TABLE OF CONTENTS
Please click on the relevant section from the following ‘Table of Contents’.
Accessing Ola Corporate Dashboard
Log in with One Time Password (OTP)
Adding Employees to Ola Corporate Account
Set Combined Group Budget for a Group of Employees
Setting Unlimited Monthly Budget for Outside Home City Travel
Set Payment Modes for Recharging Account
Set Auto-Debit Facility Through Card
Set Standing Instruction for Auto-Credit
Setting Roles for managing Ola Corporate account
Get Employee Details From your dashboard
ONE Traveldesk- Booking rides from your dashboard
Booking official rides from ONE TravelDesk
Expense Management Systems Happay and Concur
The Ola Corporate admin dashboard helps you to easily manage and control employee travel for your company. You can use the dashboard to manage cost centers, travel budgets, employee permissions, ride policies, expenses, and much more.
Once you sign up for an Ola Corporate account for your company, you can login with your Olacabs credentials on corporate.olacabs.com to access your company’s admin dashboard.
You can Login to your Ola Corporate account/dashboard by either entering your registered email ID/ mobile number and password or by requesting for an OTP.
Here’s the link to access your company’s corporate account:
https://corporate.olacabs.com/#/home
Enter your email ID/mobile number registered with Olacabs and password. Click on Submit to log in to your Ola Corporate account. If you do not remember your password please click on the ‘Need Help? Click Here’ link to get a new password.
To log in with an OTP, please follow the following steps:
Enter your mobile number
Click on Log in with OTP
Please provide your mobile number registered with Olacabs and click on Get OTP.
That’s it now simply provide the OTP ( received on your registered mobile number) and click Submit to login.
If you do not receive the OTP in 20 to 30 seconds, please check if the provided mobile number is registered with your Olacabs account. If not, you can retry by entering your correct mobile number and requesting for a new OTP by clicking on Resend OTP link.
If the registered mobile number is correct and you still do not receive the OTP, please ensure that your phone is connected.
You can easily add employees to your company's Ola Corporate account by either providing just employee’s mobile numbers or email ids (or both for better user experience) through the following methods:
Add Employees Manually
Uploading a CSV file
Here’s how:
Click on ‘Employees’ tab on the dashboard
Click on the ‘Add Employees’ tab on the upper right of the screen
On the ‘Invite Employees’ page you can invite/add /or delete employees by selecting one of the following:
Add Employees Manually
Drop CSV files
Click on the Download Sample CSV file option to view more details about creating an employee details CSV file. (image below)
Read the instructions carefully and click on ‘I have read the instructions’
Or click on ‘Download’ to download a sample CSV file for your reference.
Please ensure to use the exact column headers as mentioned and in the guide to reduce errors.
Here is the path to add a CSV file in three easy steps:
Employees>Add employees> Drop files here to upload
Admins can choose to add employees details manually by clicking on the Add Employees link from the ‘Invite Employees’ page.
Please provide relevant employee details manually as per the columns and then click on send invites. You can select ‘Add More Employees’ to add additional rows.
You can also add columns for providing more details about each employee. Click on the drop down beside ‘Add More Columns’ and select the column tabs that you wish to add. (See image below)
Please note: Manual employee addition is recommended only if you have less than 10 employees to add.
Once employee details are added we will send a welcome communication to all employees. If you wish to see the sample employee communication please click here.
Employees with existing Olacabs accounts will be automatically on-boarded to your company’s Ola Corporate account. An email communication for this will be sent to the employees on their official email ID and an SMS on the registered mobile number.
Admins can design, manage, and control ride policies for employees by creating multiple Groups from the Admin Dashboard.
Here is how you can access the Groups tab and the settings page:
Login>Groups>Edit (Group Settings)
We have created a Default Group for your company’s Ola Corporate account. You can easily change or update the settings for the Default Group from the Group Settings page or simply add employees to continue using the default group.
Here is the default group for your reference:
Note: The default group settings would not allow you to select shuttle as a mode of transport as it is a whitelisted feature. Do reach out to an Ola support personnel to activate the same.
If you need different policies for multiple set of employees then you can create multiple groups and add employees in each group.
Once you have created groups and added employees in each of those groups you can go ahead and set a budget for each of those groups.
Go to Groups from the dashboard
Click on the Edit option and set budgets
On the Group Settings page (See image below) enter the amount you wish to set as the ‘Combined monthly budget’ for the entire group. Save the changes.
Please note: Once the Combined group budget is exceeded employees in this group won’t be able to take any more corporate rides.
An email intimation will be sent on your official email Id once the Combined monthly budget is exhausted for a group.
You can allocate a specific travel budget per user by entering the amount in the ‘Monthly budget per user’ box. (See image below)
Please Note: The Minimum monthly budget should not be less than INR 200.
You can set unlimited monthly budget for employees who are frequent business travellers by simply checking the check-box beside ‘Allow unlimited budget for domestic (outside home city) rides.
Once this is selected an employee would never run out of corporate balance while travelling outside home-city and the travel costs would be directly deducted from the company’s total travel budget.
Click save once done.
Here is how you can easily create Travel Policies (Groups) from the Dashboard:
Step: 1
Login to - www.olacorporate.com> Groups> Edit Group/Add Group> Show advanced Settings (See image below)
On the Advanced Settings page you can define the following for a Group:
Ride Type : Select the ride categories that can be used by employees in a particular group, you can choose from Mini, Sedan, Prime, Shuttle and more. All categories will be Auto-Selected by default.
Day of Week: Choose the days in a week on which employees are permitted to take corporate rides.
Time of Day: Set time of the day during which employees can take corporate rides.
With Ola Corporate It’s easy to manage multiple corporate travel policies for your company, simply create Groups and add employees to the relevant Groups.
(Refer ‘Add employees to your Ola Corporate Account’ section for more details)
You can easily set an approval mechanism for managing employee’s official rides by checking the ‘Ride Approval Required’ check-box from the Group Settings page. Approval frequency can be weekly, monthly or Instant. Depending on the selected frequency we will be sending an approval intimation to the managers on their official email Id’s.
Note: This option is available only if bookings through ONE TravelDesk is allowed.
You can also set an auto-action rule for all employee rides that are not actioned by the manager within 30 days. Rides can be auto-rejected or auto-approved after this time.
You can choose a payment mode for each Group. This will ensure that all the official rides taken by employees in that group will be charged according to the set payment mode. You can choose from the following ride payment options:
(Please refer to ‘Set Payment Modes for Recharging Account’ section for details about ways to recharge your company’s Ola Corporate account)
Ride Payment
You need to define a ride payment mode for all groups. You can either set a policy with Auto-Paid by Company payment mode or choose To-be Reimbursed mode.
Auto-paid by Company
You can choose to recharge your company’s Ola Corporate account and offer company-paid, cashless travel experience to your employees. If this option is selected the bill amount is automatically deducted from the corporate account balance at the end of each corporate ride.
To-Be Reimbursed
Employees can pay for their official rides by Ola Money or cash and apply for reimbursements later. Employees can still mark their rides as Corporate, and you can manage and track their rides on the dashboard. We also offer you the option to automate your employee expense management by integrating with HAPPY or CONCUR.
If you intend to opt for postpaid payment option and avail credit for your corporate account, please write to us at corporatesales@olacabs.com.
Once the groups are defined you can view a summary of all the existing Groups from the Group Summary page.
We offer corporates a range of easy ways to automate recharging their corporate account with Ola. Companies can choose from the following:
Set Auto Debits through card
Set Standing Instruction for Auto-Credit
You can now easily go to the Payments tab from your Ola Corporate dashboard and save your company’s card details (Including Amex cards) for setting Auto-Debit facility.
We will request you to make a test transaction of Rs.10 to ensure that the details are correct. This amount will be credited back into your account in some days. We will also keep you posted on the status of such auto-debit transaction on your company's Ola Corporate account once a transaction becomes due.
If you wish to set up a Standing instruction on your company's Ola Corporate account then we will automatically initiate a fund transfer from your account once your company's balance is low or as per the set rule.
We will send periodic communications intimating you once the SI is due and the status of each such transaction.
You can Login to your dashboard > Go to the Payments tab > Select Standing Instructions> Add Amount> Click on Setup to set a Standing Instruction now.
Please note: The minimum amount that you have to add to set up Standing Instructions is Rs 5000.
The Payments section on your Ola Corporate dashboard allows you to view a summary of all all the monetary transactions on your account. Viewing is easy- Go to the ‘Payments’ tab on the dashboard and you can view a list of all the financial transactions. Each transaction would have a unique transaction id, the amount debited/credited, transaction time, date, payment type and more.
Admins can define multiple roles on the dashboard by adding more than one admin or travel desk admins.
Here’s how:
Go to the settings section from the Home page drop down beside your name on the dashboard
On the settings home page you can view Company details, Information, Account Information and Roles.
Click on Roles (See image below)
To add an Administrator for your Ola Corporate account you would need to search an employee who is already added and has an active/verified account. The email id will pop up, clicking on it would add the employee for the specific role admin/ travel desk.
Once done click on ‘Save Changes’
The employee will then be added after which he will be able to carry out the specified task(s)
The employee would also be sent an email about the same (see image below)
Please note: Travel desk admins can only make ride bookings and will not have a access to other travel management options.
Here is a sample email that will be sent to the Admin’s email Id once they are added.
Admins can easily view ride reports from the Rides tab on the Ola Corporate dashboard.
To view ride reports you would first need to carry out a data search. You can filter data:
By Group,
By Name
By Date
To filter employee rides by Group you can go to the Groups tab and select a group from the drop down (see image below). Select the duration and search.
All the official rides taken by the employees for a particular Group for the selected period will be filtered out for you to view.
Type in the name of the employee you wish to filter out details for (it’s a free text box) and select the duration. All the ride details of the selected employee will be filtered.
This allows you to filter ride details for a certain time frame ranging for a day, a week, a month or custom range of date where you can select the date range before searching ride details.
Once you have added the required search-filters select the employee(s) by clicking on the check-box beside their name(s) and click on ‘Get Invoice’ Ride invoices of all the rides taken by each of these employees would be downloaded automatically in a PDF format.
If you wish to download the existing employee’s data from your company’s Ola Corporate dashboard, you can easily do so.
(Please refer the Filter by Group, Filter by name section for more on how to filter employee data)
Here’s how:
Step 1: Log in to the Ola Corporate dashboard and access the Employees tab.
step 2: Select employees and click on Get CSV
Once you select the Get CSV option , an email will be sent on your official email id with the Employee Data CSV file.
Here is a sample of the email that will be sent on your registered email id:
ONE Travel desk helps you to book rides for employees right from your company’s Ola Corporate dashboard. You can even rack rides real time and override ride policies for employees.
Log in to your Ola Corporate account and click on ONE Traveldesk on the dashboard. This opens up the rides booking page.
Click on the ‘Book a Ride’ button on the top right of the page to start booking rides for your employees.
Enter the employee’s name in the search bar provided.
Please Note: Rides can only be booked for employees who have activated their Ola Corporate account.
After selecting the employee, you will see all travel policies configured for him. (The travel policies would include the employee’s ride type options, the permitted travel budget and the time & day when these corporate rides can be availed.)
Enter the employee pickup location for the ride you are booking. If needed you can also provide a drop location.
One done click on ‘Confirm Booking’
Admins/travel desk managers can override pre-set travel policy settings in case of emergencies.
For Example: In the image below micro ride is unavailable. But admins can book a micro ride through our override travel policy option.
Before the ride is booked Admin will be asked to confirm the policy override by providing a reason for policy override. (See image below)
Once the booking is confirmed employee will be sent the ride details through an SMS and an email. Admins can go to the ‘Rides’ home page from the dashboard and see the booking status, driver details and cab details along with the estimated time of arrival.
Additional Comments field can be used to add additional notes for auditing purposes. (See image below)
Please note: You can also track and cancel scheduled rides from the ONE Traveldesk page.
Clicking on the track ride button would allow admins to track the ride live on a map and also see the driver and cab details
You can cancel a ride booked from the ONE Traveldesk, by clicking on the cancel ride option and selecting the relevant reason for cancellation. (See image below)
Please note: Only Scheduled rides can be cancelled. Rides in progress cannot be cancelled.
Ola Corporate dashboard Analytics offers company ‘Admins’ the ability to easily view various data analytics on their corporate account with Ola. Admins can now view Spend reports, budget reports, employee onboarding reports and more on their ‘Home Page’. This will empower Admins to take meaningful and insightful steps to understand the behavior of employees for Corporate Travel and take relevant steps to optimize corporate travel policies for their company. You simply need to login and then click on ‘Home’ to view the analytics page.
Here is a sample of the Ola Corporate Analytics page :
Admins can view four types of data from the dashboard home page:
Activation
Budget Utilization
Spend
Experience
Here is how the 'Activation data' screen looks on your dashboard:
This graph will help you understand the account activation trend for employee onboarding. ‘Gap from Industry Standards’ has been calculated to offer you the best insight about your Ola Corporate account and enable better decision making.
Account admins can increase the employee onboarding percentage by clicking on the ‘Resend Invite’ button or choose to send engagement emails by selecting ‘Engage Employees’ to increase the ‘First ride taken’ percentage.
Please note: All the display values are in (% ) percentage. Absolute values can be viewed by hovering over the relevant sections of the graphs.
Here is how the ‘Budget Utilization’ data screen looks on your dashboard:
In the ‘Budget Utilization’ view admins can view the Budget details for a particular group for a particular period of time. This data can be easily downloaded in CSV file format.
Illustration: In the above graph, selected group has a monthly budget of Rs. 6000.00 and 55% of the employees in the group have used more than 80% of their corporate budget.
Please Note: This chart will not be populated, if there are no rides taken by the employees in a particular group for the selected period.
Here is how the ‘Expense’ data screen looks on your dashboard:
Expense amount and Ride counts can be viewed across cities, categories, groups and more, for periods like Monthly, weekly etc. Values for the top 3 or 4 groups are displayed individually, the rest are merged as “Others”.
Please Note: There are two ways to evaluate the costs for your company, the 'Expense', and the 'Rides' views .
Here is how the ‘Experience’ data screen looks on your dashboard:
Admins can view employee experience score by checking the ‘Ride Rating’. This is the average ride rating provided by the employees after each ride. View the ‘Driver Rating’ tab to know the average customer satisfaction rating received by the driver of your cab.
Please Note: You can conveniently switch between ‘Ride Rating’ and ‘ Driver Rating’ views from the drop down on this graph.
Please contact your account admin for immediate support
or email us at corporatesales@olacabs.com
Or Call - 080- 33553355
For any payment related troubleshooting please contact your company's account manager immediately.
Please Note: Employees in groups with To-be-Reimbursed payment made might not be able to take official rides, once your company’s balance is exhausted.
***Applicable only for corporate accounts with pre-paid payment mode.
For any other support refer our Support page.
Or write to us at corporatesales@olacabs.com
‘Onboarded’ stands for the number of employees who have successfully verified their details and are onboard your company's corporate account.
Term ‘First Ride’ stands for the total number of rides taken after employees got onboard to your company’s Ola Corporate account.
Term ‘Active Users’ stands for the total number of employees who are able to take corporate rides.
The option on the ‘Spend Graph’ to view spend analytics by the total amount of expense incurred by a particular group for a selected period.
The option on the ‘Spend Graph’ to view spend analytics by the total number of rides taken by employees in a particular group for the selected period.
Employee analytics like the total number of employees on-boarded to your
Ola Corporate account, the number of employees who took their first ride for the selected period of time and the total number of active employees on your corporate account with Ola.
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