to App Store > Omadi Towing > Update. Camera Functions The Omadi app allows a user to make use of either the native camera on a mobile device or the Omadi app camera when taking photos for an entry. The process to toggle these options is simple, and examples of both Android and ios devices will be provided. To update camera functions, go to

30 the app dashboard (house icon at top), tap the three vertical dots in the top right corner, then select Settings. To use the user s device s camera instead of the Omadi camera overlay, toggle on Use the basic Android Camera or Use IOS default camera overlay depending on your device. If they are toggled off, the Omadi camera will be used; if toggled on, the default Android or ios camera will be used. The device default cameras are the same cameras that are used when taking photos in the camera app on the device. When a user is experiencing issues with one of the camera types, one of the first steps is usually to test out the other option. Be aware: when using the device s native camera you will have to take the pictures one by one instead of being able to take multiple at a time through the Omadi overlay. 29 Location Settings In the event that a user is having trouble clocking in or out, or if they are having trouble with any of the tracking or location features, check the settings on the user s device to make sure that Location Settings are on. If your phone has a high accuracy setting, make sure that it is on as well. This means that your phone will use GPS as well as networks to locate your phone. If you are having issues with battery drain or data usage, you may want to discuss with your manager if they would approve you turning off these settings and thus removing you from the maps appearing on the web but lowering the usage of the app. Reset All Data If using the force sync fails, try resetting all data. Resetting all data means that the app will be cleared and resync to the software. All data that is not saved (i.e. drafts) will be lost upon resetting data. So if you have a ticket that has not been saved or is not appearing on the web, be aware: you will lose that data should you choose to reset. You may want to save the pictures onto your device so you don t lose them. To reset all data go to the app dashboard (house icon at top), tap the three vertical dots in the top right corner, and select Reset All Data. When asked if you really want to reset all data, select Delete It. It will take a few minutes to restore. On Android devices you can also go to your Settings and find the Omadi Towing app, and from there you should be able to do a data reset as well that is a data reset through the device. If this fails, you may have to uninstall the app and reinstall it. If you continue to experience issues, please don t hesitate to us at support@omadi.com.

31 30 Tow Types

32 31 Account/COD The Account/COD job type is used for all contracted tows that will be billed out to a customer as well as cash customer requested tows. Think of it as a general tow ticket. The field Bill To will always be required. In that field enter the name of the account calling in, or if it a cash customer call, select Cash Call. On the occasion that a vehicle is impounded for an account or a cash customer: impounding, lien, sale, and release information are available on Account/COD. Club Tow All motor club calls that are not accepted through digital dispatching will need to be entered manually in the Club Tow job type. Customer contact information and coverage details fields are available in this job type. Club Tows reference Motor Club Pricing, not General Pricing. Before dispatching a Club Tow call, make sure there is a matching Motor Club Pricing and Bill To for that account. Similar to the Account/COD setup, in the case that a vehicle is impounded for a motor club: impounding, lien, sale and release information are available. Digital Dispatching Job Types Omadi integrates with eight motor clubs: Agero, Allied, Allstate, Geico, National Safe Drivers, Quest, Road America, and United States Auto Club. These forms are only to be used to accept digital dispatches. Manual entries from any of these motor clubs should be entered as a Club Tow job instead of a digital dispatch form. The digital dispatch forms are set up specifically for digital dispatching and are therefore not as simple or clean as the Club Tow form. Service This form may be used for any roadside service calls that do not involve a tow. This form is not exclusively for Club Tows, but if a motor club requests roadside assistance that does not involve a tow, this form is a simplified version of the tow form. If you do not have this job type on your system, you may need to purchase it as an upgrade if so desired.

33 32 Police Tow The PD job type is set up specifically for police calls. This includes an area to enter the police department that requested the tow, police dispatcher ID #, PD case number, and an option to place the call on a police hold. If a vehicle has a hold on it, it will only be available to be released after the hold is lifted. In addition to hold and release information, PD tickets also include areas to enter lien and sale information as needed. If you do not have this job type on your system, you may need to purchase it as an upgrade if so desired. ReTows ReTows can only be created for PD calls. To create a retow, find the original PD ticket, open the Release tab, and release the vehicle from the yard. For Release To, select Dropped at Other Yard, then save. On the top left of the ticket, click the blue Create ReTow button. This will create a new dispatch that is linked to that original tow. Some information will copy over from the original tow, such as Vehicle Information. You ll notice there is a field (in the ReTow Info region) called Original Tow. This will fill in with a link to the original ticket in the Omadi system. Now proceed with the dispatch normally. To see all completed retow tickets, go to the black navigation bar and select Tow Tickets > ReTow > List. At the top of the ticket, a notification will appear stating that that the ticket was generated from a PD ticket with a provided link to that ticket. In the original PD ticket, there will be a similar notice at the top of the ticket alerting the users the that the ticket was copied to a ReTow. The ReTow Date and ReTow Link will update with the time of the ReTow and a link to the ReTow. When you go to bill on this ticket you will want to edit it and select Yes to Combine with Original Invoice. This will add the charges from the ReTow ticket to the PD ticket. If you don t want to combine the charges, simply select No. If you are going to combine the charges, the invoice generated should be Invoice w/ ReTow Charges.

34 33 PPI/Boot PPI Dispatch If a private property tow is called in and requested, users can create a PPI dispatch and send it to the designated driver. In the property dispatch form, the property is required. The property field references all properties that are entered in the system. If a property calls in that is not included in the company s property list, the new property information can be entered in the New Account Info region at the bottom of the page. If the New Account Info is filled out, the property field will no longer be required. Once the ticket is saved, Omadi will automatically generate a new Property based on the New Account Info, and an alert will be sent to any user with the Omadi Manager role. After it is dispatched, drivers will be required to fill out vehicle information and towing information. PPI Patrol If a user needs to create a PPI while on patrol, from the home screen of the app the user will tap on the three horizontal lines in the top left-hand corner. From there, the user will tap the plus sign to the right of the PPI icon. This will open a new PPI ticket, where the user can fill out all required fields (everything in red) before tapping the three vertical dots in the top right-hand corner to save. After arriving at the tow yard, navigate to the Recent page of the app by tapping the clock icon at the top. Tap the job in progress and select Edit. Fill out all required information, then tap the three vertical dots in the top right-hand corner and select Save + At Tow Yard. When a user creates a PPI ticket on mobile, the ticket will not be visible on the dispatching screens on the web, because the ticket was not dispatched. The ticket will still be found in any views PPI tickets are available (i.e. Recent Actions, Vehicles in Any Yard). Boot The Boot job type is very similar to PPI jobs. To create a new Boot ticket on mobile, from the home screen of the app the user will tap on the three horizontal lines in the top left-hand corner. From there, the user will tap the plus sign next to the Boot icon. After filling out all the required fields, the user will save the boot ticket by tapping the three vertical dots in the top right-hand corner. This

35 will save the boot as attached to the vehicle in the system. When the boot is ready to be released, from the home screen of the app the user will tap on the three horizontal lines in the top left-hand corner. From there, the user will tap the Boot icon, and a list of boot tickets will display. Tap on Release Boot, select the desired ticket, and select Release Boot. Fill out all required information, then tap the three vertical dots in the top right-hand corner to save. Boot tickets will not be visible on the Dispatch Dashboard. The user that puts the boot on and the user who removes the boot can be different. If you do not have this job type on your system, you may need to purchase it as an upgrade if so desired. 34 Drop Fee For private property tows, users can update tickets to be drop fees. To change a PPI job to a drop fee, make sure you have saved the ticket At Scene. From the Jobs tab (headset icon), click on the job again to bring up a list of options. From there, click on Change to Drop Fee. This will convert the PPI ticket to a Drop Fee ticket. The user will fill out the remaining required information on the ticket, then tap the three vertical dots in the top right-hand corner to save. The previous PPI ticket will be replaced with the new Drop Fee ticket. Tagging Process In addition to towing PPI jobs, Omadi also supports tagging vehicles for violations. To create a new tag on mobile, from the home screen of the app the user will tap on the three horizontal lines in the top left-hand corner. From there, the user will tap the plus sign next to the Tag icon. The user will be prompted to enter the number of hours before the tag expires. The number entered will designate the amount of time that will need to pass before the tagged vehicle is ready for further enforcement. After filling out all the required fields, the user will save the tag ticket by tapping the three vertical dots in the top right-hand corner. If the property manager has been set up with a Client Login, the property manager will have the ability to log in to the Client Portal and either approve or deny further enforcement on tagged vehicles. Once the tag reaches the allotted number of hours (entered in the Hours Before Tag Expires field) and has been approved by the property manager if needed, it will be listed in the Expired section on the mobile app. The Expired page can be found by clicking the tag icon at the top of the app homepage. This will allow users to know that the tag is ready for the next phase of enforcement action. After choosing a tag from the Expired list, a driver can locate the vehicle and determine whether or not it should be towed.

36 When a user is ready to tow a tagged vehicle, the user will tap the desired tag, select Conversions, and select Copy to PPI. After the required PPI information is filled out, the user will tap the three vertical dots in the top right-hand corner and select Save + At Tow Yard. This will remove the tag from the Expired screen. If the user chooses to not tow the tagged vehicle, the user will tap the tagged vehicle, and in the Tag Check option choose to update the status to why the tag wasn t towed. Again, this action removes the tagged vehicle from the Expired tags screen, but the user can still see the tag in the Recent screen of the app by tapping the clock icon at the top of the screen. This process will be the same for changing a tag to a boot. 35 Client Portal If the Client Portal has been purchased with an Omadi package, the user will be able to give client logins to property managers that allow them to manage and request tows of vehicles on their properties. To create a client login for a property manager, on the web go to the Setup page by clicking on the grey gear at the top right of the page, then click on Client Logins. The process is similar to creating a new user, and a new client login is created by clicking New Client Login in the top left or right of the screen and then filling out the required information. Property managers will log in from the same URL that all other employees use. Once a client login is set up, property managers can view information about tows associated with their property, including being able to view pictures. Besides looking at tickets, there are several features in the Client Portal, including violation lookup, creating/requesting permits, adding vehicles to a Do Not Tow list, requesting tows, approving tags, and a few other options. In the Violation Lookup feature, property managers can search for vehicles tagged/towed on their property by looking up license plates. The Permit feature allows property managers to list all the vehicles on the property that have permits. Permits can be turned on and off for vehicles by changing the Permit Status. Permits for the property can be requested through the Permit Request feature. The Do Not Tow feature allows property managers to request their entire property to not be towed for a certain period of time, as well as designating certain vehicles that they never want towed.

37 In Tow Request, property managers can request vehicles be towed from their property. Property managers can approve tags, and they can specify that the vehicle can be towed after the tag expires, or they can set a tow date. In the Client Portal all expired tags that are awaiting manager approval can be found under Approve Tags on the black navigation bar. Tags are sorted from oldest to newest, and this cannot be changed. This will help managers clear out the older tags first. Select which tags to approve, and enter the date the tagged vehicle can be towed in the Enforcement Time After Approval date field. Once the page is saved, all approved tags will appear in the Approved tab. Property managers can use the Approved tab to see which tags are waiting for action from the towing company. Once the tag is approved, the property manager can move up the date to tow it by changing the Enforcement Time After Approval again. This will help property managers to distinguish which tags need approval and which tags are approved and waiting to be towed. If the In Compliance feature is turned on, vehicles can be marked as In Compliance instead of being approved. Once the page is saved, all tags marked as In Compliance will appear in the In Compliance tab. If a property requires confirmation information for tags, a window will pop up asking for the required fields for authorization after pressing the Submit button. Copart/IAA 36 The Copart/IAA job type is set up to record Copart/IAA transactions. Users can record that a vehicle was moved, what zone the vehicle was in, as well as record payment from Copart/IAA. Users can set pricing by zone by editing the Zone price items through the Setup screen (refer to the Additional Price Items section of this manual). If you do not have this job type on your system, you may need to purchase it as an upgrade if so desired. Transport The Transport form is set up for equipment transport. (This form should not be used to track vehicle transport.) When creating transport jobs, the Ready for Dispatch automatically defaults to Not Ready. If the transport job needs to be dispatched immediately, the Ready for Dispatch field will need to be changed to Ready. If the job is not ready to be dispatched, the job will appear in the Load Board, which you can access from the grey shortcut bar. The default view for the transport

38 37 page (accessed by going to Tow Tickets > Transport ) will show transport jobs that have the promised time of arrival in the next 24 hours. From this list view, users can update the tickets that are ready for dispatch. The full dispatch list on the Dispatch Dashboard will show all jobs that have been created. If a user wants to see a filtered view of just the transport jobs that are ready to be dispatched, select Transport from the dropdown list on the top left of the page. From this view, dispatchers can dispatch the call to the driver. If you do not wish to use the Ready for Dispatch view, you can set all transport jobs to Ready and instead schedule transport jobs in advance by using the Appointment time feature. If you do not have this job type on your system, you may need to purchase it as an upgrade if so desired. MISC Invoice The MISC Invoice can be used for any non tow-related jobs or service that would require an invoice. Some examples of using the MISC Invoice include: creating tickets for relocations, snow removal, mechanic services, or any additional service that needs to be priced out. New MISC Invoices can be created by going to Customers > MISC Invoice > New MISC Invoice. By default, the MISC Invoice is not set up to be dispatched to a driver. If you do not have this job type on your system, you may need to purchase it as an upgrade if so desired.

39 38 Fleet Costs

40 39 Vehicle Maintenance All vehicle maintenance can be recorded in Fleet > Vehicle Maintenance. In the app, this form can be found by tapping the three horizontal lines on the homepage, then tapping Vehicle Maintenance. Users can record information regarding vehicle maintenance, including all costs of maintenance. If an inspection is filled out with defective items selected, any users with the manager role will be alerted by that maintenance is required for that specific vehicle. On the web, to view all vehicle maintenance tickets for a particular truck, go to Fleet > Truck > List > View for the desired truck. All past maintenance tickets will be on the Vehicle Maintenance tab on the View screen of the truck. If you do not have the Vehicle Maintenance form on your system, you may need to purchase it as an upgrade if so desired. Fuel Stop Users can record fuel stops and costs on the web by going to Fleet > Fuel Stop > New Fuel Stop. In the app, this form can be found by tapping the three horizontal lines on the homepage, then tapping Fuel Stop. Users will be required to take photos of the receipt, record the odometer of the vehicle, and the total cost of the fuel. On the web, to view all fuel cost tickets for a particular truck, go to Fleet > Truck > List > View for the desired truck. All past fuel tickets will be on the Fuel Stops tab on the view screen of the truck. If you do not have the Fuel Stop form on your system, you may need to purchase it as an upgrade if so desired. Fleet Cost Report The Fleet Cost Report reports on the amount spent on vehicle maintenance and fuel costs organized by truck. This way you can track, over time, how much each truck costs you. If you do not have the Fleet Cost report on your system, you may need to purchase it as an upgrade if so desired. The Fleet Cost upgrade includes Vehicle Maintenance, Fuel Stop, and this report.

41 40 Ticket Information

42 41 Ticket Information Accessing a Ticket After a ticket has been entered in the system, the easiest way to access it is to search for it in a View. (Go to the section on Views.) Once the desired ticket is located, notice that on the right side of the ticket there are several options under Operations. Some of these options will only be available to specific roles. The first option will always be the next step that needs to be completed in the job workflow. These steps will consist of the following options: At Scene, At Destination/At Tow Yard, Hold, Release, Audit, and Refund. The type of job and whether or not the car was impounded will determine if all of these steps will be available. The next option under Operations is View. The View option allows users to view all information about a ticket. There is some information that will only appear on the View screen, including all PDFs, comments, and any integration information for QuickBooks and ADD123. No edits to the ticket can be done from the View page. The third option under Operations is Edit. The Edit option allows users to update a ticket without moving on to the next step in the process. This is really important for editing charge information or adding in lien processing information before releasing a vehicle. The last option is Delete. If a user selects the Delete option, the user will be directed to a new page that will ask the user to verify that they want to delete the selected ticket. Organization All tickets have the same basic layout. Tabs at the top of the ticket organize the ticket into defined sections. For the majority of job types the following tabs will be dispalyed: Dispatch, job type (i.e. PD, Account/COD, etc.), Payment, Release, Lien, Sale, Comments, and Log. Note: The Log tab will not appear until an has been sent for that ticket. Tabs are further organized by regions. Each region starts with a blue region label and will have fields in which information can be entered. Sometimes regions will show as collapsed. To uncollapse a region to either enter new information or to review previously entered information, click on the blue region label.

43 42 PDFs - Invoices, Letters, and Forms Printable PDFs of invoices, lien letters, and custom forms for all vehicles are accessible in the Available Templates area, which can be located on the lower-right side of the ticket after clicking View on that ticket. PDFs can be printed or downloaded by clicking on the red and white Adobe PDF icon next to the desired PDF. Omadi also has the option to PDFs by clicking on the black letter icon next to the desired PDF. The user will be directed to a new page to send the PDF as an . At the top of the page, in a large yellow box, users will be alerted if there are any fields in the ticket that were not entered, that could appear in the invoice. The user can click on the fill in missing value links to fill out the missing information before ing the PDF, but the can still be sent if those fields are not entered. For example, a ticket that wasn t an impound might tell you the Release information is empty; that is fine because you don t need release information since it wasn't an impound. For the most part, you may ignore these banners as there will always be empty fields on a ticket. In the Options region, the user can determine the from which they want the to send, as well as enter in the to which they want to send the PDF. To send the , the user will scroll down to the bottom of the page and select Send Now. Editing Charge Information If any charges need to be edited or added to a ticket, the user will need to edit the ticket and navigate to the Charge Information section. Any charges that were specified in the selected pricing sheet will automatically calculate. If additional items need to be added, the user will need to add a Line Item Charge, Special Charge, or Additional Fee, depending on the job type. If more than one additional price item needs to be added, the user will need to click on the Add Additional Item button below the last price item. Any price item that is added in Line Item Charges, Special Charges, or Additional Fees will be added in addition to any fees that automatically populated from the pricing sheet.

44 If a user wants to override the charges from the pricing sheet, the user will need to add charges in the Override Charges field. After a charge is added in Override Charges, tow and mileage fees from the pricing sheet will no longer populate in the ticket. The Payouts field can be used to record toll fees, permits, or any other payout charges. In the Adjustments field users can record discounts, billing errors, or any other adjustments to the ticket. Note: In the Adjustments field, if a user wants to give a discount or lower the price of the ticket for any reason, a negative sign (-) needs to be placed in front of the price that the user wants to discount. If you need to add an item to one of these lists, please reference the Additional Price Item instructions in the Pricing Setup section of this manual. Recalculation Message 43 Most tickets that are impounded will continue to accrue storage fees on a daily basis. All fees will automatically update on the tickets but not on views. This will cause a yellow banner to appear at the top of tickets which alerts the user that there is an outdated calculation and will prompt the user to update all calculations on the form. After the ticket is updated, a green banner will appear notifying the user that the fields were re-calculated and saved, and the yellow banner and the red total under Total Charges will disappear. You do not need to recalculate on a daily basis; the ticket is accruing the correct cost, and it simply does not refresh the total everywhere in the system. Revisions The revision history for all tickets in the system can be located by viewing a ticket, then selecting the Revisions button on the light grey navigation bar at the top right of the ticket. All user roles except drivers have permission to view ticket revision entries. The Revisions view details all updates to the ticket, the location and time of the updates, as well as the users who updated the call. How to Revert a Ticket Only the users with the manager role have the option to revert a ticket to a previous entry point. Reverting a ticket results in the ticket being restored to the save point selected. All information that was entered in the ticket past that save point will disappear. To revert a ticket go to the desired ticket, then at the top right click on the Revisions button. Click Revert next to the desired revision. The user will then be asked to confirm that they want to revert the form back to the save

45 44 point chosen. After confirming the revert, a green notification will appear the top of the screen informing the user that the ticket was reverted to a previous state. Entering Historical Tows To enter a historical tow manually, from the black navigation bar hover over Tow Tickets > (desired tow type) > Dispatch New > At Destination or At Tow Yard. (Do NOT click until hovering over At Destination or At Tow Yard.) The user will be directed to a screen that looks similar to the dispatch page, but it will require more information. Fill out everything that is in red, as well as any other pertinent information. Make sure to the change the Dispatch Status to Job Complete, then save. After saving the ticket, the user will be directed to the Dispatch Dashboard. Find the previously entered ticket by navigating to Views > Recent Actions, or by clicking Recent Actions on the grey shortcut bar.

46 45 Lot Management

47 46 Lien Processing Omadi Resources For any vehicle that is impounded in Omadi, lien information can be recorded in the Lien Tab of the ticket. In the Lien tab, users can enter vehicle owner, lien holder, insurance, and lien letter sent date information. Lien holder and vehicle owner information that is entered in this area will auto-populate in the default lien letters. In the View screen, lien letters can be found on the lower-right side of the ticket, in the Available Templates section. Omadi users can use the lien letter in the system as their official lien letter. Omadi also provides alerts that can notify certain users if a vehicle has been impounded for a certain number of days and to send out the appropriate letters. Note: Please contact support at support@omadi.com to request any changes to lien letter verbiage or to update/add any alerts that were set up during training. ADD123 Request Vehicle Record Before a company can run a motor vehicle request through ADD123, they will need to have an active account with ADD123. If they do not, they can visit Omadi s users must enter the affiliate code OMADI at the time they set up their ADD account. After an Omadi agent turns on the ADD123 for a Domain, a manager will need to authenticate their account in Omadi. It is important to note that the site only allows one ADD123 account to be used, so make sure the account you are using in Omadi is the account you keep a balance on. In Omadi, the manager will need to click on their username in the top right-hand corner and then click on ADD123 Connect. From there the manager will log in to ADD123 with their credentials. This will create a token and the user will be automatically returned to the Omadi site and the account will be connected. Now that ADD123 is set up, the users that were granted permissions can request DMV records. These users will now see a Retrieve Vehicle

48 47 Record button on their tow tickets. This button will be located below the form actions and DPO actions on the right-hand column of the tow ticket. Clicking on the Retrieve Vehicle Record button will open the Request Vehicle Record pop-up (see image). On this Request Vehicle Record form you will find a reference number. This field is automatically populated with the node number, but can be edited; it s just a way to reference the ticket if you re looking at ADD and want to know which Omadi ticket the request was attached to. The second field contains the VIN, which will automatically pull from the tow ticket. The user will then need to select the Motor Vehicle Record button and select the state in which the vehicle was registered from the dropdown menu. Finally, the user needs to agree to the terms and conditions and click the Accept button. (There is a transactional fee associated with retrieving vehicle records. This fee is charged by ADD123, and the price is negotiated between the tow company and ADD123.) Charges will not be viewable from the Omadi side of the integration, but rather on your ADD123 account. After a vehicle record has been requested, the user can find the motor vehicle information on the DMV tab of the tow ticket (see image below). A record of all requests for this tow ticket can be found here. These requests will be listed by date, include a type, the vehicle VIN, status, and a PDF. The PDF can also be viewed directly in Omadi by clicking on the arrow icon on the far left side of the row. The status will be updated to Pending to indicate we have sent the request and should have the result in about five minutes. Refreshing the browser window may be required to see an updated status. The type listed on this report will tell us the method by which the vehicle information was requested. In the example below we ll see GAVIN and FLVIN. We know by looking at the VINs that these records were requested from Georgia and Florida. In the first two examples, the status is Not Found because the vehicle was not registered in Georgia, so the first one wasn t able to return any records; in the second one the VIN was entered incorrectly. Clicking on the PDF icon on the far right side of the row will download the PDF report to your computer. ADD123 DPO Packets Before a company can use DPO (Direct Post Office) to deliver lien letters, they will need to have an active account with ADD123. If they do not, they can visit

49 Omadi s users must enter the affiliate code OMADI at the time they set up their ADD account. After an Omadi agent turns on the ADD123 for a Domain, a manager will need to authenticate their account in Omadi. It is important to note that the site only allows one ADD123 account to be used, so make sure the account you are using in Omadi is the account you keep a balance on. In Omadi, the manager will need to click on their username in the top right-hand corner and then click on ADD123 Connect. From there the manager will log in to ADD123 with their credentials. This will create a token and the user will be automatically returned to the Omadi site and the account will be connected. After the module has been activated by an Omadi Agent, the manager will need to configure the DPO Packets. Go to Setup > Integrations > DPO. On this page a manager can create new DPO packets or edit any existing DPO packets. When creating a new DPO packet, you will give it a name and then choose a delivery type. You have two options for delivery type: Certified Mail with Delivery Receipt and First Class with Certificate of Mailing. The manager will also need to specify the lien letters that need to be associated with the DPO packet. You will need to specify the form, send date, letter type, recipient name, mailing address, and the template that will be sent. 48 Now that the DPO packets are set up, the users that were granted permissions can choose to send the associated DPO packets for their tow tickets. These users will now see a Direct Post Office menu on their tow tickets. This menu will be located below the form actions on the right-hand column of the tow ticket. Clicking the Send button will open a confirmation module where the user will confirm the From information and the recipient information. Included in the recipient information is the ADD123 reference number. This is

50 auto-populated with the node ID, but can be edited. The recipient name and address will auto-populate from the tow ticket. The user must make sure that every recipient that needs to receive the DPO packet has a check mark on the far left side next to the letter type field. When they are finished reviewing the information, they can click the Send button at the bottom of the module. At this point, the customer will be billed by ADD to send these letters. The price varies based on their contracts and on how many letters are being generated and sent. Charges will not be viewable from the Omadi side of the integration, but rather on your ADD123 account. After the user has clicked the Send button, Omadi generates the letters and sends the packet to ADD to send them out. The user will see in the tow ticket a tab called Direct Post Office. All requests to send DPO packets will be listed here. It will show the date and time of when the packet was created, the VIN of the vehicle, the status, and a PDF. The status will initially show as Pending until the letters have been delivered, at which point it will change to Complete. If the letter is unable to be delivered, the status will show as Incomplete. Clicking on the PDF icon will download a zipped file that will contain a copy of the letters sent, the certified mail firmbook that confirms it was delivered if sent by certified mail, and the receipt from ADD for the charges to send the letter. If the packet was set up to be sent via First Class, they will not receive the confirmation of delivery, but a certificate of mailing. 49 Recording Payments Payments can be added to any tow ticket and are applied to the charge total in the Charge Information region. After locating the ticket, select to Edit the tow ticket and navigate to the Payment tab. The balance due will appear in the right side of the Payment Info region, below the Credits/Refunds field. In the Payments field, select the type of payment being applied, then enter the payment amount to be applied in the Price section. In the Details section, users can enter credit card or check information as needed. ( Note: Omadi does not encrypt information on the system, and we do not advise recording full credit card numbers or CVV numbers.) If a user needs to apply different payment types to the same ticket, enter the first payment and then click Add Additional Item to open a new payment line item and choose the payment type and add the price amount. After entering all payment information, click Save and that payment will now be reflected on the ticket.

51 50 Releasing Vehicles From the Vehicles in Any Yard view, find the vehicle that needs to be released by using the multi-form search bar. Once the vehicle is found, on the right side of the ticket click Release. Omadi will require users to fill in any needed release and payment information, listed under the Release/Payment tabs, before being able to save a ticket as released. The user that is releasing the vehicle and the current time will automatically fill in. In the Releasee Information region, your Release To choice will determine what is required in the ticket, which may vary depending on if you are releasing to a vehicle owner or to another yard, etc. In the Payer Information section is where users can capture a release signature and release to contact information. After a vehicle is released, it will no longer appear in the Vehicles in Any Yard view, so make sure you do not release a vehicle until it actually leaves the lot. Auctioning Vehicles When a vehicle is ready to be auctioned, it can be found by opening the Vehicles in Any Yard view and using the multi-form search to narrow results. Once the desired ticket is located, select to Edit in order to update the Sale tab information. The Sale tab can be used to document the Planned Auction Date, Sold Date, and Buyer Name, as well as any notes pertaining to the sale of the vehicle. Once the Planned Auction Date is filled, the vehicle will appear in the Vehicles To Auction view (black navigation bar > Views > Vehicles to Auction ) in order to make them easier to locate from that point forward. Upon being sold, a vehicle will need to be released from inventory. Go to your Vehicles To Auction view to find the vehicles you were going to sell, then select Release (to the right) to release the ones that were sold. Open the Release tab of the ticket. When releasing a vehicle that has been sold at auction, Auction should be selected in the Release To field. Payment can be documented at the time of release in the Payments tab of the ticket. Often a car is sold at auction for less than what is owed (for tow/storage charges, etc.). To zero out the ticket, record this as a Deficiency Balance in the Refunds/Write-Offs in the Payments tab.

52 51 Billing

53 52 Auditing Omadi provides users the option to audit calls after the job was completed by a driver or released from the yard. Auditing helps to check that all charges are correct, and no adjustments are necessary. Only users with the manager or dispatcher role can audit. To access a list of all calls pending audit, go to the black navigation bar > Views > Ready for Audit. From the Ready for Audit view, click on Audit to the right of the tow information. On the Payments tab, in the Audit Information region, the user's name will auto-fill in the Audited By field as well as the date in the Audit Date field. Verify that all charges are correct, and save. You can also audit from the Ready for Audit view (black navigation bar > Views > Ready for Audit ). Review the ticket, then scroll down on the right-hand side, and there will be a button that reads Mark as Audited. By clicking that button, it will add the user s name and the date and move the ticket through that step. Once the ticket is saved, it will be considered audited and will be removed from the Ready for Audit list. Statements Omadi offers the ability to generate Accounts Receivable statements (AR statements) and record payments. To create a statement in Omadi, access the Aged Receivables report (black navigation bar > Reports > Aged Receivables ); only accounts that have a balance due will appear in this report. Select Create Statement for the desired account. In the statement ticket, fill in all required fields and select which invoices to include in the statement by checking the checkboxes to the left of the invoices before saving the statement. Removing a checkmark will exclude an invoice from the statement. Click the Save button to create the statement. After saving

54 the statement, the user will be directed to the the newly created statement ticket. Users can view, print, or the statement by selecting the PDF or icon from the Available Templates box. After a payment has been received for a statement, navigate to the desired ticket by going to the black navigation bar > Customers > Statement > List. Above the list of statements, on the left-hand side, there is a dropdown that will be set to the Outstanding Statement list. The user can choose to view a statement from the Outstanding Statement list. This view can be changed to show all of the statements in the system by changing the dropdown option to Full Statement List. Choose to view the desired statement. To apply a payment, select the Apply Payment button at the right-hand side of the page. Enter the amount to be paid, select the payment type, and choose Apply to All to split the payment between all invoices, or apply specific amounts to individual invoices by manually entering an amount in the Apply field to the right of the invoice balance. Users cannot apply a larger payment than the balance due to a statement. To enter the additional payment amount, a negative credit will need to be made for the statement. If you received a payment for less than the balance due, but will receive no more payment for those tickets, a positive credit will need to be added so that the tickets no longer show as owing. Users can apply a credit to the statement by selecting the Apply Credit button (at the right-hand side) while viewing the statement. 53 Reports In Omadi, Reports and Views, although separate, are closely related to each other. Reports give us general numbers, but Views will give us those numbers in detail. All reports are linked to a view that will give details about the tows linked to that report. Reports generate numbers based on set criteria. They can show totals based on date ranges and are able to display the data in different ways. When a user clicks on the totals in a report, it will show a filtered list view of those specific tickets. These are the default reports that come with the user s Omadi software: The Aged Receivables report shows how much accounts owe and is the place to generate statements for those accounts. The Balances Owing report shows the number of tows for each type of form that have a balance due. The Commission Report shows a quick overview of how much commission drivers are receiving for their cumulative tows. Commission rates are based on individual profile commission information. Credits/Refunds shows the cumulative amount of refunds/credits given across all forms. Daily Totals shows the total amount of tows, broken down by tow type. Fleet Costs reports on the amount spent on vehicle maintenance and fuel costs. Payouts shows the cumulative amount of payouts made across all forms. Receipts by User shows payments collected, sorted by the user who collected the payment. Revenue by Customer displays total charges, grouped by customer.

55 54 The Revenue by Truck report displays total towing charges brought in by truck. The Revenue by Yard displays total storage charges for each yard. In the Timecard Report hourly paycheck is grouped by users. Along the top of a report users have the ability to filter by date range; to display the information based on hour, day, week, or month; and to choose a preferred display style. Views A View is a filtered list of tickets entered into the system. For example, if a user only wants to see a tow that was recently entered in the system, go to the black navigation bar > Views > Recent Actions. A view can be filtered or searched by using the black multi-form search bar at the top of the list. The following are the default Views in Omadi: All Completed Tows contains all tows that have completed the job workflow. The job has reached its destination and has a completion time. The Client Login View shows what client login users can see. Property managers can see which cars were towed from their property. The Commissions view gives details about commissions. This view is linked to the Commissions report. Credits/Refunds is a list of all tows where Refunds/Write-Offs have been applied; also provides details from the Credits/Refunds report. Payouts is a list of all tows that had payouts applied. The Ready for Audit view displays a list of tows that need to be audited. The Receipts List is a list of tow tickets that have payments applied to the total due. In the Recent Actions view, all recent actions pertaining to tow tickets in the system are displayed, organized by what was most recently updated. Sales is a list of tow tickets showing revenue/payments and balances. Send First Lien Notice is a list of all tickets that need to have a first lien notice sent out. By default, this view shows any vehicle that has been in storage at least three days and the First Notice Sent field is still empty. Vehicles Released is a list of tow tickets that have been released from the yard. Vehicles Sold displays all vehicles that have a Sold Date entered. Vehicles in Any Yard is a list of tow tickets that are currently impounded. Vehicles to Auction is a list of tow tickets that are ready to be auctioned (when they have a Planned Auction Date filled). Mass Update

56 Mass updates are used to update multiple records all at once. For example, a user could Mass Update a First Notice Sent date when they have sent out multiple lien letters at once. Navigate to the list with the records that need to be mass updated (for example, black navigation bar > Views > Send First Lien Notice ). Select the records that are to be updated by checking the box to the left of the record. Users can select all records that appear on the page in the list view by checking the box in the list header. Select the Mass Update Action that the user would like to perform from the dropdown at the bottom left of the list and click Update. Fill in the data that the user would like to update and click Submit. 55 Printing a List View Users can print a list view by clicking the Adobe icon at the bottom of any list view (see image). It will use the same columns as the list view. If a user checkmarks selections on the list, the PDF will only show those selected tickets. When a user prints a list view, it will create a PDF containing the current items on the screen. So if the list has more than one page of tickets, the user will need to go to the second page, then print that screen, etc.

57 56 Digital Dispatching

58 57 How to Accept Digital Dispatches In order to accept digital dispatches, the Dispatch Live Status will need to be open; this should be done in a separate tab in your browser. When a digital dispatch comes in, and the Dispatch Live Statu s is open, users will be alerted by an audible ding. The audible alert with only go off as long as the Dispatch Live Status is open. It is imperative to have the Dispatch Live Status page open in a separate tab at all times in order to hear when a digital dispatch comes in. Once the dispatch comes in, the user will have 90 seconds to accept, refuse, or acknowledge the call before it expires. There is also an option to request a phone call from the motor club by selecting the call option. To accept the dispatched call, go to the Dispatch Live Status page, and the call will appear flashing in dark crimson color. Click accept. After the call is accepted, a new page will appear where the user will be prompted to enter an ETA. After the ETA is entered, the call will be processed and if the motor club accepts the ETA, the call will be able to be dispatched to drivers. At that point, you can return to your other tabs and dispatch the call through the dispatch dashboard if desired. How to Turn On/Off Digital Dispatching If a company cannot accept motor club digital dispatching calls 24/7, users will need to be able to turn off digital dispatching. Motor clubs will continue to send dispatches as long as the digital dispatching is logged on. To log in or out of digital dispatching: users with a manager or dispatcher role will click on the toggle that appears on the Dispatch Live Status and the Dispatch Dashboard. To ensure that no dispatches are missed or expire, make sure to log out of the digital integrations if there is no one available to accept them. If it is successfully logged out, the toggle will appear grey and will say Not Accepting Calls.

59 58 QuickBooks Online

60 59 QuickBooks Online Setup Omadi offers an integration with QuickBooks Online, making it quick and easy to sync invoice and payment information between Omadi and QuickBooks. QuickBooks Online will sync with one GL (General Ledger) item based on the total due field. Please note that all integrations require an Omadi Agent to enable the integration for you. to have your integration enabled. Once the QuickBooks integration is turned on by an Omadi Agent, the user will need to connect to their QuickBooks Online by going to Setup > Integrations > QuickBooks Online > Connect to QuickBooks. Enter QuickBooks Online login credentials, check the Remember Me button, and click the Sign In button. After signing in, click on the company file name, then authorize Omadi to share information with QuickBooks. After connecting the QuickBooks Online account with Omadi, the Settings page will automatically pop up. Each job type can be configured individually. Some key fields to set are When to Generate Invoice, Service Date Field, and Invoice Number Field. The When to Generate Invoice field is defaulted to manually sync invoices. The user can change this to sync with QuickBooks Online when a ticket reaches a certain form part. Generally, customers start with manual sync so that they can control which tickets go over, then later customers may choose to sync upon reaching the Release or Audit form part. The Service Date field will sync the selected date field with the QuickBooks Invoice Date. The Invoice Number field will sync the selected field with the QuickBooks Invoice Number. Note that each form must be configured individually. After saving any changes made to the QuickBooks Online settings, the user will be redirected to the Setup QuickBooks Online screen. A notification at the top of the screen will indicate that the QuickBooks settings were saved and that the user s Omadi account is connected with QuickBooks Online. To identify customers that are not linked in QuickBooks, the user will need to click on View Customer Linking. To link a customer, click on the customer s name > Link to QB Online Customer. Omadi will bring up a list of customers that are

61 matches. To link the Omadi customer with the QuickBooks customer, select the QuickBooks customer and click Link to the selected partial match below. A confirmation notice that the customer linked properly with QuickBooks will appear in the green notification bar at the top of the screen. Users can View Customers in QuickBooks or Unlink Customers by simply clicking the hyperlink options in the top right of the screen. If Omadi is set to manually generate QuickBooks invoices from Omadi, the user will need to click Create QuickBooks Online Invoice at the bottom right of the screen. A message at the top and bottom right of the screen will appear after the invoice was created in QuickBooks. If a user entered payment information prior to clicking the Create QuickBooks Online Invoice, a payment will also be created in QuickBooks. Recall that you can automate the sync based on when a form part is saved, such as the Audit form part. To manually sync payments, you must navigate to the Sync Payments button by going to Setup > Integrations > QuickBooks Online > Sync Payments. Otherwise, payments should sync each time it updates with a new ticket by checking existing ticket information. The Omadi - QuickBooks integration works best if users make any needed adjustments in Omadi, then sync with QuickBooks. Changes made only in QuickBooks could lead to inaccurate, conflicting data in Omadi. 60

62 61 Contacting Support