Drivers and Driver Management

In this article, you will become acquainted with the general structure and roles of those using Onfleet, with a special focus on your workers, or drivers.

 

This article covers:

 

Structure of an Organization

The general structure of an Onfleet organization will be composed of the following:

 

 

 

Administrator

Your organization has only one administrator account, which you create upon registration. The administrator configures everything, adds and removes dispatchers and drivers, and creates and modifies teams.

Dispatchers

Dispatchers are added by the administrator of an organization. Dispatchers manage Task creation and assignment. Dispatchers manage one or more teams.

Teams

Teams make it easy to group drivers and dispatchers together and are particularly useful if you operate in multiple countries or cities, or in different parts of a single city. The administrator has access to all teams, but dispatchers and drivers are assigned by the administrator to one or more teams.

Drivers

Drivers are added by the administrator of an organization. They use Onfleet through the driver app on Android or iOS to complete tasks.

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Add or Remove a Driver

To add a driver, click the + button in the bottom-right corner of the Drivers tab in your dashboard settings.

Note: You must create a team before adding any drivers.

 

Enter the driver’s information and choose which team(s) they will be assigned to. They must be assigned to at least one team, and you can edit this later by double-clicking the driver’s name in the sidebar. Choose the appropriate method of transportation from the options: walker, bicycle, motorcycle, car or truck.

The driver's address is optional and can be selected as an option during Route Optimization so that routes can be optimized to and/or from the driver's preferred starting point. 

Drivers can be added to a team by selecting a team while adding a new driver or editing an existing driver's profile.

 
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Or, by selecting a driver while editing the team.

 

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Adding a driver to a team will allow that team's dispatcher(s) to assign tasks to that driver and see the driver's location and status while on duty. 

Once added, the driver will receive the following SMS notification:

"You have been added to Onfleet by [Organization Name]. Your temporary password is: 12345. Download the driver app here: https://onfleet.com/download/app"

The type of smartphone the driver is using will be automatically detected, and the correct version of the app will be downloaded (iOS or Android). They must be using iOS 8.0 or above, or Android 4.0 or above.

Additionally, once added, you will be able to view the temporary password for drivers in the driver modal accessed by double-clicking on a driver in the sidebar. This is helpful if, for some reason, the driver did not receive the SMS. You can supply the driver with this temporary password so they may log in, upon login, they will be prompted to set a permanent password, and must set themselves to On-Duty for the password change to take effect.

 

 

If a driver has set a permanent password, you'll be able to identify this as well:

 

As soon as you have added the driver to Onfleet you can start assigning tasks to them, even if they haven't installed the driver app yet.

 

Import Drivers

The driver import feature can be used to batch-create new Onfleet drivers. The process is very simple: 

  1. Download this CSV file which has the following column headers: worker_name, worker_phone, worker_team, worker_vehicle
  2. Fill in the columns with the information for each driver that you want to upload into your dashboard with the following format parameters (important to follow these rules):
    • worker_name: First Last (spaces okay)
              Ex: Jason Terry

    • worker_phone: ########## (no spaces)
              Ex: 2025558722

    • worker_team: Must match the team name in dashboard exactly (recommended to copy and paste directly from dashboard)
              Ex: Downtown South

    • worker_vehicle: must be all caps
      WALKER
      BICYCLE
      MOTORCYCLE
      CAR
      TRUCK

Note: "walker" is the default option. Therefore if no transportation mode indicated, or anything other than the above options- then "walker" will be used. 

  1. Save your spreadsheet as a .csv 
  1. While logged in as the organization admin, navigate to Settings > Drivers. Click the "Import..." button, click “Choose File…” ---> select the .csv that you saved ---> upload of drivers should complete automatically

 

Remove a Driver

Remove a driver by double-clicking them in the sidebar and clicking Edit > Remove Driver

 

Drivers can also be removed directly from admin and dispatch settings. Select the Driver tab, choose the driver to be removed from the list of drivers, and click the - button. Confirm that the driver should be permanently removed.

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Removing the driver will not remove the mobile application from their device, but they will no longer be able to log in or complete tasks.

Drivers cannot be removed if they have any tasks assigned to them.

 

Note:  Dispatchers can only add drivers to teams where they are registered as a dispatcher.

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Single Device Log-In for Drivers

If your organization requires a single device for drivers to use for their tasks, we recommend using VoIP numbers for log-in credentials.  Each individual driver should be added to the Onfleet dashboard using the VoIP number they have been assigned. 

 

When the driver is scheduled to go on-duty, they should take the device that they'll be using for their shift, login to the VoIP app on their phone with their credentials, and then log in to Onfleet with their VoIP phone number as credentials.

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Driver Display Name

Dispatchers can change a driver's display name in all messaging received by recipients. If left blank, Onfleet defaults the driver display name to the driver name.

This is especially useful if drivers are added by first and last name for organizational purposes, but displaying the first and last name might be a bit too formal or intrusive for your customer facing messaging. Additionally, if you want to maintain control of your recipient experience (drivers can change their name in the app, but the display name can only be configured through your dashboard).

This driver display name will be used in all SMS messaging that contains the {workerName} tag, and in the live tracking page if you are displaying the Driver Name attribute.

 

Changing the driver display name

There are two ways to set the display name: via the Onfleet API and in the dashboard.

To set the driver display name via the API, use the displayName property (details here).

To change the driver display name in the dashboard, simply open the dashboard settings and click on the Drivers tab.  

Next, double-click on a driver's name (or highlight a driver's name and click Edit...) and enter a name in the Display Name text field. Click Save to confirm the display name change.

Dispatchers can also edit driver details by double-clicking on a driver's name in the side bar and clicking Edit.

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Set a Driver Capacity

To set a capacity, navigate to the Drivers tab of your dashboard settings. Click the Edit button in the bottom-right corner or double click the driver's name. Enter the vehicle's capacity, in any unit you prefer (meters, feet, quantity, etc.) and Save to apply the changes.

Note: Units used for driver vehicle capacity must match the units used when specifying Task Quantity. If a capacity is not defined (and using Route Optimization), Onfleet will assume unlimited capacity and defer to your other Route Optimization constraints. For more information on Route Optimization, please check out this article.

 

Alternatively, you can set a driver's capacity on the fly by double-clicking the driver's name from the sidebar. Simply Edit and update the Capacity as indicated above.

 

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Driver App Settings

Driver App preferences are available from the dashboard settings menu and allow administrators to enforce the intended driver delivery workflow via the driver mobile app.

To ensure that drivers fulfill tasks in the order that they are assigned, check the "Warn driver when starting task out of order" checkbox. If a driver attempts to start a task out of order when this option is enabled, they will be warned, and given the option to reconsider.

You may also choose to warn a driver if they start a task before the complete time. 

 

Notes, Signature collection and Photo collection upon delivery can be set to 'Required', 'Enabled' (with an optional warning for the driver), or completely disabled, with independent settings for pickup and dropoff tasks, depending on your organization's requirements. Tasks cannot be completed by the driver until the required signature and/or photo has been collected.

'Block access to camera roll' is an option that, when selected, requires that drivers take the photo at the time that the task is completed. Drivers will be unable to submit photos that were taken previously.

'Allow drivers to initiate communication' is an option to allow drivers to contact and communicate directly with recipients.

Once the Driver App settings are confirmed, the settings will be applied to all existing tasks for all workers during their next session (when they next go on duty).

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Create or Edit a Driver Schedule 

To create a schedule for an existing Driver, navigate to the Drivers section of your account Settings. Choose the Driver you would like to modify, and click the Schedule button. Schedules can accessed/edited by double-clicking a driver in the sidebar, or via API.

Schedules can be defined on a week to week basis. Use the + alongside each date to add breaks or fragmented shifts. Hit Save to apply these changes.

Note: If a Driver does not have a personal schedule defined, their schedule will reflect your organization's Default Schedule unless disabled.

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Set a Default Schedule

For drivers that do not have a defined schedule in place, your organization's default schedule will be used to determine the availability of a driver selected during Route Optimization. By default, the default schedule will cover the hours of 12:00 AM to 11:59 PM. You can modify this time window from within the Optimize Tasks modal by clicking the default schedule button.

If you want the tool to ignore selected drivers that don't have explicitly defined schedules, disable the default schedule by clicking the checkbox at the top of the modal.

 

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Driver Statuses 

Driver status is displayed with a color and short text string ("status text") in the sidebar (underneath the driver name) and on the map in the pop up bubble that appears on rollover or click of a driver's icon.

In Transit: Driver is "on-duty" and is actively executing a task. A driver in transit will be location tracked and will appear as a blue dot icon on the map and the sidebar.

Idle: Driver is "on-duty" but is not actively executing a task. An idle driver's location will be tracked and he/she will appear as a green dot icon on the map and the sidebar.

Offline: Driver is "off-duty." An offline driver's location will not be tracked and he/she will not appear on the map. Offline drivers appear in the sidebar as a grey dot icon.

Connection StatusAn on-duty driver with a properly responsive network connection will appear with a halo animation around his/her icon and display one of the statuses listed above. An on-duty driver with an unresponsive network connection:

  • will not be tracked.
  • will appear as a subtly flashing dot with no halo animation.
  • the status text will display "Not responding."

After a driver's network connection is restored, the wave animation will begin and the status text will display the updated status (Offline, Idle, or In Transit).

 

Delayed Status

You can easily determine if a task or driver is, or will be, delayed by reviewing either the sidebar or map view.

Task: Task is unassigned or assigned, and the current time is after the Complete Before time, or the ETA will put the driver at that location after the Complete Before time. A delayed task will appear in the map and sidebar with a small gold dot on the top right corner of the task's icon.

Driver: Driver has one or more tasks assigned to him/her that are delayed. In all statuses, icon will appear with a gold dot in the upper right corner. If active, the status text will display by how many minutes their current task is estimated to be delayed.

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Force Driver Off Duty

Dispatchers and Admins can force a driver to go off duty.

To be able to force a driver off duty, the driver must be either Idle or Not Responding. Admins or Dispatchers can then select the driver on the dashboard, right-click and select "Force driver off duty". 

 

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