The Allocations page gives you a timeline view of a day's jobs, leave and maintenance tasks. From here you can allocate drivers and vehicles to jobs, manage overtime, distribute hours evenly amongst your staff and resolve conflicts quickly and easily without leaving the page.
When you first open the Allocations page, jobs are shown in an ungrouped view - the best place to work through the red warning badges (see below), since the affected jobs appear at the top of the page rather than being spread across different drivers or vehicles. Switch between two grouped views using the icons at the top of the page. Zoom in/out with the +/− buttons to see more details about short jobs.
Ungrouped view filtered for school services with no driver allocated
Displays jobs by driver. Select the person 👤 icon to switch to this view.
This view is filtered by default - see Filters below for what's included and how to change it.
Jobs without a staff member allocated are shown in the Unallocated section at the top of the page.
The list is sorted alphabetically by first name (A–Z) by default. A sort button (next to the search box) lets you reverse this to Z–A, or switch to sorting by Hours (largest to smallest, or smallest to largest) - handy for balancing hours and managing overtime.
Groups jobs by the vehicle they're allocated to. Select the vehicle 🚍 icon to switch to this view.
Vehicles are listed with low-floor vehicles at the top, then by seating capacity, from largest down to smallest.
Jobs without a vehicle allocated are shown in the Unallocated section at the top of the page.
Staff on leave, and vehicles scheduled into the workshop for repairs are shown with a yellow banner - in the Driver view for staff leave, and the Vehicle view for workshop bookings. Select the banner to see more details, the same way you'd select a job.
Driver on leave
Vehicle scheduled for a workshop job
Each job on the Allocations page is drawn as three boxes, layered back to front, each covering a different window of time within the same job:
Reading the three boxes together shows the full shape of a job: how long before pickup the driver clocked on and left the depot, how long the customers were on board, and how long it takes the driver and vehicle to return and finish up afterwards.
Colour is used across the driver, vehicle and job boxes to flag conflicts and lateness at a glance:
Unaccepted conflict
Accepted conflict
Driver not clocked on
If the job has any conflicts, they're listed under Conflicts in the job details panel. An accepted conflict shows an ↺ icon - select it to cancel the acceptance and reset the conflict back to unaccepted.
Paid Hours is a convenient way to keep an eye on overtime and rostered hours. In the Driver view, each driver's projected worked hours for the week are shown under their name. This figure updates to their actual worked hours as the week progresses and they complete their allocated jobs.
Red badges (pills) summarise outstanding issues that need attention, such as driver or vehicle conflicts, or jobs with no staff member or no vehicle allocated. They're broken down by job type, so you can see at a glance how many affected jobs fall into each category.
Select a badge to apply the matching job filter and show only the jobs that need attention.
❕Note: The ungrouped view is the best place to work through these - the affected jobs appear at the top of the page. In the Driver or Vehicle views, the same filter is applied, but you may need to scroll to find the affected driver or vehicle.
Find the job you want to edit and click on it to open the job details panel.
Select the edit icon ✏️ to change the driver or vehicle, or select the bin icon 🗑️ to remove the driver or vehicle from the job.
Job details panel shown after clicking on a job
Selecting the edit icon opens the Assign Driver or Assign Vehicle panel, showing the list of drivers or vehicles with a grey column indicating the bounds of the job, so you can see any potential conflicts before making the allocation.
Select the driver or vehicle you want to assign, then select Assign.
❕Note: Once a job has tablet progress recorded, the vehicle's edit and bin icons are replaced by a Swap Vehicle in Progress icon 🔄. Select it to open the same Swap Vehicle in Progress screen available from the Triple Dot Menu inside the job - see Swap Vehicle in Progress
Each view on the Allocations page has the same job filters, found in the bottom right corner.
Driver and Vehicle views also have a secondary filter in the top left of the page next to the Search box. These filters are used to narrow down the selection of either staff or vehicles. Available filters include the driver’s Depot or Garaged At for the vehicle, Employment Status, Vehicle Type, Licence Type as well as options fed by the tech specs and skill specs set up against staff member and asset profiles. These two sets of filters allow you to filter the drivers or vehicles shown to just those that meet a requirement, alongside filtering the jobs themselves.
The filter options available in the Allocations page are based on the options selected inside Tech Specs. Tech Specs and the option to make them available as a filter are completely user controlled. Consult with your workshop team to have your preferred filters added as Tech Specs.
🧠 Learn more about Tech Specs
Staff filters present the standard options you see below with a Skill Specs dropdown at the bottom to narrow down staff based on user definable Skill Specs. By default, the Driver view's filter is set to show only staff members with a Driver's Authority.
🧠 Learn more about Skill Specs
Combining the filters and sort options is an efficient way to manage rostered hours. For example: filter for permanent staff at a particular depot, then sort by Hours (largest to smallest) to check for unnecessary overtime. Switch the sort to smallest-to-largest to find permanent staff who are under-allocated, and bring them closer to their 38 hours. Once permanent staff are balanced, move on to part-time and casual staff, allocating hours as fairly as possible while keeping overtime to a minimum.
You can control which staff members appear by default in the Driver view by using the Default for driver allocation setting found in roles. If one or more roles have this setting turned on, only staff assigned to those roles will be included in the Driver view's default filter. If no role has the setting turned on, every staff member with a Driver’s Authority is shown by default instead.
🧠 Learn more about Roles
The Allocations page draws your attention to jobs where the allocated driver or vehicle doesn't belong to the same depot as the job.
