Overview

This guide walks you through everything you need to set up before your team can start using Operations day-to-day. It covers the configuration items that need to be in place first, in the order they depend on each other, followed by how to generate and manage your first jobs.

Before you start

Operations setup is typically completed during your initial implementation with the Triple D team. If you're returning to this guide to add new configuration or onboard a new depot, focus on the sections relevant to your needs.

The setup steps below are listed in the recommended order. Some items depend on others — for example, rosters are built from shifts, so shifts need to be set up first.

Step 1 — Settings and calendar

Operations settings

Operations Settings holds the company details printed on quotes, invoices and other generated documents, how the Driver's Kiosk behaves, and who receives operations notification emails. Key settings to review:

• Look Ahead Days — how many days ahead drivers can see their jobs on the kiosk. Most companies use 7.
• Use scheduled finish as completion time — whether the kiosk defaults the clock off time to the scheduled finish.
• Default gap between the clock on & depart depot time — used to fill in the clock on time when you enter a depart depot time.
• Allocations Paid Hours Display Type — whether the Allocations page shows paid hours for weekdays, the pay period or the pay week.
• Email Settings — who receives the cancelled booking and regenerated jobs emails.

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❕ Note: Only users with the Administrator role can edit Operations Settings.

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🧠 Learn more: Operations Settings

Public and school holidays

Holidays define the public and school holidays for your depots. They control which shifts are generated on a public holiday and appear automatically in the leave calendar.

🧠 Learn more: Public & School Holidays

Step 2 — Build your shift patterns

Shifts, rosters and roster groups work together, so set them up in this order.

Shifts

A shift is the template used to create jobs. It defines the shift type (School Service, Urban, Cleaning, etc.), the clock on, depart depot, arrive depot and clock off times, the staff and vehicle requirements, and whether pre-departure checks apply. Set Runs on a Public Holiday to Yes on any shift that should still run on public holidays.

🧠 Learn more: Shifts

Shift attachments

Attach documents such as run sheets or maps to a shift. They're copied to every job generated from that shift and can be printed from the kiosk or viewed on the tablet.

🧠 Learn more: Shift Attachments

Rosters

A roster groups shifts together to define a week's worth of work. Adding a staff member to a roster is optional — if you add one, they're allocated to every job generated from it.

🧠 Learn more: Rosters

Roster groups

Roster groups combine rosters to make generating jobs quicker — for example, by depot, or school term versus school holiday rosters. A roster group can be rotating (staff move to the next roster line each week) or non-rotating (staff stay on the same roster).

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❕ Note: A roster can only belong to one roster group.

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🧠 Learn more: Roster Groups

Step 3 — Allocation rules

These items control who and what can be allocated to a job. Set them up before generating jobs so allocations and job generation check them from the start.

Skill specs

Skill specs record the training or attributes staff need for certain work, such as a route or wheelchair competency. Once a skill spec is added as a requirement on a shift or job, only staff with that skill spec appear in the allocation dropdown. Skill specs are set up in the People module.

🧠 Learn more: Skill Specs

Tech specs

Tech specs are custom fields about your vehicles, such as wheelchair lift fitted or seating capacity. Once a tech spec is added as a vehicle requirement, only vehicles that match appear in the allocation dropdown. Tech specs can also be used as filters on the Allocations page and shown to drivers on the tablet. They're set up in the Workshop module, so work with your workshop team.

🧠 Learn more: Tech Specs

Vehicle restrictions

The Vehicle Restrictions List records vehicles a staff member isn't allowed to drive. Restricted vehicles aren't offered when allocating that staff member, and job generation fails if a roster puts them on a restricted vehicle.

🧠 Learn more: Vehicle Restrictions List

Subcontractors

Subcontractors are external operators you can allocate jobs to when you don't have the capacity or the right vehicle to cover a job yourself.

🧠 Learn more: Subcontractors

Step 4 — Devices, checklists and other configuration

Authorised devices

Every vehicle tablet and Driver's Kiosk must be authorised before it can connect. Devices are paired with a one-time authorisation code and can be revoked at any time. Operations staff who need to clock drivers on remotely also need their own authorised kiosk device.

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❕ Note: Always generate the code for the device that's physically in front of you. Generating a code for the wrong tablet authorises it under another tablet's name, and the problem then moves from bus to bus.

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🧠 Learn more: Authorised Devices and Driver's Kiosk

Pre-departure checklists

Pre-departure checklists are the checks drivers complete before leaving the depot, on the tablet and on their Daily Summary Sheet. You can create different checklists to suit different vehicle types, mark the items that are mandatory, then assign each checklist to the right vehicles in Workshop → Assets.

🧠 Learn more: Pre-departure Checklists

Daily Event Log subjects

Daily Event Log subjects are the categories operations staff use when recording incidents and events in the Daily Event Log, making entries easier to filter and report on later.

🧠 Learn more: Daily Event Log Subjects

Charter contracts

A charter contract is an agreement with a customer to provide regular charter services. Contract charter work is set up with shifts and rosters, the same way as urban or school services. Charter contracts are available from Operations → Charter Contracts or Sales → Charter Contracts.

🧠 Learn more: Contract Charters

Step 5 — Generate and manage jobs

With configuration in place, you're ready to create jobs.

Generating jobs

Generate jobs from individual rosters, roster groups or all rosters for a date range. Generation runs as a background batch — check its progress on the Generate Jobs page. Before you submit, check leave and change or clear any rostered driver who's away, otherwise their jobs are created with a leave conflict that can't be accepted.

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❕ Note: Rosters in a rotating roster group can only be generated one working week at a time. If you change the working week after adding them, click Recalculate to move drivers to their correct roster positions.

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🧠 Learn more: Generating Jobs

Ad-hoc jobs

Ad-hoc jobs are one-off jobs outside your rosters — for example, an extra run from an existing shift, a charter add-on, general training, or a vehicle or driver relocation.

🧠 Learn more: Ad-hoc Jobs

Continuations

When a driver and vehicle go straight from one job to the next without returning to the depot, link the jobs in a continuation. Both jobs must have the same driver and vehicle allocated. Open either job, go to the Continue tab, click the 🔗 link icon next to the other job, check the changeover time, then click Link. A continuation can link more than two jobs.

Linking jobs in a continuation:

• Removes any conflicts caused by the jobs overlapping.
• Pays the driver from the start of the first job to the end of the last, with no gap.
• Replaces the first job's Arrive Depot and Clock Off times, and the second job's Clock On and Depart Depot times, with a single changeover time. The system suggests a changeover halfway between the first job's drop off and the second job's pickup, so check it and change it if it doesn't suit.

What changes for drivers:

• Tablet — the first job loses its Relocate To Depot and Finish Job buttons, and the second job loses Start Pre-departure Checks / Start Job. Both are replaced by one button, Finish Job – Continue To Next Job. This greatly reduces unknown kilometres, which happen when a driver finishes one job and drives to the next before pressing Start Job.
• Kiosk, driver's app and paperwork — the continuation shows on the Driver's Kiosk, the driver's app, the Driver Daily Job Summary and the Charter Instructions printout, so drivers know they aren't returning to the depot between jobs.

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🧠 Learn more: Continuations

Splitting jobs

Splitting turns one job into two or more separate jobs. The most common use is turning an all-day charter into two transfers, one AM and one PM, so each part can be allocated to a different driver and vehicle. Open the job, scroll to the route, click the ✂️ scissors icon next to the boarding point where the split should happen, then enter the finish details for the first job and the start details for the second. Check the arrive and depart times on the boarding points, fill in any that are missing, check the descriptions are still relevant, then click OK. You're taken straight to the new job.

After the split:

• Allocation — the original job keeps its driver and vehicle if it was allocated. The new job is created without a driver or vehicle, so allocate it before it runs.
• Linked tab — operations can use the Linked tab inside each job to move between the parts of the split.

What changes for drivers:

• Kiosk, tablet and paperwork — each part of the split appears as its own standalone job, the same as any other job. Drivers don't see that it was split.

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🧠 Learn more: Splitting Jobs

Step 6 — Set up your own account (optional)

This step is optional, and you only need it if these settings suit the way you work. To personalise your view, open My Account (the cog icon next to your name, near the bottom of the menu) and set:

• Preferred Depots — the depots you usually work with, so depot-based pages are pre-filtered for you.
• Alert Scope — which depots you receive Not Clocked On alerts for.

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🧠 Learn more: Preferred Depots and Not Clocked on Alerts and External Identities

You're ready to go

Once setup is complete, your team can start using Operations day-to-day. Start with the pages your team will use most:

• Operations Tiles — what each tile on the Operations page shows and how to use them in your daily routine.
• The Jobs Page and The Allocations Page — where you view, allocate and manage jobs.