Using the Schedule

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This form is where most of the scheduling is done. It pulls together all the information needed to schedule into one place. For example, you can see the trucks and their status, who isdriving each truck, the order line items, the number of trucks requested, the number of trucks scheduled, and the trucks scheduled for each order line.

In the top section of the “Schedule” you must specify the date, shift (if shifts are enabled), and office ( if you have multiple offices defined). You can also choose to hide the completed orders and the progress bars by checking the appropriate checkbox.  

There is a menu that allows you to add lease hauler trucks to the truck block (explained below) and marks all jobs complete. When the jobs are marked complete, any dispatches that have not been started are removed and the jobs are made available for processing via the “Tickets by Driver” screen. 

Schedule Colors Description

Trucks that have not had any jobs scheduled will display in green in the top section. As a truck is scheduled for 100% utilization on a given day, that truck will display in red. If a truck is only partially utilized, it will show in yellow. If a truck is marked out for maintenance, then it will be gray. The truck color in the truck block section changes to green again if the order line on which it was scheduled is marked as complete. Then the same truck can be scheduled on other order lines.

In the Truck column in the grid, you can select the desired trucks to work a specified job. If the “Validate Utilization” is checked in the settings,

the dispatcher is only allowed to add as many trucks as specified in the “Sched. trucks” column. “Sched. trucks” corresponds to the utilization of trucks. If you have scheduled trucks with the utilization of less than one, you may see more trucks displayed than what is displayed in the “Sched. trucks” column. E.g., If you have entered “Sched. trucks” as 3, you will be able to add only 3 trucks in the “trucks” column having full utilization (1) but if you reduce/change the utilization of any of these 3 trucks, you will be able to add more trucks since the utilization (sched. trucks) becomes less than 3. 

 If “Validate Utilization” in the settings is not checked, the system will allow you to overschedule your trucks 

If “Show trailers on schedule” in Settings is not enabled, then the trailers will not be displayed on the schedule. 

iv) Need to update the “Dispatching to Drivers and Viewing Dispatches” section on documentation.

           a) Need to update the dispatching image to the one shown below. 

 

         b) Need to remove the text “Route field allows you to add the google maps link as well.” Since currently there is no “Route” control on the dispatching dialog.  

         c) In the area shown by the arrow above, add the following sentence. 

         You can click an “X” beside a driver to remove the driver from the list of drivers getting dispatches. Clicking the “X” in the upper right corner of the “Send To” box removes all the drivers at once.

Truck Block

Active trucks are displayed in the truck block section of the schedule page. You can either see all the trucks together or you can change the view by clicking the “by category” button shown on the top right of the schedule page. This will show the trucks in various categories like dump trucks, tractors, lease haulers, and trailers. The top image shows them all together and the one below it shows the trucks by category.

Truck Block

Context-sensitive Menu in the Truck Block Section

When you right-click on trucks in the truck block section, a context-sensitive menu will open. The context-sensitive menu can be used to take the truck out of service, place it back in service, change the driver for the truck, share the truck with another office, mark a truck as not having a driver, assign the driver, or assign the default driver back to the truck.

These menus are not shown for lease haulers. Trailers also have limited menus like placing the trailer back to service or taking it out of service and sharing it. The share menu option is never shown on any truck if it is out of service or if sharing isn’t enabled.

The context-sensitive menu has the following options:

  • Place out of service (if already in service) or place back in service (if out of service).
  • Assign a driver or assign the default driver back to the truck (if there is no driver on the truck but there is a default driver assigned to the truck on the truck's page).
  • Share (if the truck is not out of service and multi-office is enabled).
  • No driver for truck or change driver (if the truck already has a driver assigned or the default driver is assigned to the truck).

Below are some of the possible context menu options.

Context-sensitive menu in truck block section depending on truck status

​Truck Jobs

Clicking on any partially or fully utilized truck in the truck block section will open a modal dialog as shown on the left which will show all the order lines on which the truck is scheduled.

Truck Jobs

Main Schedule Data table

Each row of data shown below has menu items that give you the actions that can be performed on the order line. There is a context-sensitive menu accessed by right-clicking a row. These same menu items can be accessed from the button with the ellipsis in the rightmost column. You might not be able to see all the options since certain settings and conditions are required in order to see/use some of these menus.

Order Priority

On the order detail, a dropdown allows the priority to be set to High, Medium, or Low. It has defaulted to Medium. The dispatcher can change this value.  On the schedule view, a column is on the far-left side of the grid. This column will be narrow and will have an icon indicating the priority. The column is sortable.

Order Priority

Schedule view showing context-sensitive menu

On the schedule, when adding a truck to the schedule, all available trucks starting with character entered will be displayed.

Please refer to the Dispatching & Messaging settings section on how to enable some of these menu settings on the schedule page.

Context-sensitive menu / “Action” button shows the following options:

  1. Order --> View/Edit, Mark complete, Copy, Share, Transfer, Change date, Delete.
  2. Print order-- > No prices, Combined prices, Back office Detail, delivery report [note back office and delivery report options are shown only if ticketing is enabled in your application]
  3. Tickets – only display if “Allow associating tickets with order items” is enabled on the “General” tab
  4. Dispatch to driver-only displays if “Dispatch via simplified SMS” or “Dispatch via driver application” is enabled in the settings. It is also only available for current dates/shifts and future dates/shifts with trucks assigned. If there are no trucks assigned, it should not be available since there will be no trucks to dispatch to. 
  5. Message drivers – only visible if “Allow SMS messages” is checked on the “Dispatch & Messaging” settings.
  6. View Load history - only displays if “Dispatch via simplified SMS” or “Dispatch via driver application” is enabled in the settings. This will display the “Load History” view filtered to only the trucks on this order line.
  7. Activate closed truck (Only shown if there are closed trucks on order lines and the order line is not marked as complete)

When a job is marked complete, logic is run to check and see if the truck has any open deliveries for the day. If all deliveries are complete for that truck, then the card for that truck should turn green.

Changing the Date of Order Lines

While changing the date of order lines, you will be presented with an option of selecting the entire order or only the order line selected by you if the order has multiple line items. If there is only 1-line item in the order, then that option will not be shown. There is an option of keeping the truck assignments while changing the dates for order lines.

If you check the checkbox “keep truck assignments” while changing the date, the application will check if the trucks assigned on selected order lines are available or not for scheduling on the target day to which you want to change the date of the current order. If they are available for scheduling and depending on their utilization on the target date, trucks' assignment will remain intact while changing the dates. If the trucks are not available for scheduling or their utilization is fully booked on the target date, you will be alerted with a message.

 

Changing Date of Order Lines

Copying Orders/ Order Line

If you try to copy an order line on schedule and there are other order lines as well for the same order, you will be presented with an option of either copying all the line items of that order or only the selected line item. This modal dialog will not be shown to you in case there is only one-line-item present on the order.

Copy Order With Multiple Line Items Modal

When a job is transferred to another date, you must specify the new date in the modal dialog. When the job is moved to this new date the trucks that were scheduled are removed.

 

Copy Trucks With Order

When you choose to copy orders, you will see a calendar that shows you the date range for the orders you want to copy. While copying the order lines or an entire order, you will have the option of copying the trucks along with the order.  If you check the checkbox “copy trucks with order” while copying the order, the application will check if the trucks assigned on selected order lines are available or not for scheduling on the target day to which you want to copy the current order. If they are available for scheduling and depending on their utilization on the target date, trucks' assignment will remain intact while copying the order. If the trucks are not available for scheduling or their utilization is fully booked on the target date, you will be alerted with a message.

Deleting the Order Lines

Once you click ok in the confirmation modal, to delete an order line, you will be presented with an option of deleting the single order line that you have selected or you can delete the entire order, if there are multiple line items associated with the order. This modal dialog will not be shown if there is only 1 item in the order. Deletion of order lines or orders is not possible if there are tickets/actual amounts on the order line, the order line is marked as closed/complete, and if there are trucks scheduled on order lines. Messages will get displayed if there is any condition that will prevent the deletion of the order or order line.

 

Delete Order Lines

Adding Tickets to Order Line

You can add the tickets for order lines by using the tickets menu. You will have to specify the ticket number, quantity, and truck. You can delete the ticket by clicking on the “ellipsis” (…) button. These tickets get added automatically when the dispatches associated with order lines move to the loaded/completed state. These tickets can be managed through the tickets page as well.​

 

Add Tickets to Order Lines

Please refer to the Managing tickets associated with the orders section for the tickets page.

To enable/disable the ticketing, please refer General tab of the settings page.

Dispatching to Drivers and Viewing Dispatches

send dispatch message
You can send dispatches to drivers using the ‘dispatch to driver” menu. Once you select that menu, a modal dialog as shown on the left will be displayed. It will automatically populate the driver in the “send to” field. Route field allows you to add the google maps link as well.

You can select the number of dispatches that you want to send by changing the values in the “how many dispatches to create for each truck” field.

If you want to send this dispatch as “Multiple loads”, then check the checkbox “multiple loads”. This means that the driver will continue to load and deliver this item until he is told to stop.

Typically, new dispatches are added to the end of the “Truck Dispatch List”. If you are specifying load times and want a dispatch to be added based on the load time, you can check the “Add dispatch based on time on job” checkbox.

Once you click on the send button, an SMS may be sent, depending on your settings and whether the driver is logged in. The dispatch(es) will get added.

For more info related to dispatching methods and their differences, please refer to Dispatching methods.

To see all the loads associated with a particular order line on the schedule, click on the “View load history” menu. It will take you to the “Load History” page where the dispatches are filtered according to the order line that you had selected.

For managing the entire dispatches, please refer Managing Dispatches section.

Send Messages to Drivers

Send message to driver

You can send messages to drivers assigned to trucks that are scheduled on the order lines by using the “message drivers” menu. Drivers assigned to trucks are automatically populated in this modal. Once you press send button after entering the subject and body, drivers will receive the message either in SMS, Email, or both formats depending on the preferences set in their profiles.

Another option of sending the messages to drivers is by using the “Messages” menu present under the orders menu.

Please refer to Sending messages to drivers  for details of the “Messages” menu

Activating Closed Trucks

Activate Closed Truck

If you click on the “x” icon present on any truck in the trucks column, you will be able to remove the truck or mark its work as done. Once it is marked as done, no “x” icon will be shown on the truck. In order to re-activate the truck, you will have to use the “activate closed truck” menu. Once you select that menu, you will be shown a modal where you can select closed trucks that you want to re-activate.

Reactivate Closed Truck
Just click in the field as shown on the left side select the closed trucks shown in the drop-down and save.

Truck Utilization and Menu’s on Schedule

Truck Utilization
Double click on the truck present in the “trucks” column in order to view and update the utilization of the truck. This modal dialog allows you to update the utilization. Trucks can also be removed from the order lines using the remove button

Not Enough Trucks

If there are not enough trucks scheduled to meet the requirement for the number of trucks called for on the order, the number of trucks is displayed in bold red. Once the number of trucks assigned equals the number of trucks ordered, the text returns to normal.

Truck Assignment with Shared Orders

In the event that Anderson shares several orders with Greer, the expectation is that Greer will make some trucks available for Anderson to fill the orders. Rather than have Greer assign the trucks to the orders as they see fit, it would be better for Greer to specify which trucks Anderson can borrow and allow Anderson to assign the trucks as needed. This allows Anderson to determine the priority of the assignment and which jobs would be the best match for the Greer trucks.

When Greer specifies which trucks Anderson can utilize, they should show as red for Greer and should show on the top panel of Anderson's schedule in Green so Anderson will know they can schedule these trucks. Show the border of the truck box in the top panel in whatever color is associated with the office that provided the truck. When Anderson schedules the truck on an order, the box will turn red with the border being the color of the office that provided the truck.

Identifying shared order lines on the schedule page

To identify the shared order lines easily on the schedule page, just look for the order lines having yellow background. Other order lines which are not shared will be displayed normally and will not have a yellow background.

This is a block of text. Double-click this text to edit it.

Transferring Order Lines

This is only available for multi-office configurations.​

 

Transfering Order Lines

For transferring the order line or order (with a single line item), you will have to select the new office on the “select office” modal. While transferring the order line to a new office, you will be presented with the option of transferring the selected order line or the entire order, if the order has multiple line items. When the job is moved to this new office, the job location is changed to the new office location. Transferring of orders or order lines is not possible if there are trucks scheduled on order lines or if there are tickets/actual amounts associated with order lines.

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