Tobi Cloud Support

1. Login Credentials and Personal Tobi Site Address: You will receive a separate welcome email from your dedicated onboarding specialist. This email will contain your login credentials (username and temporary password) and the URL/Web Address of your company Tobi site. - Use the provided credentials to log in to your Tobi Cloud account.  

2. Changing Your Temporary Password: Upon logging in for the first time, it is recommended to change your temporary password to ensure the security of your account. 

3. Follow these steps to change your password: 

1. Go to Configurations > Users. 

2. Find your user in the list and select "Take Action" and then "Edit User”. 

3. In the "Basic Information" section, you will find a checkbox labelled "Change Password?". Select this checkbox. 

4. Enter your desired new password in the "New Password" and "Confirm New Password" fields.  

5. Click "Save" at the bottom of the screen to update your password. 

1. Where do you provide service? - Your Service Area 

2. How do you price your services? – The pricing model and pricing rules 

3. Setup Service Codes 

Service Area 

1. Service area represents the geographical area where one or multiple fleets operate. This defines the areas where NEMT services will be provided.  

2. It can be set up by drawing a polygon or any other shape on the map, defining the boundaries of a service area.  

3. It also has a central hub or location, which is called Depot. Depot location means the location where driver parks the vehicle after completing the shift and it is assumed that driver will start from the same depot location on the next day. 

4. There can be multiple service areas for a tenant which can operate in different time zones. 

How to define a service area? 

1. Login to the application --> Navigate to configuration from the Main Menu -> Select Service area.  

2. Click on add icon button.  

3. Input the name for the service area in Service area Textbox.  

4. On the map, zoom in and look for the service area, select the shape with which you want to draw the area.  

5. To add the depot address, Drop the marker inside the service area or manually enter the location. 

6. Select the time zone for the service area. The trips will be dispatched and executed in the time chosen for this service area.  

7. Click save.  

Price Model 

Price Model helps the manage pricing across the various service lines and enable the creation of unique pricing requirements of a transportation company. 

1. A price model is a collection of Price Rules. When an Account is tied up with a Fleet, the Price Model is made part of the association for fare calculation to be automated.  

2. A price rule is a composition of various factors and fare matrix. The factors are used to determine which price rule will be used for fare calculation on a booking, and then fare matrix is applied to calculate the fare.  

3. The factors for Price Rules are –  

1. Serving Zone and Destination Zone  

2. Period (Weekdays, a specific date or time of the day)  

3. Type of service - One way, multiple or both  

4. Vehicle Category - Ambulette, Taxi, Livery, Van  

5. Trip Purpose 

6. Service Types 

4. The fare matrix includes - Distance Based Or Proc Code based  

5. Other charges - Companion Charge 

Create Price Model 

1. Login to the application --> navigate to configuration -> Price model.  

2. Click on the + icon located at the top right of the left pane.  

3. A new model section will open on the right.  

4. Provide Model name, description.  

5. Click on the save and add price rules button.  

How to Add Price Rules  

1. Once after creating the price models, click on the add new price model button.  

2. A price model screen will open on the right.  

3. User can setup price mode based on below parameters:  

1. Serving zone: By setting up the serving zone, the price model will bring up the fare for the trips which falls under the below selected zones. Users can add different serving zones together.  

• Service area  

• Zip  

• County  

• All locations  

2. Select If drop off is outside from above checkbox provides the service zone setup if the drop off location is outside the above setup service zone (primarily take as pickup location's serving zone).  

3. Define Day- This is used to define the days on which the price model will be effective. Only one will be applicable from below:  

• Day of week- select the days of the week.  

• Date- Setup dates  

• Same for all days- Means setup the price model same for all days.  

4. Define Time Range- User can define the time range on which the price model will be effective.  

• Time range- Setup time range. Trips falling between the setup time range, the fare will be applied accordingly.  

• Same for all time- Fare applied same for all the time.  

5. Vehicle mode and trip type- Choose the vehicle types and trip types with which the price model will be effective.  

• Vehicles- Ambulette, taxi, livery, van (If selected, all then it will be considered as All vehicles)  

• One way trip  

• Return way trip (Multi leg trip for the passenger)  

6. Set fare- Fare can be defined using two below things.  

• Distance based: Add on the + icon to create the range from 0 to some miles, if don’t want then to add the flat rate and Rate/mi which will be applied for 0 to infinite miles.   

• Proc codes for fare: Pre-defined proc codes are used in the county which has pre-defined fares applied to them.  

7. Users can make multiple price models and associate with the account.  

Fleet 

Tobi is multi-fleet and multi-modal from the ground up. That means you can setup different fleets, which are typically different business entities with their own Tax ID and business formation, as a fleet in within your Tobi account. From Tobi’s perspective:  

1. Fleet is a working entity which consists of drivers and vehicles.  

2. A fleet can serve multiple service areas. 

3. A transportation company (the tenant/Tobi account) can have multiple fleets.  

4. You can define the booking configurations like cancellation charges, invoice templates etc.  

1. These configurations flow down to account level and are applied to the private pay bookings. 

 How to define a Fleet:  

1. Login to the application --> Navigate to configurations -> Fleets.  

2. Click on Add New and Provide fleet details like  

1. Name (legal entity name) 

2. It working/registered address. 

3. How payments will be processed (payment gateway details) 

3. And hit “save”.  

Vehicles: 

Admins can add their vehicles and associate them with respective fleet and service areas. 

Manage Vehicle type:  

1. Add the Vehicle type and define the make and model of the vehicle which will be further used in the vehicles. 

2. Login to the application --> navigate to configurations -> Select Vehicle  

3. Click on Manage vehicle type. 

4. Click on Add New  

5. Provide details: Make, Model name, seating capacities (How many passengers can be accommodated in the vehicle)  

6. Provide Seating configuration: In how many ways the seating can be configured in the vehicle.  

Add New Vehicle:  

1. Click on add new vehicle and add vehicle details like name, color, type, registration number, VIN, Plate number, fleet association.  

2. Fleet Allocation:  

1. A driver can only be associated to one fleet.  

2. A driver can be associated with multiple service areas.  

3. Seating configuration (will be auto filled through vehicle type) but user can edit the same.  

Users: 

Users are the system users which will be operating the web application. There are below users’ roles which can be added in the application:  

1. Tenant admin- The superadmin of the application 

2. Dispatcher-   

• User Role who dispatches the trips.   

• A dispatcher can login into the application.  

3. Driver – Driver executing the Run. A Driver cannot login into the application  

4. Manager- A manager can login into the application  

5. Supervisor- A supervisor can login into the application  

6. Admins can deactivate the users as well. 

Add Driver 

1. Navigate to users.  

2. Click on Add New User  

3. From the user type dropdown, select Driver  

4. Provide Name, DOB, Gender, SSN number, Phone, email, Password, License type, license number, license expiry.  

5. Exclusions: Exclude Service Types like cannot accommodate passenger weighing more than 150lbs 

6. Fleet Allocation:  

• A driver can be associated with multiple fleets. 

• For each fleet, the driver can be associated with multiple service areas. 

• Preferred vehicle- User can assign a default vehicle to the driver which means driver has a vehicle assigned in advance and will be executing the run with the preferred vehicle or can leave it blank and assign vehicle at the time of the trip assignment.  

2. Staff Schedule: 

• For each fleet, driver shift timings can be configured. 

• Single Shift, Split shift with same fleet, Split shift with different fleet. 

• Current day application: Select this option, if the change in schedule needs to be reflected on Current Day as well – This checkbox is used if a driver shift is modified for the present day, then by enabling this checkbox, the change will be applied for the current day as well. But if left unchecked then, the change will be reflected from Next Week's Day.  

• The Driver shift schedule generates for the next 7 days which means dispatchers can assign the future trips for the next 7 days in advance.  

• Driver Permissions: 

• Rearrange Itinerary – You can configure to allow drivers to rearrange the itinerary or not from driver app. 

• Payment collection - You can configure to allow drivers to collect the payment at pickup location, drop location or anytime during the run execution.