Getting Started

Getting Started
IMPORTANT NOTE: The following section will guide you through getting yourself started with Navigator Metro but at various stages you will need to refer to the configuration guides for more detailed information.  These can be found in the Navigator Manuals folder, you'll find a shortcut to this folder on your Desktop.


Navigator Metro icons
Once the installation is complete there will be new icons (shortcuts) on your Desktop (STN1), one called Navigator Server which starts the Server program and another called Navigator Client which starts the client program:
 
 
Navigator Metro usernames and passwords
Navigator Metro comes with three usernames and passwords already set-up.  These default usernames and passwords can be changed as soon as you have logged in BUT MAKE SURE YOU ALWAYS HAVE AT LEAST ONE USERNAME WITH FULL UNRESTRICTED PERMISSIONS! 
Usernames and passwords are discussed in a bit more detail later on in this guide in the section called Setting up your own username with full manager permissions.
For more detailed information on usernames, passwords and permissions, please refer the section called Navigator usernames and passwords in the System Configuration guide.

Username Password Permissions
Boss in The Boss username has full unrestricted permissions.  
Control in The Control username has permissions that allow the despatch of jobs but is restricted from some parts of the system
User in The Telephonist username has limited permissions that only allow the user to take bookings
 
Starting Navigator Server
Navigator Server is a separate program to Navigator and runs on the PC nominated as the server or STN1.  Navigator Server normally runs totally unattended and the only evidence it is running is the small icon on the taskbar.
Double click on the Navigator Manuals icon on your Desktop to view all the available user and configuration guides
 
The Navigator Server program is the one that does all the hard work and handles all the data processing and must be running before you can start Navigator…
1. Double click on the Navigator Server icon and wait a few seconds.  You will notice the Server icon appear on the System Tray in the bottom right-hand corner of your screen…
 
 

 IMPORTANT! Setting up your company details
Before you go any further, you must enter your company details into Navigator.  This information is vital to the system because this will dictate which maps are downloaded from the Internet onto your Navigator system.  These details will also be printed on invoices and other important documentation.  
 
The company details are amended in the Navigator Server program which you must log into in order to enter your company details.  There are times when you'll need to log into the Server to perform certain other tasks too, so let's just spend a few minutes learning how to log in to the Navigator Server program:
Logging into Navigator Server
Navigator Server is a separate program to Navigator and runs on the PC nominated as the server or STN1.  Navigator Server normally runs totally unattended and the only evidence it is running is the small icon on the taskbar.
The Navigator Server program does all the hard work and handles all the data processing and other essential elements of your system such as ad-hoc backups, archives, plot setup etc.  These fundamental housekeeping tasks are all performed on the server using a simple user interface designed to enable managers operate these features.
TIP! 
The System Tray shows services that are currently running on the computer.  The Navigator Server icon will always show in the System Tray when it is running.  If you are running Windows XP, the System Tray often hides icons that are not frequently used.  So if you want to view all the icons you may have to click on the Show hidden icons button… Click on this button to view all the icons in the System Tray
You'll find the System Tray in the bottom right-hand corner of the screen
IMPORTANT! 
It is important that you get this information right because Navigator will start to download your street maps (it already comes shipped with a full UK low detail map).  These downloads will happen automatically – if you close Navigator during the map download the download will automatically pick up from where it left off the next time you log into Navigator.
 
At certain times you may need to log into the server to perform these housekeeping tasks including amending your company details.  Please spend a few minutes now familiarising yourself with logging into the Server.
Whenever you want to log into the Server, all users must be logged out of the system…
1. Make sure everyone is logged out of Navigator   
 
 
2. On the server (STN1), right-mouse click on the Server icon in the System Tray (you’ll find this in the bottom right-hand corner of the screen) and choose Connection Info
 
3. The Navigator Server window will open…
4. Click on the Session menu and choose Login, or click on the yellow light bulb on the toolbar
 
Right-mouse click on the Navigator Server icon and choose Connection Info
Click on the Session menu (or click on the yellow light bulb) and choose Login, enter your username and password and click OK
TIP! The login feature is not available?
If the login feature is not there then this may be because you still have other users logged in. Make sure all Navigate booking and despatch clients are logged out before you attempt to login to the server.
TIP! Logging people off Navigator 
You can manually disconnect all users by restarting the server, right-mouse click on the Server icon in the System Tray and choose Restart Server
You'll find the System Tray in the bottom right-hand corner of the screen

5. Enter your username (this must be a user with Manager permissions i.e. Boss) and password and press ENTER or click OK
 
6. You'll now be logged on to the Server and you should see more menus across the top…

7. Just spend a few minutes looking at the menu options but BE CAREFUL in here as you can cause some damage if you don’t know what you are doing!
8. If you need to amend your company details just stop here before logging off and jump to the next section 
If you're done in here and want to log off, just click on the Session menu and choose Logoff, or click on the light bulb again
 
Entering your company details
1. Once logged into the Server, click on the Configuration menu and choose Company/Circuit Info
 
 
 
IMPORTANT! Setting up your company details
Before you go any further, you must enter your company details into Navigator.  This information is vital to the system because this will dictate which maps are downloaded from the Internet onto your Navigator system.  These details will also be printed on invoices and other important documentation.  
 
2. The Configure Companies/Circuits dialog box will appear, enter your company name, address, telephone and fax numbers
 

3. Click on the Additional Information tab and enter the company email address and web address - just leave these fields blank if there’s nothing to enter
 
 
Once logged into the Server, click on the Configuration menu and choose Company/Circuit Info
Enter your company details
Click on the Additional Information tab to enter the email and web addresses
 
4. Click on the Close button when finished and a message will appear informing you that the Server needs to restart, just click OK to continue – the Server will close and restart itself.  
 

Map download
The maps start downloading when Navigator Server is started for the very first time and the company information has been completed.  The maps are HUGE so expect this to take a few hours to complete even on a fast Broadband connection.
The maps are downloaded to C:\ (root directory) and you can check the download progress by looking at C:\ using My Computer:
1. Start My Computer by clicking on the Start button and choosing My Computer (there may be a shortcut to My Computer on your Desktop)
 
2. The My Computer window will open, double click on the Local Disk (C:) icon to  show the contents of the C:\ drive
3. To be able to see the size of the files being downloaded, you may need to switch to ‘Details’ view (as shown below).  Details view shows all the files in a list with the file size displayed next to each file.
 
Click on the OK button to restart the Server
Locate the My Computer icon on your Desktop and double click on it
To switch to Details view, click on the View menu and choose Details
You'll now be able to see a list of files with the file size displayed next to each file
 
4. If you press F5 on your keyboard (or click on the View menu and choose Refresh) you'll see the file sizes increasing as the maps download

Which files are the map files?
There are several files that make up the complete set of maps. GB.mcf – this file is the complete map of the UK and is the first file to be downloaded.

MCGB & MCSV – these files are the map cache files that are used for displaying the maps
on the Booking screen.
SV_XX.mcf – these are the detailed maps that make up your local area. The map tile references are the same as those used by Ordnance Survey. You may have 2, 3 or even 4 tiles that make up your local area.

                   

To see a complete UK map with the Ordnance Survey map tile references, please visit
http://en.wikipedia.org/wiki/Ordnance_survey#UK_map_range

What happens if I switch my computer off before the maps have finished downloading?
Don’t worry. If you switch your computer off, or lose Internet connection or close the Server program accidentally, the maps will automatically commence downloading the next time the Server is switched on and an Internet connection is available. The download will pick up from where it left off.

Are the maps automatically configured to work?
If you have downloaded the London maps then yes, Navigator will automatically configure itself to display the maps on the Booking screen. If you have downloaded any of the other maps, you’ll need to call Diplomat or your Affiliate for assistance to configure the maps before they are visible.

Starting Navigator and your 30 day evaluation period
Navigator Metro can be evaluated for 30 days. Each time you start Navigator you’ll be given the choice to evaluate the software or to purchase the software online via our secure online internet store (internet connection required). Each time Navigator starts you’ll be reminded of how many days there are left in your evaluation period.

  1. Once Navigator Server is running you can double click on the Navigator icon on the Desktop to start Navigator Metro

A window will appear asking you if you want to purchase, activate or evaluateNavigator Metro Starting Navigator for the very first time

The very first time you start Navigator, you’ll be prompted for the IP address of the computer that Navigator Server is running on. You’ll only need to do this the very first time you run Navigator and this will be different depending on whether you’re running Navigator on a standalone PC or two PCs.


If you’re running Navigator on a stand-alone PC, the server and client programs will be running on the same PC. If you’re running Navigator on networked PCs you’ll need to tell the client PCs where to find the Server program

  1. When you choose the evaluation option, a small box will appear asking you about which computer is running the Navigator Server.
    If you’re running Navigator on a single standalone PC – just leave the default of ‘this computer’ selected.
    If you’re running Navigator on networked PCs – select ‘another computer’ and enter 192.168.0.1 in the ‘Server IP Address’ box below

A Log In box will appear and it is recommended that you log in as Boss the first time you start Navigator. The Boss username will give you full unrestricted access to the whole application.
Type Boss in to the Username box, then press the TAB key on your keyboard to move to the Password box (or just click into the Password box with your mouse) and type the password in
Please note: In Navigator passwords are NOT case sensitive so if your password is taxi and by mistake you type TAXI, the system will still log you on
3.Click OK and the application will load 

What happens if I try to run Navigator on my PC without starting Navigator Server?
If you try to run the Navigator application without having started Navigator Server, you
will receive the following error…

Click OK on the error window, start Navigator Server on Station 1 (as described above) and try again.

A Quick Tour of Navigator Metro

Please refer to the User Guides for detailed information about all of the screens and how to use them, but let’s just take a quick look at Navigator and what you can expect to see. When you log in as Boss for the first time you’ll be presented with the Booking Screen…

Please spend a few minutes familiarising yourself with the screen and menus before you go any further.

  1. Click on the Book button to switch to the Booking Screen
  2.  Click on the Desp button to switch to the Despatch Screen
  3.  Click on the Alloc button to switch back to the Allocated Screen

4. Click on each of the menu names in turn to view the drop-down menu items, e.g. click on the Session menu to see the options on the Session menu, then click on the Booking menu, Accounts menu etc. Don't worry about clicking.


 5. Hover the mouse over the toolbar buttons to see tool tips describing the operation of each button
 
 
Click on each menu in turn to view the dropdown menus
Hover your mouse over each button on the toolbar to reveal a tool tip describing the operation of each button

First things first
OK, when you’ve successfully logged into Navigator for the first time and taken yourself on a quick tour of the screens and menus, there’s a few things you need to do before you can start taking bookings.
Were going to systematically go through all the bits you need to do one by one, but you will need to refer to the configuration guides from time to time for more information so please make sure you have them handy before starting – the configuration guides can be found in the Navigator Manuals folder, a shortcut to which can be found on the Desktop.
 
Setting up your own username with full manager permissions
Before you go any further you must set-up your own username and password and assign yourself full manager permissions, this will give you unrestricted access to all parts of the system.  If you want you can at this point set-up all the other users who may use the system, but there’s no hurry because you can set these up at any time.  
You can get into the Password Maintenance window by clicking on the Configuration menu and choosing Password Maintenance…
 

Creating your own username with full Manager Permissions
1. In the Password Maintenance window, click Add User
 

Click on the Configuration menu and choose Password Maintenance
WARNING! Don't lock yourself out! It's really important to have a username will FULL UNRESTRICTED permissions (Manager).  Please make sure you either leave Boss or give yourself full Manager level permissions.  If you're reading this after you've discovered that you cant do anything other than take a booking, please call Diplomat Support!
Double click on the Navigator Manuals folder on the Desktop

2. A box will appear asking you to enter the name of the new user, enter your name and click OK
 
 
3. Enter your password in the Password box and enter the same password again in the Confirm password box
 
 
4. Click on the Manager Defaults buttons at the bottom of the window to give yourself full unrestricted permissions
 
 
5. Click Close
 
Please refer to the section called User permissions and preferences in the System Configuration guide for more information about setting up new users and their permissions.
Closest National Place
Navigator needs to know where the closest national place is to your base.  It will use this information to calculate journey times and price national jobs (town to town).  This information is held in System Preferences.
1. Click on the Configuration menu and choose System Preferences
2. The System Preferences window will appear, click on the General tab and then click on the Plots/Maps/RAP tab…
 
3. Click into the Closest National Place field and start typing – a list will appear from which you can choose the closest place to your base
Navigator comes with a National database of all the UK towns, major trunk roads and junctions.  Start typing the nearest major trunk road or place name and a drop-down list will appear from which you can choose the nearest place.  
For example, if your base is near the M3, start typing M3 in the field and a list will appear of all the M3 junctions.
4. Click on the one that is closest to you and THEN PRESS TAB TO MOVE TO THE NEXT FIELD OR CLICK INTO THE NEXT FIELD ON THE SCREEN – this is very important, if you don’t move into another field your choice will be discarded when you close the System Preferences window.
 
Setting up your base plot
Now you need to specify which plot your base is in – this is used for calculating journey and return times.  Navigator has come with a list of plots already set-up and one of the plots is called BASE.  This is the plot we’re going to use for the moment as your base plot. 
Click on the Configuration menu and choose System Preferences
Click on the General tab
Click into the Closest National Place field and start typing – a list will appear from which you can choose the closest place to your base
When you have chosen the closest national place either TAB into the next field or click into the next field before you close the System Preferences window
Then click on the Plots/Maps/RAP tab
 
Don’t worry if this name isn’t suitable because later on we’ll be taking a look at how to change plot names:
1. Whilst logged into Navigator, click on the Plots menu and choose Edit Plots
2. Scroll down the list of plots on the left-hand side of the window until you find the plot that your base is in
3. Single click on the plot to select it
4. Place a tick in the Base Plot check box in the right-hand window.  Click on the cross to close the window when you’re done
 
 
Setting up the average speed
To enable Navigator to accurately calculate journey times you must tell it what the average speed your drivers generally attain.  
If you don’t set the average speed, you’ll get the following error message whenever someone takes a booking:
 
 
 
The average speed of your vehicles will be dependent on the type of area your business is based in and the type of work you do.  Cars operating in cities and built-up conurbations will have a lower average speed than cars in rural areas, whilst companies doing mostly executive long distance travel will have a higher average speed than most.  
As a general rule of thumb, central London companies will have an average speed of 10 mph, suburbs will have an average speed of 30 mph, whilst companies doing mainly executive work may have an average speed of 50 mph.  You know your local area and the majority of the type of work you do, so take a realistic view when you set your average speed. For the majority of private hire companies, the average speed is typically 20 mph.
1. Click on the Plots menu

2. Choose Journey Times and Factors
Select your base plot from the list of plots
Once the base plot is selected, place a tick in the Base Plot check box

3. Enter the average speed in the Average Speed field and then click OK

Setting up rates
We know that private hire companies can work in very different ways.  Some might charge their drivers a circuit fee or rent, whilst others might have employed drivers driving company vehicles, whilst others might want to pay their long serving drivers a loyalty rate for long service.  Chances are a company will also have different rates for the different types of vehicles too!  In addition, a company might have different rates for different account customers and different rates again for cash customers.  However your company works, Navigator can cope because it offers a fully scalable rating system allowing you to set-up a customised flexible system that works for you.
Navigator comes with a Cash rate already set-up.  The first mile is charged at £5.00 and subsequent miles are charged at £1.  Chances are you are going to want to change this to the cash rate that your company charges.  If you have account customers you’ll also need to set-up rates for them too.
Rates are quite a complex topic in Navigator and you’ll definitely need to refer to the Rates configuration guide for detailed information and instructions on how to do this.  If you really do get lost, please contact us and we’ll be more than happy to offer you help and advice.
To get into the rates window…
1. Click on the Pricing menu and choose Edit Rates, the Rates window will appear
2. Click on the Details tab to display driver information
3. Click on Driver 1 to display the driver details 
4. Fill in as much information as you can about the driver
5. Click on the Additions/Deductions tab to add details such as circuit fees and radio rentals
6. Repeat this for each driver 7. If you don’t have 10 drivers, don’t worry just leave the others there for future use
8. Click on the Cross in the top right-hand corner when you’ve finished
 
Setting up your vehicles
Navigator comes with 10 vehicles but as with the drivers, you’ll need to modify these vehicles with information pertinent to each of your own vehicles.
1. Click on the Drivers & Vehicles menu and choose Edit Drivers & Vehicles, the Drivers & Vehicles window will appear…
 
 
 
2. Click on the Details tab to display driver information
3. Click on Fleet 1 to display the vehicle details 
Click on the Vehicles tab to display the list of vehicles
Select the vehicle here to display the vehicle details
Complete as much information about the vehicle as you can
Click on the Details tab to show car information
 
4. Fill in as much information as you can about the vehicle
5. Repeat this for each vehicle 6. If you don’t have 10 vehicles, don’t worry just leave the others there for future use
7. Click on the Cross in the top right-hand corner when you’ve finished
 
Please refer to the Drivers and Vehicles configuration guide for more detailed information about editing and adding new vehicles.
Setting up customer accounts
Navigator comes with a Cash account already set-up but if you have account customers you’ll need to set those up too.  Let’s take a quick look at how to create a new account but please refer to the section called Setting up a new account in the Accounts configuration  guide for more information.
1. Click on the Accounts menu and choose Edit Accounts, the Accounts window will appear…

2. The Set-up Accounts window is displayed
3. Click on the Add Account button to add a new account and a brand new blank account form will be displayed…
 
Click on the Accounts menu and choose edit accounts
 
 
 
4. Fill in as much information as you can on each page tab and click Close when you’re finished
 
Backups 
It cannot be stressed enough how important it is to backup your main Navigator database (STR file) in case of system failure.  
Please take time to find out about backups in the in the section called Backups Page in System Configuration guide.
 
Archives
The main Navigator database (STR file) will start to increase in size as you use the system and collect more data.  The size increase of the STR file will eventually start to have a detrimental effect on the performance of Navigator.  Archiving keeps the database file to a manageable size by removing old bookings, invoices and statements to special archive files.  These archives can be interrogated and their contents viewed at anytime.  
Please refer to the section called Server Maintenance in the System Configuration guide for more information.
User Guides and Help
There is a comprehensive set of configuration guides and user guides supplied with Navigator.  All the guides can be found in the Navigator Manuals folder on your computer’s Desktop