Role-based View
Super Admin view: all pages and fields visible. Owner/Admin controls edit/delete/final rights. HR can edit employee/staff as draft only; Admin/Owner approval required. Use soft delete/inactive/cancel/reversal with audit trail.
Admin Role, Visibility & No-Delete Control
Admin/Super Admin can decide who can view, edit, upload, approve or export each module. No user can delete records. Corrections must use inactive, cancel, reverse or adjustment entry with audit trail.
| Action | Allowed? | Who Can Do | Audit Rule |
|---|---|---|---|
| View | Yes | As per role | Logged |
| Edit | Yes | Authorized role only | Before/after value logged |
| Approve | Yes | Approver role only | Approval trail required |
| Export | Controlled | Admin/Management approval | Export reason logged |
| Delete | No | None | Use inactive/cancel/reversal only |
Excel / CSV Upload Template Centre
Use these formats for fresh upload. Each upload goes through validation, duplicate detection, error report, preview before import, rollback option, import history and user audit trail.
| Template Group | Templates Included | Controls |
|---|---|---|
| Master Data | Employees, Drivers, Customers, Vendors, Vehicles, Routes, Chart of Accounts | Duplicate master check, masking, approval |
| Operations | Attendance, Trips, TASKI Data, HOTAC Data, Taxi Trips, Hotel Bookings, Tour Bookings | Trip ID, route, driver, vehicle and billing validation |
| Fleet / Expense | Fuel, Maintenance | Fuel/km, odometer, duplicate receipt, vehicle status check |
| Finance | Payroll, Customer Invoices, Supplier Bills, Journal Entries, Opening Balances, Bank Transactions | GST/TDS, bank reconciliation, debit/credit, duplicate payment audit |
TDS ERP Master Development & Acceptance Checklist
Production scope lockedThis ERP scope covers TDS Travel Desk Solutions Pvt. Ltd. for Employee Transport, Airport Crew Transport, Taxi Operations, Tour & Travel, HOTAC, TASKI, HR, Payroll, Fleet, Accounts, Procurement, CRM, Compliance and Management Reporting. Fresh Excel/CSV/API data can be uploaded anytime, validated, audited and moved to dashboards after approval.
| Area | Required Points | ERP Control | Status |
|---|---|---|---|
| General Platform | Multi-company, multi-branch, multi-user, themes, backups, logs, search, exports, APIs | Role-wise dashboard, activity log, export, notification and approval-ready architecture | Covered |
| Master Data | Company, branch, department, employee, customer, vendor, fleet, driver, hotel, airport, route, shift, contracts, COA, tax, fare, vehicle categories, permissions | Master upload + pending approval + audit trail + no hard delete | Covered |
| TASKI / Employee Transport | Roster, flight roster, shift, route, vehicle/driver allocation, GPS, pickup/drop, dispatch, costing, billing, KPI | TASKI upload format, dispatch board, exception queue, billing and micro-audit | Covered |
| HOTAC | Crew requests, hotel contracts, rates, inventory, rooms, vouchers, meals, invoice verification, vendor reconciliation, occupancy | HOTAC data format, hotel invoice audit, vendor payment approval | Covered |
| Taxi Operations | Booking, dispatch, driver assignment, fare, airport/corporate/hotel transfers, invoice, collection, driver settlement, MIS | Trip ID, billing number, settlement and duplicate control | Covered |
| Tour & Travel | Inquiry, quotation, packages, hotel, visa, flight, attraction tickets, transport, guide, suppliers, vouchers, profitability | Package costing, supplier billing, customer voucher, margin report | Covered |
| Fleet | Registration, insurance, toll, parking, fuel, maintenance, tyres, accident, GPS, utilization, cost/km | Fleet document upload pending approval, fuel/toll audit and utilization dashboard | Covered |
| HR & Payroll | Recruitment, onboarding, attendance, biometric, leave, overtime, payroll, loans, advances, gratuity, EOSB, appraisal, training, ESS | HR draft edit only; Admin/Owner approval required before main update | Covered |
| Finance & Accounts | GL, AR/AP, journal, cash/bank, petty cash, invoices, bills, receipts, payments, BRS, assets, VAT, UAE CT, budget, statements | Tally/Excel upload, reconciliation, GST/TDS/VAT/Tax validation and approval workflow | Covered |
| Procurement | Purchase request, RFQ, PO, GRN, vendor bills, evaluation, contracts, payment approval | Vendor/rate master, duplicate bill/payment check, maker-checker approval | Covered |
| CRM & Sales | Leads, opportunities, contracts, pipeline, quotations, forecast, follow-up, complaints | Sales CRM, bulk WhatsApp/email approval, social media and customer follow-up | Covered |
| Excel Upload Module | Employees, drivers, customers, vendors, vehicles, routes, attendance, trips, TASKI, HOTAC, fuel, maintenance, payroll, bookings, invoices, bills, journals, opening, COA, bank | Validation, duplicate detection, error report, preview, rollback, import history, audit trail | Covered |
| Dashboards | CEO, MD, Operations, Fleet, HR, Finance, Sales, HOTAC, TASKI, Taxi, Tours, Customer Service | Admin dashboard charts, KPIs, department-wise role view and drill-down report tiles | Covered |
| Micro Audit | Duplicate trips/invoices/attendance/payroll/fuel, GPS mismatch, missing trips, overtime, fuel excess, idle vehicle, unauthorized edits, backdating, leakage, hotel mismatch, vendor payment, salary, leave, tax, master inconsistency | Continuous audit engine with exception report and risk rating | Covered |
| Reports | Daily, weekly, monthly, quarterly, annual; Excel/PDF/CSV; filters by company, branch, department, customer, vehicle, driver, route, employee, hotel, supplier, date, cost center | Report catalogue and export controls | Covered |
| Security | RBAC, hierarchy, encryption, MFA, password policy, IP restriction, timeout, audit log, backup, DR | Owner/Admin rights, approval hierarchy and activity/audit controls | Covered |
| Acceptance Criteria | Fresh operational data, automatic reconciliation, reporting, dashboards, financial analysis, KPI, micro-audit, compliance, performance and data integrity | Raw data cleared; ready for fresh upload and review | Ready |
Important: uploaded data remains in preview/pending queue until validation, micro-audit and required approval are complete.
Clear Raw Uploaded Data - Fresh Upload Mode
Admin / Management onlyUse this before uploading new Tally, Excel, bank statement, salary, petty cash, billing or compliance data. It clears old raw uploads, import jobs, temporary audit/reconciliation rows and pending upload evidence, while keeping ERP formats, COA, templates and application setup safe.
No old upload will be used after clear. New data will upload and review fresh.
Tally Data Upload, Review, Summary & Micro Audit
Tally Excel / CSV readyDownload data from Tally in Excel/CSV format, upload here, then ERP will clean, map account heads, review payments, summarize MIS and run micro audit before posting or approval.
| Check Point | What ERP Checks | Risk | Action |
|---|---|---|---|
| Duplicate voucher / invoice | Same voucher no, invoice no, party, amount or date repeated | High | Hold for checker |
| Duplicate vendor payment | Same vendor + bill + amount + bank reference/UTR | High | Block payment approval |
| Negative / round amount | Negative values, round amounts, abnormal entries | Medium | Audit review |
| GST / TDS mismatch | GST input/output, TDS payable/deducted, missing tax head | High | Accounts correction |
| Bank reconciliation | Tally bank book vs bank statement by date, amount, UTR, cheque, party | Review | Match / exception queue |
| Salary / advance | Salary vs attendance, old advance, recovery pending, bank paid amount | Review | HR + Accounts approval |
| Petty cash | Cash voucher, receipt upload, old balance, approval route | Review | Admin approval |
| Account head mapping | Tally heads mapped to ERP COA / Indian accounting heads | Control | Auto summary |
Upload Tally export to generate summary, duplicate list, exceptions and approval queue.
Regional / India Incharge, Manager, Fleet & Compliance Upload Approval
Pending until HR + Admin approvalRegional/India Incharge, Department Manager, Fleet Staff and Compliance users can upload data, documents, photos, bills, KYC, vehicle papers, attendance and audit evidence. These uploads remain in a pending queue and will not update the main system/master data until HR and Admin approve.
| Uploader Role | Allowed Upload | Main Data Update? | First Check | Final Approval | Status Before Approval |
|---|---|---|---|---|---|
| Regional Incharge | Location MIS, operations report, staff/driver documents, incident evidence | No | HR / Operations Manager | Admin / Owner | Pending |
| India Incharge | Multi-location review, escalation, national operations documents | No | HR / Admin | Owner / Super Admin | Pending |
| Department Manager | Team attendance, task closure, approval note, work evidence | No | HR | Admin | Pending |
| Fleet Staff | Vehicle papers, GPS, fuel, toll, repair, tyre, accident photos | No | Fleet Manager / HR | Admin | Pending |
| Compliance | Audit evidence, statutory documents, KYC, permit, expiry proof | No | Compliance Manager / HR | Admin / Owner | Pending |
| HR | Employee/staff/driver master, attendance, leave, payroll support documents | No - draft only | HR Manager | Admin / Owner | Pending |
Control rule: uploaded file is reference/evidence only while pending. Main master, payroll, vehicle, vendor, compliance or finance data cannot change until approval is completed.
Owner/Admin Edit & Delete Rights Control
Final control: Owner/Admin onlyAll edit, delete, restore, final approval and master-data correction rights remain with Owner/Admin. HR can add or edit employee/staff/driver records only as a draft request. The record becomes active only after Admin/Owner approval.
| User / Department | Can Add? | Can Edit? | Can Delete? | Approval Required | Final Authority |
|---|---|---|---|---|---|
| Owner / Super Admin | Yes | Yes - all modules | Yes / soft delete only | No | Owner / Super Admin |
| Admin | Yes | Yes - all assigned modules | Yes / soft delete only | Owner approval for critical delete | Owner / Admin |
| HR | Employee, staff, driver, attendance, leave, payroll draft | Draft edit only | No | Yes - Admin/Owner approval | Admin / Owner |
| Operations | Trip, duty, incident draft | Own/location draft only | No | Yes - Ops Manager/Admin | Admin / Owner |
| Finance / Accounts | Voucher, bill, payment draft | Draft/reversal proposal only | No | Yes - Finance Head/Admin/Owner | Owner for payment final |
| Billing | Invoice draft | Draft correction / credit note request | No | Yes - Billing Manager/Admin | Admin / Owner |
| Employee / Staff | Own profile update request, attendance/leave/work log | Own draft request only | No | Yes - HR then Admin | Admin / Owner |
| Driver | Own trip/receipt/attendance upload | Own pending upload only | No | Yes - Supervisor/HR/Admin | Admin / Owner |
Delete policy: no hard delete for normal users. Use soft delete/inactive/cancel/reversal with reason and full audit trail. Critical delete requires Owner/Admin.
Department-wise ERP Tabs, Points & Rights
Admin can show each department only required tabs. All departments follow maker-checker approval, upload evidence, audit trail and no-delete policy.
| Department | Main Tabs / Pages | Daily Work Points | Reports | Approval / Control |
|---|---|---|---|---|
| Management / Owner | Dashboard, Management, AI, Audit, Reports | Review revenue, profit, risk, approvals, cash flow | Executive MIS, P&L, audit, risk, KPI | Final approval, role rights, no-delete control |
| Operations | Operations, Approvals, Communications, Audit | Trips, duty allocation, route, dispatch, incidents, daily closing | Daily trip MIS, route delay, vehicle utilization | Location In-Charge → Operations Manager |
| Employee Transport | Operations, Dashboard, Reports | Roster, pickup/drop, employee ID, shift, GPS, no-show | Pickup/drop SLA, attendance, billing input | Supervisor and client approval |
| Taxi | Operations, Sales, Finance | Booking, dispatch, driver allocation, fare, settlement | Taxi sales, trip profit, driver wallet | Taxi In-Charge → Ops Manager |
| Tours & Travel | Operations, Sales, Finance, Documents | Visa, passport, flight, hotel, package, itinerary, supplier | Tour/package profit, visa/ticket/hotel MIS | Business Head / Finance approval |
| HOTAC | Operations, Finance, Reports | Crew request, hotel voucher, transport, meal, invoice audit | Hotel occupancy, cost per crew, vendor SLA | Operations + Billing + Finance |
| Fleet | Operations, Finance, Audit | Vehicle, maintenance, insurance, fuel, tyres, GPS, accident | Fleet profit, fuel cost/km, maintenance due | Fleet Manager approval |
| Driver Management | HR, Operations, Finance | Attendance, license, medical, salary, overtime, penalties, advance | Driver performance, salary, advance recovery | Supervisor → HR/Accounts |
| HR & Payroll | HR, Approvals, Management | Employee master, attendance, leave, payroll, appraisal, work log | Salary MIS, attendance, performance, TNA/PIP | HR Manager + Accounts checker |
| Finance & Accounts | Finance, Approvals, Audit, Reports | COA, invoices, receipts, payments, GST/TDS, bank recon, petty cash | AR/AP ageing, bank report, cash flow, P&L | Maker → Checker → Finance Head → Owner |
| Billing | Finance, Operations, Audit | Trip sheet verify, client billing, GTG billing, invoice number control | Client bill MIS, duplicate billing, outstanding | Billing Manager + Finance approval |
| Purchase / Vendor | Finance, Approvals, Audit | Vendor master, rate master, bills, toll, fuel, payment advice | Vendor ageing, duplicate vendor payment, rate variance | Purchase → Finance → Owner |
| MIS / Analytics | Dashboard, Management, Reports, AI | Data filter, analysis, charts, Power Query style refresh | Daily/Monthly/Annual MIS, KPI dashboard | MIS Manager review |
| Sales / CRM / Social Media | Sales, Communications, AI | Leads, follow-up, quotation, campaigns, bulk WhatsApp/email | Sales pipeline, campaign, client acquisition | Sales Manager / Management approval |
| Compliance / Internal Audit | Audit, Management, Documents | Risk assessment, checklist, evidence, findings, policy violations | Audit exception, risk score, compliance closure | Compliance Manager sign-off |
| Admin / IT | Management, HR, Security, Documents | User login, roles, access, backup, restore, document control | User activity, login history, access matrix | Super Admin rights only |
Admin Look - Enterprise ERP System Detail
Admin / Management information onlyThis section is for Admin review only. Download ZIP, README and installation guide buttons have been removed from the ERP screen so normal users do not see unnecessary technical links.
| Area | Included | Status |
|---|---|---|
| Reports | Daily/Monthly/Annual MIS, profitability, fuel, salary, vendor, cash, audit exception, reconciliation, risk reports | Ready |
| AI Assistant | Profit analysis, overdue invoices, duplicate vendor payments, vehicle profitability, driver advances, reconciliation differences | ChatGPT-ready |
| Integrations | Email, WhatsApp, Google Maps, file upload/import/export | Needs live API keys |
| Mobile | Responsive PWA/Capacitor-ready Android and iOS wrapper guidance | Ready |
Data Filter, Analysis, Review & Audit
Filters ready for MIS, operations, finance and audit review.
AI Review, Spell Check & Data Accuracy
AI checks ready: spelling, format, missing data, duplicates, negative values, approval routing and audit exceptions.
Single-window control tower
4 negative rows; 9 not-running cabs require review
Employee master, attendance and bank verification pending
2 duplicate booking IDs; 15 missing drivers in sample
Quick actions
Professional Travel Desk ERP Dashboard
Trips, bookings and billing
Employee Transport
Roster, employee ID, shift, recurring/ad-hoc trip, route, OTP, safety, SLA and billing.
Taxi Service
Passenger, pickup date/time, local/outstation/airport package, cab category and payment.
Tour Packages
Package pricing, destination, itinerary, inclusions, suppliers, GST and margin approval.
Corporate Clients
GSTIN, contract, service scope, rate card, credit limit, contacts and SLA.
Driver/Supervisor Attendance
Shift, in/out, trip count, overtime, supervisor/HR approval and payroll status.
Fuel & Toll
Cab, driver, Trip ID, litres, rate, odometer, receipt and billable/non-billable control.
GTG Billing
Booking + Trip ID, customer/vendor rates, margin, invoice, bill and payment status.
Bank Reconciliation
Bank line to payment/receipt/payroll match, amount/date difference and review queue.
Masked Client, Vendor, Staff & Contract Master
Masked by default: PAN, Aadhaar/ID, bank account, mobile, email, contract amount and rate card unless role rights allow viewing.
| Trip ID | Employee | Shift / Route | Driver / Cab | OTP / Safety | Status | Rate / Billing | Control |
|---|---|---|---|---|---|---|---|
| TDS-BLR-260501 | Vikili Chishi | Night / BLR T1 → Yelahanka | Doddabasava / BLR4286 | OTP verified | Completed | ₹615 / Ready | OK |
| TDS-BLR-260502 | Reet Lamba + 1 | Night / BLR T1 → Doddaballapur | Ramappa / BLR3308 | Escort review | Driver ended | ₹615 / Hold | Route verify |
Letter / Document Upload Log
Use this later for HR letters, appointment letters, warning letters, client/vendor letters, approval letters, signed contracts and official communication. No deletion; every upload keeps audit history.
| Log ID | Letter Type | Reference | Owner | Date | Status | Audit |
|---|---|---|---|---|---|---|
| LTR-001 | Appointment Letter | EMP001 | HR | Today | Pending Approval | Upload hash pending |
| LTR-002 | Vendor Letter | VEN001 | Purchase | Today | Draft | No delete; revision only |
HR Performance Management Toolkit
Complete editable toolkit for department-wise appraisals, KPI scoring, 360 feedback, probation review, annual appraisal, increment/promotion, TNA, PIP, competency matrix and HR dashboard.
Appraisal Forms
20+ department appraisal coverage, monthly probation and annual review.
KPI Scorecards
Automatic scoring, ratings and performance recommendations.
360 Feedback
Manager, peer, subordinate, client and self-feedback formats.
TNA / PIP / Competency
Training gap, improvement plan and employee competency matrix.
Employee Login, Department & Authorization Master
Mandatory verification: email verification + phone OTP + Management/Admin approval. Access, duty allocation, upload rights and payment rights stay blocked until all three are approved.
Vendor, Staff & Driver Master KYC / Compliance Upload
Controls: duplicate PAN/Aadhaar/bank check, blocked vendor/driver alert, license expiry, police verification, GST/PAN compliance, bank verification and owner approval before payment or duty allocation.
HR/Admin Work Alignment & Task Timeline
HR/Admin can align work to employee, reporting manager, in-charge and department with start time, due time, evidence and manager review.
| Task ID | Employee | Manager | In-Charge | Task | Start | Due | Status | Review |
|---|---|---|---|---|---|---|---|---|
| TASK-001 | HR Executive | HR Manager | HR Lead | Attendance verification | 09:00 | 12:00 | In Progress | Pending manager review |
| TASK-002 | Admin Executive | Admin Manager | Admin In-Charge | Vehicle document expiry check | 10:00 | 17:00 | Assigned | Evidence required |
Staff & Driver Login/Logout Work Log
Every staff, employee, driver and supervisor can record login time, logout time, work notes, trip/task reference and evidence. HR/Admin and reporting manager can review daily work and hours.
| Log ID | User | Type | Department | Login | Logout | Hours | Work Note | HR/Admin Review |
|---|---|---|---|---|---|---|---|---|
| LOG-001 | Kavya S | Staff | Operations | 09:02 | 18:11 | 9.1 | 42 trip closures, 3 exceptions | Approved |
| LOG-002 | Driver A | Driver | Fleet | 06:10 | 15:45 | 9.6 | Airport trips, toll receipt uploaded | Manager Review |
One-Click Finance Control Center
Automatic reference matching, amount fallback, duplicate-payment review, salary verification, vendor matching and client ageing.
Chart of Accounts
Vendor Bill / Toll Upload with Auto Invoice Tracking
Upload vendor bills, toll, parking, fuel receipts or supplier invoices as reference. System keeps its own unique billing/invoice number for tracking, audit, duplicate prevention and payment matching.
Controls: internal billing number, vendor invoice number, trip ID, duplicate check, negative amount check, maker/checker audit and payment reconciliation.
Vendor/Supplier Individual Payment WhatsApp
Bulk action by authorized Accounts/Admin only. Each vendor/supplier receives only their own payment advice. Other vendor names, amounts, bank details and list data are never shown.
| Vendor | Invoice | Payment Ref | Amount | Message Privacy | Status |
|---|---|---|---|---|---|
| Vendor A | INV-001 | PAY-001 | Masked / own only | Individual message only | Ready |
| Vendor B | INV-002 | PAY-002 | Masked / own only | Cannot see Vendor A | Approval required |
Upload & Micro-Audit Center
Management-authorized upload • hash duplication • negative-value and duplicate-row scan
Client & Vendor Billing Format Centre
Billing rules: invoice number generation, duplicate trip/bill check, rate master capture, client outstanding, vendor ageing and payment reconciliation.
Sequential approval
Upload Approval Process for Excel, PDF, Word and Pictures
Every uploaded MIS, receipt, bill, salary sheet, bank statement, picture, PDF or Word document is locked until approved. The system records uploader login ID, authorized mobile/email, hash duplicate check, maker/checker review and final approval.
| Request | Type | Party | Amount | Work / Attendance | Billable | Current stage | Action |
|---|---|---|---|---|---|---|---|
| ADV-2606-0042 | Cab vendor advance | GLOBAL INFRA | ₹21,000 | Trip linked | Billable • Indigo | Billing Ops India | |
| UPL-2607-0118 | Uploaded bill picture | Fuel Vendor | ₹4,850 | Receipt OCR pending | Billable check | Maker Review |
Travel Desk ERP Modules, SOP and Management Controls
Report Upload / Download Centre
Excel download is active. PDF/Word buttons generate printable/export-ready reports in this prototype.
Core ERP Modules
Employee Management, Attendance & Biometric, Roster & Shift Planning, Pickup & Drop Operations, Driver, Vehicle, GPS, Client, Route, Duty Allocation, Incident, MIS Dashboard.
Finance & HR Modules
Billing & Invoicing, Accounts & Finance, Payroll, HRMS, Recruitment, Leave, Performance & KPI, Compliance, Audit and Document Management.
Operations Modules
Fleet Maintenance, Fuel, Purchase & Inventory, Vendor, Asset, Admin, Sales & CRM, Customer Support, Training, Mobile App, Alerts and Analytics.
Zoho / Tally Integration
Zoho People, Creator, Expense, Books, Flow, WorkDrive, Analytics, Cliq/email plus Tally upload and bank reconciliation.
Daily reporting flow
Department reporting uses the same structure: Executive → In-Charge / Lead → Manager → Regional or Functional Head → India Head.
Internal controls
| Department | Executive | In-Charge / Lead | Manager | Reports To | Main KPI |
|---|---|---|---|---|---|
| Operations | Shift Supervisor | Location In-Charge | Operations Manager | Regional Manager | Trip completion ≥ 99% |
| MIS | MIS Executive | MIS In-Charge | MIS Manager | Operations Manager | Report accuracy 100% |
| Billing | Billing Executive | Billing In-Charge | Billing Manager | Finance Manager | Invoice accuracy 100% |
| Accounts | Accounts Executive | Senior Accountant | Accounts Manager | Finance Head | Reconciliation accuracy |
| HR | HR Executive | HR Lead | HR Manager | HR Head | Attendance and recruitment TAT |
| Fleet | Fleet Executive | Fleet In-Charge | Fleet Manager | Operations Manager | Fleet utilization ≥ 95% |
| Compliance | Compliance Executive | Compliance Officer | Compliance Manager | Regional Manager | Audit score and closure |
| Customer Support | Support Executive | Team Leader | Customer Support Manager | Operations Manager | Complaint SLA |
| Report Frequency | Reports | Review Owner | Purpose |
|---|---|---|---|
| Daily | Employees travelling, taxi bookings, visa applications, hotel occupancy, vehicle utilization | Operations / Travel Desk / HOTAC | Daily control tower and SLA review |
| Weekly | Travel cost by department, vendor performance, outstanding approvals, advances pending settlement | Finance / Procurement / Management | Cost, vendor and approval ageing control |
| Monthly | Budget vs actual, country cost, airline/hotel/taxi/visa spend, employee travel cost, vendor ageing, claim ageing, compliance exceptions | Finance / MIS / Audit | Management review and audit pack |
| Role | Responsibilities | Daily Reports | KPI Targets |
|---|---|---|---|
| Pickup & Drop Supervisor | Assign drivers, allocate vehicles, attendance, trip tracking, issue resolution | Vehicle, driver, client attendance, trip completion, delay and incident reports | On-time pickups ≥ 98%, unauthorized trips zero |
| Shift Supervisor | Monitor shift, manpower, trip completion, GPS compliance, handover | Shift handover, manpower and incident reports | Handover 100%, manpower utilization ≥ 98% |
| Location In-Charge | Client communication, overtime, KPI review, billing input approval, daily meetings | Location KPI, billing approval, client issue log | Client satisfaction ≥ 95%, billing accuracy ≥ 99% |
| Operations Manager | Multiple locations, productivity, client meetings, cost control, resource planning | Location performance and cost/profit pack | Fleet utilization ≥ 95%, SLA achievement |
| India Head | National operations, business growth, budget approval, policy and performance review | National MIS and strategic review | Profitability, retention and policy compliance |
Salesforce-style Sales CRM
Lead / Account / Opportunity Entry
Sales data is masked by default. Import/export is allowed only to authorized Admin, Sales Head or Management users.
Sales Pipeline
Bulk Email / WhatsApp for Sales
| Lead ID | Account | Service | Source | Owner | Stage | Next Follow-up | Masked Contact | Action |
|---|---|---|---|---|---|---|---|---|
| LEAD-2607-001 | ABC Corporate | Employee Transport | Sales Executive | Quotation Sent | Tomorrow | +91 ******1234 / a***@***.com | ||
| LEAD-2607-002 | Hotel Partner | HOTAC / Taxi | Sales Manager | Qualified | Today | +971 ******7788 / h***@***.com |
AI Tools & Authorized Staff Chat Box
AI for Operations
Trip delay reasons, route exceptions, driver work summary, GPS/fuel anomaly review and daily shift handover draft.
AI for Finance
Duplicate invoice/payment review, bank reconciliation explanation, vendor ageing summary, petty cash and audit exceptions.
AI for HR/Admin
Attendance summary, appraisal comments, KPI review, PIP draft, work-log summary and training suggestions.
AI for Sales/MIS
Lead follow-up draft, greeting matter, campaign copy, MIS summary, chart explanation and management review notes.
Authorized AI Chat Box
Role-wise access only. PAN, Aadhaar, bank, mobile, email and contract data must be masked before AI review.
Use for review support only; final approval remains with authorized manager/admin.
AI Governance Rules
| Department | Allowed AI Use | Restricted Data | Approval |
|---|---|---|---|
| Operations | Trip summary, route delay, duty note | Employee mobile/address masked | Operations Manager |
| Finance | Reconciliation, duplicate/payment audit | Bank/PAN masked | Finance Head |
| HR | Appraisal, attendance, PIP, work log | Aadhaar/bank masked | HR/Admin |
| Sales | Follow-up, greeting, offer copy | Lead mobile/email masked | Sales Manager |
| Management | Full summary and decisions | Can view as per Super Admin rights | Owner/Admin |
Authorized WhatsApp / Email gateway
Only management-authorized users may upload data or send approved templates through WhatsApp Business/email APIs. Every inbound file, sender, message and approval is logged.
Google Company Email Link
Google Workspace email: connect your company Gmail/Google Workspace for approval alerts, report sharing, billing emails and audit trail.
For live use: add Google Workspace SMTP/API key in hosted configuration; every sent mail is logged against user login ID.
Region-wise Team Chat / WhatsApp Groups
| Region | Group | Members | Channel | Approval | Status |
|---|---|---|---|---|---|
| South | BLR Operations | Operations, Fleet, Drivers, MIS | WhatsApp + Email | Operations Manager | Active |
| East | CCU Billing & Accounts | Billing, Accounts, Regional Manager | Email + Chat | Finance Manager | Active |
| All India | Emergency Escalation | India Head, Regional Managers, Compliance | WhatsApp + Call | Super Admin | Controlled |
Personalized Birthday / Anniversary Greeting Centre
For staff, employees, drivers, vendors and clients. Select saved data, upload one greeting/PPT/image format, and the system personalizes only the name and selected fields before sending.
| Recipient Type | Data Used | Personalization | Masking | Approval |
|---|---|---|---|---|
| Staff / Employee | Name, birthday, email, mobile | {{name}} | Mobile/email masked | HR/Admin |
| Client | Customer/contact name, birthday/anniversary, email, mobile | {{customer_name}} | Mobile/email masked | Sales/Management |
| Driver / Vendor | Name, mobile, email, occasion | {{name}} | Mobile/email masked | Operations/Admin |
Social Media & Business Promotion Centre
One controlled place for Facebook, Instagram, LinkedIn, YouTube, WhatsApp and email greetings/offers. Customer mobile/email data is masked; only Admin/authorized Sales or Management users can send single/all selected bulk communication.
| Platform | Purpose | Data Used | Masking | Approval | Status |
|---|---|---|---|---|---|
| WhatsApp + Email | Greeting / offer / billing reminder | Client mobile/email | Masked by default | Management/Admin | Approval required |
| Facebook / Instagram | Brand and package promotion | Public creative only | No private data | Social Media Manager | Ready |
| Corporate client promotion | Company leads | Email masked | Business Head | Ready | |
| YouTube | Service video / client education | Approved media | No personal data | Management | Ready |
Strict scrutiny & audit exceptions
| Control | Module | Issue | Risk | Owner | SLA | Evidence |
|---|---|---|---|---|---|---|
| AC-005 | Advance | Old balance before new request | Critical | Accounts | Overdue | Missing |
| AC-007 | Payroll | Bank not verified / attendance not uploaded | Critical | HR | Today | Pending |
| AC-002 | Billing | Potential duplicate route requires verification | Medium | Billing Ops | 1 day | Trip MIS |