Users and shifts

Messages and announcements

Messages is the chat between the people in your business. A driver in the app and a dispatcher at the desk see the same conversation, live. There are three kinds of thread: a direct chat with one person, a group, and an announcement that only its creator can write in. The Messages page Start a chat 1. Open Messages and press New message (the button beside the search box). 2. In New chat, tick the people. Show only users with admin rights shortens the list to administrators; the search box finds anyone by name. The New chat popup 3. With one person ticked you get a direct chat. If the two of you already have one, it opens that one instead of starting a second. With two or more ticked you get a group; give it a Group name (optional), or it is named after its members. 4. Press Create chat. The thread opens on the right, and every participant sees it in their list with an unread badge. Type in the box at the bottom and press Enter to send. A message is at most 500 characters. The list on the left shows each thread's last message, its time and how many you have not read; search there finds a thread by name. Send an announcement Turn on Announcement mode in New chat before you press Create chat. The switch says what it does: "Participants are unable to reply or see other members of this thread." - Only you, the creator, can post in it. A participant who tries is told "Only the announcement creator can post messages to this chat." - The thread is pinned at the top of every participant's list from the start, and is shown as Announcement unless you named it. - Drivers with the app get a push notification titled "New announcement". - Announcement mode is chosen when the thread is created and cannot be switched on later. An announcement to one person is a separate thread from your direct chat with them. Use it for the night's plan or a road closure: one message, everybody, no thread of replies. Change who is in a group Open the thread, press the three dots at the top right and choose Edit chat. You can add people; those already in stay ticked and greyed. Only the creator of a group, or an administrator of it, can manage it. Renaming works for groups, not for direct chats. Who can use it Anybody in the business with the Messages permission sees the page. Drivers without a web workspace use the app; they are in the list when you pick participants. See also - Who is told what - Invite staff and drivers - Follow a dispatch live

Share a user with contractors

Your drivers belong to your business, and a subcontractor cannot see them, let alone put them on a route. Sometimes that is exactly what you want: you lend a driver and a truck to the contractor who holds the route, and the night runs under their name. Share profile with contractors does that, one driver, one contractor at a time. Share a driver 1. Open Users and click the person. 2. Press Edit. Under the language, the form shows Share profile with contractors with one tick box per subcontractor of yours. The section only appears once you have at least one subcontractor, see Add a subcontractor. 3. Tick the contractors who may use this person and press Save. The user's page now shows Sharing profile with and the names. To share yourself, do the same under Manage account in the sidebar. What the contractor can do - The shared user appears in the contractor's Users list, next to their own people. - On a route the contractor holds, the shared user can be picked as a driver, exactly as one of the contractor's own drivers, and is invited to the dispatches on it. See Assign drivers. The contractor cannot edit the shared user, change their role or remove them from your business; those stay with you. What does not change - The user still signs in as a member of your business, with the role you gave them, and sees your dispatches as before. - Sharing is per contractor. Untick a contractor and press Save, and that contractor can no longer pick the driver. If the driver is already on one of that contractor's routes, take them off the route as well. - Sharing goes one way, from the business that owns the user to its subcontractors. A subcontractor cannot share its people upward to you; it assigns them to the routes it has been given instead. See also - Add a subcontractor - Add drivers to an existing dispatch - Drivers on a route - Who can do what

Plan and approve shifts

A shift is a person, a start, an end and a note. Drivers open and close theirs from the app; you can also enter them by hand for somebody who forgot, or for a standby night. Approving a shift is your sign-off on the hours; disapproving sends it back to Not Approved. The Shifts page Add a shift 1. Open Users → Shifts and press New Shift. 2. Pick the User, then the Start Time and the End Time (a date and a time each). The end has to be after the start; the form says so if not. 3. Add a Note if the hours need explaining. 4. Turn on Approve if you are signing the shift off at the same time, and press Create. The New Shift popup To change one later, open its row menu (the three dots at the end of the row) and press Edit; the same popup opens, and Save keeps it. Approve, disapprove, archive Every row shows the person, their e-mail, start, end, note, the hours, and a status badge: Approved, Not Approved or Archived. From the row menu: - Approve or Disapprove, depending on where the shift stands. - Archive takes a finished or mistaken shift out of the active list without deleting it. An archived shift offers Unarchive to bring it back. Each action asks you to Confirm first. The same happens to many rows at once: tick them (the box in the header ticks the page), and the bar above the table shows Total approved and Total unapproved hours for the selection with Approve, Disapprove and Archive buttons. Ticking a row also shows an Export button; today it does nothing when pressed. Find the shifts you mean Filters narrows the list by Time range, by User, and by Status: All active (everything not archived), Approved, Not Approved or Archived. Press Apply filters; each active filter becomes a chip above the table that you can close. While the Archived filter is on, the bulk Archive button is hidden, since there is nothing left to archive. Shifts from the app A person has one running shift at a time. When Start shift is pressed in the app while a shift of theirs is already running in your business, the app is handed that shift back and no second one is opened. Before this rule, repeated taps could leave several open shifts for one person; those duplicates were closed when the rule arrived, each ended at its own start with zero hours, keeping only the newest open shift per person. A shift lasts 24 hours at most. One that nobody ended is ended at its start plus 24 hours, with 24 hours on it, the next time that person starts or ends a shift in the app; until then it shows here without an end. Open shifts older than 24 hours when the rule arrived were ended the same way. Where the real end was earlier, Edit the shift and put in the right time. Start and end times from the app are stored in whole seconds. Hours The Hours column is the length of the shift, start to end. The Total approved and Total unapproved figures add up the ticked rows only, so tick a person's rows for a week and you have their approved hours for it. See also - Invite staff and drivers - How GPS check-in and check-out work - Hourly invoicing

Turn on two-factor authentication

With two-factor authentication on, a password alone is not enough to sign in as you: the form also asks for a six-digit code from your phone. Each person turns it on for their own account; there is no company-wide switch. Open the settings 1. Click your name at the bottom of the sidebar and press Manage account (the popup is headed Edit user). 2. Open the Authentication tab. It offers two methods, Authenticator App and Text message (SMS); you can set up one or both. The Authentication tab Authenticator app 1. Press Setup on Authenticator App. Set up authenticator app shows a QR code and, under it, the Setup key for apps that cannot scan. Scan or type it into your app (Google Authenticator, Microsoft Authenticator, 1Password and the like). The QR code to scan with the authenticator app 2. Press Continue, enter the six-digit code the app shows, and press Verify & enable. 3. Save your recovery codes appears with ten codes. Copy them somewhere safe, then press I've saved them. Each code signs you in once if the phone is gone. Text message 1. Press Setup on Text message (SMS). Enter your number and press Send code. It has to be the phone number on your account; any other is refused. (An account with no phone number yet can enter one here, and it becomes the account's number. It does not have to be a number nobody else uses.) 2. Enter the six-digit code from the text and press Verify & enable. The code is valid for ten minutes; Resend code becomes available after sixty seconds. 3. Save the recovery codes, as above. What happens next - Every other session of yours, in browsers and in the app, is signed out the moment a method is enabled. The one you are in stays. - From now on the sign-in form asks for the code after your password. With both methods on, you choose which one to use; Use a recovery code instead takes one of the ten codes instead. - Three wrong text-message codes at sign-in stop that code; the form asks you to try again in ten minutes. Recovery codes and switching off - Recovery codes → Regenerate makes ten new codes and cancels the old ones. Do it when you have used a few, or if the list may have been seen. - Remove on a method switches it off after a confirmation. With no method left, sign-in is password only again. Removing a method, like adding one or regenerating codes, signs out your other sessions. - Without the phone, a recovery code is the only way past the second step. Keep the codes. See also - Sign in, and reset a forgotten password - Account security - See where you are signed in, and sign out other devices