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Plan each person's run for the day

Put each person's jobs for a day in driving order with drive times and a map, change the order by hand, and send the run to their phone.

On this page

Open Routes

Open Tools, then Routes. The day shown is today on your company's clock. Use the arrows or the date box to change it.

Everyone with a job that day is listed on the left. A job is on a person's run when its date is that day, it links to a site, and it is assigned to them. Jobs missing a site or a person are listed under Jobs not on any run.

Pick the site, if you run more than one

Use the picker beside the date to choose a site. The day then shows only the people whose staff record says they work there, and Rostered with no jobs offers only them.

A job nobody is assigned to stays under Jobs not on any run whichever site you pick, because it belongs to no site until somebody is on it.

Choosing another company in your group shows that company's day, read only. Switch to that company to plan, send or change anything there.

On the phone app, the location button sits above the day and works the same way. Another company is read only there too, and the Add job button names the company you need to open.

Check the setup

If Set up routing appears, click Open routing settings. Choose the Jobs table, Day of the job, Site and Assigned to, then click Save routing settings. To change them later, click Settings.

Set Time on site (minutes) for jobs with no time of their own, and Leave at for when runs start. Add a Depot address if staff start from one place.

Under Leave jobs with these statuses off runs, tick any status that should never be on a run.

Set where each person starts

My run asks each person once, at the top: Where do you start your day? They choose From home and type the address, the depot by its name, or Straight to my first job.

Under the answer, Leave at sets their own start time. Tick Finish back here if the drive back counts. Under Lunch break, choose 30 min, 45 min or 1 hr, and the time it starts from. Click Save. Not now asks again next time.

To change anybody's, click the person on Routes, then Start point. Staff change their own the same way from their run. On the phone app, tap Change start point on a run, or Change where I start at the foot of My run.

A rostered shift that day sets the leave time, ahead of their own time and the company default.

Use the next stop on the phone

Open My run on the phone app. Next stop sits at the top, with the next job nobody has finished, its time and its address.

Tap Directions to open your maps app at that site. Tap Check in when you arrive and Check out when you leave. The card then moves to the stop after it.

To skip a job, tap the right arrow beside Next stop. The left arrow goes back. Every button on the card then acts on the job it shows. Tap On my way to text that customer when you expect to arrive.

When the run can tell you will be late, the button names the customer and the delay, such as Tell Jane Smith: 20 min late. One tap texts them how late you are and when you expect to arrive. Otherwise tap Running late, then 15 min, 30 min or 45 min.

Once every job is done, a run that finishes back at its start offers Directions there.

Add, change or archive a job

Click Add job. The day on screen is already filled in. Type the job's name, choose the Site and who it is Assigned to, fill in any other field the job has, and click Create.

A job saved without a site or a person appears under Jobs not on any run until you add them.

Under Rostered with no jobs, click Add job beside a person. The day and that person are already filled in.

Click the pencil beside any job, on a run or under Jobs not on any run, to change it. Click Save changes.

Click the bin beside a job to archive it. Anybody who is not an admin sends an admin a request instead.

On the phone app, tap Add job at the top of Routes, or Edit on a stop. Archive is inside the job.

Set a job's travel time and time on site

Open a job from Routes or from the Jobs table. Its times sit under its fields, on the booking form and on the job's own Details tab. The phone app's New job sheet has the same three, in the same order.

Booked time is Arrive from and Arrive by, the window the planner obeys.

Travel time shows two numbers: Your estimate, typed in minutes, and From the route, the drive from the planned run. Typing minutes chooses your estimate; click From the route to use the map's drive instead. Before the day is planned, From the route reads This day has not been planned yet.

Time on site shows Your estimate, which starts at the company default, and From check in and out, the time staff really spent there. Typing minutes chooses your estimate; click the other card to use it instead.

Clicking one leaves the other number where it is. The planner uses whichever is marked In use.

The calendar draws that same number in front of the job, and the rest of the day moves with it. A job you have set to Your estimate shows your minutes even before anybody plans the day.

On the phone the two choices sit one above the other, and Arrive from and Arrive by open the phone's own time picker. Tapping an empty Arrive from puts the next whole or half hour in it, or 07:00 for a job on another day. An empty Arrive by gets the Arrive from time plus one hour. The picker under each box shows the same time as the box, so change it there. Clear the window removes both times.

Add the hours somebody worked on a job

Open a saved job from Routes or from the Jobs table. Time worked sits under its times and lists each stretch of work on it: who, the day, from and to, and the hours. Checking in on site puts hours here, and so does Add time.

Click Add time. Choose the Day and the Start, then type the Finish or the Hours, and we fill in the other. Click Add time under them to save.

Everybody adds their own hours. An admin, or anybody with Confirm shift hours, also chooses Who worked.

Hours inside a rostered shift count on that shift at once. Any others wait under Unscheduled on the Calendar toolbar until a manager approves them, as with any unscheduled shift. Approved hours reach your timesheets and Pay review like any other.

Typed hours carry Typed in, on the job and in the approvals list. Until a manager decides them, whoever added them can remove them with the bin beside the row.

Time on site, under From check in and out, counts typed hours too.

On the phone app, Time worked sits on the job's sheet, with the same Add time. Day, Start and Finish open the phone's own pickers.

Give a job a time window

Click Times on a stop. Set Arrive from, Arrive by, or both, and On site (minutes) if the job takes a different time from usual. Click Save times.

Moving a window the customer was already told about brings up Text the customer under the times, with the new window in the message. Tick Send this text when I save the times before you click Save times. Clear texts nobody.

Click Plan again to fit the new times in. Clear removes them.

Hand out the day's jobs on the board

Click Board at the top of Routes. Each person has a lane with their jobs in order, Unassigned holds the jobs with nobody on them, and anybody rostered that day with nothing booked has an empty lane reading Free. Drag a job here.

Drag a job onto somebody to give it to them, or onto Unassigned to take it off them. If it clashes with their day, Routes says so and asks first, or refuses when Refuse a job that clashes is on in the calendar's settings.

Needs a site lists the jobs somebody has that no run can reach yet. Click a job to add its site, or change anything else about it.

On the phone app, tap Move to on a stop and choose the person, or Unassigned.

Plan the runs

Click Plan all runs to plan everyone, or Plan this run for one person. A bar shows whose run is being planned.

Each stop shows the time its work starts, the drive to it and its window. Late by means the arrive by time cannot be met. A stop the person reaches before its window opens also shows their arrival and the wait, such as Arrives 09:03, waits 27 min.

The map numbers the stops in driving order. The line joins them in order and does not follow the roads.

Change the order by hand

Drag a stop to a new place, or use the arrows beside it. The times change straight away and the new order is saved.

When a job is added, moved or given to somebody else after planning, the person shows Changed since planned. Click Plan again before moving stops or sending.

Send the run

Click Send. Read the message. Tick Text message to text it to the mobile number on the person's staff record, and In the app, and on their phone if they use it to send a notification. Click Send to and the person's name.

The person then shows Sent. If the run changes afterwards, it shows the time it was sent and that it was before the latest change.

Read your run on your phone

In the phone app, tap More, then My run. Today's stops are listed in order, each with the time its work starts. Tap Directions on a stop to open it in your maps app.

Tap Edit on a stop to change its job, such as its status or its notes, and tap Save. The job opens over your run with every field it has.

Watch today's runs from Quick Glance

On Quick Glance, click Edit layout, then Add widget, then Today's runs. Click Save layout.

An admin sees everybody with jobs today: whether each run is Planned, Not planned, Changed since planned or Sent, how many jobs, and the first stop with its time. The tiles show Jobs, Driving and Not routed, the jobs today that are on no run.

Anybody else sees their own run, with Late stops in place of Not routed. Click Open Routes, or Open My run, to see the whole run.

Click a person's run to open it in a panel on the right. Each job has a pencil to change it and a bin to archive it. Add job adds one for that person today, with the day and the person already filled in. Plan, reorder or send the run on Routes, from Open Routes at the top of the panel.

In the phone app the card always shows your own run: Jobs, Driving and Late stops, then your stops in order. Tap Open My run to see it.