Limo Management System

Limo Captain – Limo Management System (LMS)

1. Introduction

1.1. Company Overview

Limo Captain is a premier luxury limousine service provider dedicated to offering high-end transportation experiences for corporate events, weddings, airport transfers, and more. With a fleet of luxury vehicles and professional chauffeurs, Limo Captain is committed to providing excellent service, safety, and reliability.

1.2. Purpose of the Document

This document outlines the functional and technical requirements for the Limo Management System (LMS) that will be implemented by Limo Captain to enhance the operational efficiency, client management, vehicle tracking, and overall service delivery.

1.3. Goals of the Limo Management System

 Efficient scheduling and dispatch of vehicles.

 Real-time vehicle tracking and monitoring.

 Integrated billing and invoicing.

 Customer management (CRM) system.

 Fleet management for maintenance tracking and reporting.

 Chauffeur management and scheduling.

 Seamless communication between dispatchers, drivers, and customers.

2. System Overview

2.1. Objectives

The LMS aims to streamline the management of limousine services by automating processes such as:

 Booking and Reservations: Allow customers to book limos online or via mobile apps.

 Fleet Management: Track vehicle locations, maintenance, fuel usage, and more.

 Driver Management: Assign jobs, track working hours, and monitor performance.

 Client Management: Store customer data, booking history, preferences, and feedback.

 Billing and Invoicing: Generate invoices, track payments, and integrate with accounting systems.

 Reporting: Generate reports for fleet performance, revenue, expenses, and more.

2.2. System Users

 Administrators: Manage the overall system, users, and settings.

 Dispatchers: Assign vehicles, manage bookings, and monitor limo schedules.

 Drivers/Chauffeurs: Access their schedules, communicate with dispatch, and update ride statuses.

 Customers: Book and manage rides through the customer portal or mobile app.

3. Functional Requirements

3.1. User Authentication & Roles

 Secure login system with user roles (Admin, Dispatcher, Driver, Customer).

 Password recovery and multi-factor authentication options.

3.2. Booking & Scheduling

Module

 Online and Mobile Booking: Customers can book rides via website or mobile app.

 Advanced Scheduling: Allow for pre-booking rides with automated scheduling notifications.

 Real-Time Availability: Display available vehicles and chauffeurs in real time.

 Automated Dispatch: System should automatically assign the closest available limo and chauffeur.

3.3. Fleet Management

 Vehicle Tracking: Use GPS to track real-time vehicle locations.

 Maintenance Alerts: Notify admin/dispatchers when maintenance is required (e.g., oil changes, inspections).

 Vehicle History: Track each vehicle’s usage, fuel consumption, and maintenance history.

3.4. Driver Management

 Driver Assignment: Assign chauffeurs to specific jobs based on availability and proximity.

 Driver Availability: Manage driver shifts, vacations, and real-time status (on-duty/offduty).

 Performance Tracking: Monitor driver performance and customer feedback.

3.5. Billing & Invoicing

 Automated Billing: Generate bills and invoices automatically upon ride completion.

 Online Payment: Integrate online payment gateways for easy processing of payments.

 Invoicing History: Provide a history of invoices and payments for both customers and internal use.

3.6. Customer Relationship Management (CRM)

 Customer Profiles: Store customer details, booking preferences, ride history, and payment methods.

 Feedback System: Allow customers to leave feedback and ratings for drivers and vehicles.

 Notifications: Send customers reminders about upcoming rides, invoices, or special offers.

3.7. Reporting and Analytics

 Fleet Performance: Generate reports on limo usage, revenue per vehicle, and driver efficiency.

 Financial Reports: Provide detailed reports on income, expenses, and profitability.

 Customer Reports: Track customer retention, preferences, and feedback.

4. Non-Functional Requirements

4.1. Security

 The system must be GDPR compliant and follow industry-standard security protocols (e.g., HTTPS, encryption for sensitive data).

 Implement role-based access control (RBAC) to ensure only authorized users have access to certain functionalities.

4.2. Performance

 The system should handle high volumes of transactions, particularly during peak periods (e.g., weekends, holidays).

 Ensure the system performs efficiently across both desktop and mobile platforms.

4.3. Usability

 The user interface should be intuitive, with easy navigation for dispatchers, drivers, and customers.

 Provide mobile app versions for both Android and iOS platforms.

4.4. Scalability

 The LMS must be scalable to accommodate business growth, including the ability to add more vehicles, drivers, and locations.

4.5. Backup and Recovery

 The system must automatically back up data daily, with options for manual backups.

 Implement disaster recovery protocols to minimize downtime.

5. System Architecture

5.1. Overview

The system will be built as a web-based platform with mobile app integration. It will use a microservices architecture to separate different functionalities like booking, fleet management, and billing.

5.2. Technology Stack

 Frontend: React.js, Angular, or Vue.js for web application; React Native for mobile apps.

 Backend: Node.js, Python (Django/Flask), or Ruby on Rails for API development.

 Database: MySQL or PostgreSQL for relational data; Redis for caching.

 Cloud Infrastructure: AWS, Azure, or Google Cloud for hosting and storage.

 GPS Tracking: Google Maps API or similar for real-time location tracking.

5.3. Integrations

 Payment Gateways: Stripe, PayPal, or Square for payment processing.

 Accounting Software: QuickBooks, Xero, or similar for financial integration.

 SMS/Email Services: Twilio, SendGrid for notifications and alerts.

6. Implementation Plan

6.1. Phases of Implementation

1. Requirement Gathering: Conduct meetings with stakeholders to finalize the system requirements.

2. System Design: Develop system architecture and design the user interface.

3. Development: Implement core modules (Booking, Fleet, Billing, etc.).

4. Testing: Perform unit testing, integration testing, and user acceptance testing.

5. Deployment: Launch the system on production servers and distribute mobile apps.

6. Training: Provide training to staff (dispatchers, drivers, and admin).

7. Maintenance: Ongoing monitoring and updates to ensure system performance.

7. Conclusion

The Limo Management System will enhance Limo Captain’s operational capabilities, allowing for more efficient vehicle dispatch, better customer experience, and improved financial tracking. By automating key processes, Limo Captain can focus on growing the business while delivering superior service to its clientele.