Oct 26, 2018

How-to utilize the Read Back Script feature

Utilizing the Read Back Script Feature

Read Back Scripts are a great way to insure that your reservations or sales representatives communicate essential information to the customer while they are booking the reservation on the phone. To use an analogy, it is a verbal Standard Confirmation.

Getting started in using the Read Back Script feature in Limo Anywhere is done by first setting up the scripts you want to use. The scripts are dynamic in that they pull the key items from the trip that you want to communicate with your customers and be sure there is complete agreement.

Creating Read Back Script Template

  1. Click on the ‘My Office’ icon on the toolbar.
  2. Select the ‘Company Settings’ tab.
  3. Click on the ‘Read Back Script’ button.
  4. The Read Back Script screen will display with existing Read Back Script Templates (highlighted orange), and the Add Template box (highlighted green as illustrated below).
  5. Enter the name in the Template Name field.
  6. Select the Service Types that this Read Back Script will be applicable to. For more information on Service Types see the Knowledge Base article Managing the Service Type List.
  7. As mentioned above a Read Back Script as the option of including dynamic information gathered directly from the reservation. To display a list of available dynamic fields to insert into the Read Back Script, click the button as illustrated below.
  8. This will open a pop up window with a list of the dynamic fields and the “tags” to insert them in the Read Back Script Template as illustrated below.
  9. Begin entering the script. When the point in the script that the dynamic information should be populated is reached click on the appropriate tag.
  10. When completed a Read Back Script Template with tags will appear as follows.
  11. Click Save to retain the Read Back Script Template.

Editing a Read Back Script Template

  1. From the Read Back Script Template screen select a template and click ‘Edit’ as illustrated below.
  2. Edit the Script Text or Script Tags as required, and click ‘Save’ to retain those changes.

Utilizing Read Back Scripts

The Read Back Script will display on the save of a new reservation or on saves of modifications to a reservation after the Read Back Script Settings are enabled.
  1. Click on the ‘My Office’ icon on the toolbar.
  2. Select the ‘Company Settings’ tab.
  3. Click on the ‘Company Preferences’ button.
  4. Click on the ‘Reservations’ button.
  5. Find the settings as illustrated below and adjust them as appropriate for the company. The Read Back Script has the option of being produced on the First Save of a reservation, or All Saves of the reservation.
  6. Click ‘Update Company Preferences’ to save the selection.

How a Read Back Script Appears when Making a Reservation

In the above example a Read Back Script Template was entered that will produce on the first save of any trip to or from an airport.
So for the following reservation the Smith Family is going to the airport for their summer vacation.
Clicking SAVE RESERVATION produces the following Read Back Script in a pop up window.  The information populated by the Tags is highlighted in bold.
John Smith, Abigail Smith, Mary Smith, Randall Smith will be provided transportation service on Thursday,06/30/2011 at 07:00 AM . from PU: 123456 Whisper Meadow Glen Frisco, TX 75037 to DO: Dallas/Fort Worth International Airport / AA – American Airlines – AA, From/To: SEA, Flt# 123. The total fare for this reservation is $142.29. The amount due will be paid for by CC, or charged to credit card with last four digits 1111, and expiration date of 1213, and in the name of John Smith which is on file with LAKB Limo.
The above service will be performed in a Luxury SUV. There are 4 pieces of luggage anticipated. There are 2 Forward Facing (Toddler) child safety seats reserved.
The primary contact for this reservation is John Smith
Home: (555) 555-1234
Office: (555) 555-4568
Mobile: (555) 555-9876
The confirmation number for this reservation is 10067. Please refer to that number in all communications. An email confirmation will be sent to jsmith@smithwill.com. Please review the itinerary and the terms and conditions. If there are any questions or changes contact LAKB Limo at (555) 555-1212, or send an email to Reservations@lakb.com.
Thank you for choosing LAKB Limo!