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Driver Actions and Route Monitoring in the TMS: A Guide for Planners
Driver Actions and Route Monitoring in the TMS: A Guide for Planners

Learn how driver actions in the Driver App are reflected in the TMS. Monitor route progress, spot deviations, and resolve issues efficiently

Augustina Bridge avatar
Written by Augustina Bridge
Updated over 3 months ago

Introduction

As a Logistics Planner, you play a key role in ensuring that deliveries run smoothly, on time, and with minimal issues. To assist you in this quest, our TMS integrates with the Driver App, enabling real-time visibility of driver actions during route execution.

This guide will help you understand how driver actions from the Driver App are reflected in the TMS, allowing you to monitor, spot, and resolve deviations or preempt issues based on route progress.


Route Status and Assignment

Route Not Assigned to a Driver

  • Status in TMS: Not Approved

  • Driver Info Section: Empty

Route Assigned to a Driver

  • Status in TMS: Not Started

  • Driver Info Section: Populated with driver details pulled from their mobile device and the Drivers page.


On the Route Details Page, you will see the following updates:

  • Route Info Panel: 0 stops completed, 0 colli delivered

  • Route Stops Overview:

    • Gray circles representing stops that have not been visited

    • The number of colli to be handled at each stop


Route in Progress: Driver Actions

Once the driver starts the route in the Driver App, the status in the TMS changes to In Progress. This triggers updates in various parts of the TMS:

  1. Route Status: Shown in the Route Info Panel.

  2. Stops Visited: Displayed in the Route Command Center.

  3. Driver’s Current Location: Shown on the Route Map.

  4. Stop Status:

    • Green circle: Stop visited.

    • Gray circle: Stop not yet visited.

  5. Colli Information: Displayed in the Route Stops Overview, indicating the number of colli handled.

What Happens at a Pickup Stop

A pickup stop is the first stop on a route, typically the warehouse, where the driver is expected to scan all colli and load them onto the vehicle.

Arriving at a Pickup Stop

  1. Click Arrived: When the driver reaches the pickup location, they tap the Arrived button in the Driver App. The following updates happen in the TMS:

    • The pickup stop changes into a hollow green circle, informing the Planner of the driver's arrival.

    • The Arrival Time changes from Estimated Arrival to Actual Arrival Time.


  2. Review Stop information: An info screen will display the tasks required for the respective stop, such as scanning colli or taking photos of the shipment.

  3. Continue to Colli Scanning: The driver will click Continue to start loading the colli.

Scanning Colli

Barcode scanning

Drivers use their phone's camera to scan the barcode on each collo.

  • Successful scan: The collo's status is updated to Picked up and the scan method to Scanned in the TMS.

  • Unsuccessful scan: If the barcode is illegible, the driver can:

    • Accept Collo with Photo: They click Accept collo, take a picture of the shipment.

      • The collo status is updated to Picked up

      • Scan method is Selected.

    • Accept Collo with Deviation: They click Accept with Deviation, record the deviation details, and save the event.

      • The collo status is updated to Picked up

      • Scan method is Selected.

    • Reject Collo: They click Reject Collo, provide a reason and document the event.

      • The collo status is updated to Not Picked Up.

      • The deviation is recorded separately under Deviations.

      • The stop where the collo was supposed to be delivered is removed from the route and greyed out for visual representation

Manual Entry

If necessary, drivers can manually enter the barcode of the collo in the app. They click on the collo, enter the barcode, take a photo to document the pickup. The collo status is updated to Picked up with the scan method as Manually.

Completing a Pickup Stop

As soon as the driver has scanned and loaded all the colli, or recorded all the necessary deviations, they will tap Accept and Complete in the Driver App to complete the stop. In the TMS, this translates to:

  • Stop Completion: The stop's status changes to Completed, and the circle around it turns solid green.

  • Colli Overview Changes: The Colli column displays the number of colli successfully loaded.

  • Arrival Time Changes: The Arrival time column displays the actual arrival time, instead of the estimated arrival time shown before the driver arrived at the stop.

  • Task Time Changes: The Task time column displays the actual time spent by the driver on executing the task at pickup, as opposed to the planned task time shown before the driver starts executing the task.

Planners can click on the completed stop for a detailed overview of the colli handled at that stop and their status for each order ID.

What Happens at Delivery Stops

A delivery stop is where the driver has to deliver some or all of the colli pickedup at the start of the route. Delivery stops are added on the route in an optimized sequence, guiding the driver from one stop to the next.

Arriving at a Delivery Stop

  1. Click Arrived: When the driver reaches the delivery location, they tap the Arrived button in the Driver App. The following updates happen in the TMS:

    • The delivery stop changes into a hollow green circle

    • The Arrival Time changes from Estimated Arrival to Actual Arrival Time


  2. Review Stop information: An info screen will display the tasks required for the respective stop, such as scanning colli or taking photos of the shipment.

  3. Continue to Colli Delivery: The driver will click Continue to start the colli delivery.

Completing a Delivery

When all the circumstances allow the driver to successfully perform the planned delivery and they click Accept and Complete in the Driver App, the following updates will happen in the TMS:

  • Stop Status changes to Completed

  • Colli Status updates to Delivered

  • Colli Overview shows how many colli were delivered

  • Arrival Time changes to Actual Arrival instead of Estimated Arrival

  • Task Time changes to Actual Time Spent instead of Planned Task Time

Recording Deviations

If the driver encounters any unexpected problems at the delivery location, they will record a deviation in the Driver App to account for the unforeseen circumstances. To do this, they will:

  • Click Deviation in the app

  • Select a reason (e.g. wrong address, nobody at home, customer refused delivery, etc.)

  • Confirm the collo or colli to which the deviation applies

  • Choose an action from:

    • Continue the Stop: If they believe the delivery can still be completed despite the deviation (e.g. no one is at home, but they can leave the shipment in a secure spot on the premise)

    • Fail the stop: If the deviation prevents successful delivery (e.g. customer refuses the delivery)

Continuing the Stop with a Deviation

If they choose to continue the stop, the following changes happen in the TMS:

  • The stop receives an exclamation mark representing the deviation

  • The collo status is updated to Delivered

  • The deviation details are shown in the Stop Details Overview

If the delivery contained more than one colli, out of which some were delivered and others were rejected, the following is to be expected in the TMS:

  • The Colli column will update to show how many colli from the total were delivered

  • The colli status will be:

    • Delivered for the colli that were successfully left at the location

    • Not delivered for the colli that were rejected for any reason and loaded back onto the driver's vehicle

  • The Order is marked as Delivered despite there being one rejected collo. This means that the Planner will need to coordinate with the Driver and agree on a process for accounting for the undelivered collo.

Failing a Stop

If the driver fails the stop because they could not deliver the shipment, the following happens:

  • Stop status updates to Failed

  • Colli number changes to 0/0

  • A return stop is created and added to the end of the route, before the very last stop. This is to allow the driver to record the returning of the shipment to the warehouse before completing the route.

  • The Order is marked as Delivery Failed.

Completing the Route

When the driver has delivered or returned all shipments, they click Accept and Complete in the app. At this point:

  • Route Status changes to Completed

  • The Route Command Center displays the number of stops completed and colli picked up

  • The Map displays:

    • Solid red dots representing failed stops

    • Solid green dots representing stops that were completed without a deviation

    • Solid green dots with a red point for stops completed with a deviation

  • The Route Stops panel displays:

    • solid green dots representing successful stops

    • solid green dots with an exclamation mark to highlight that deviations were recorded at the stop

    • grey dots for stops that were cancelled and removed from the route

Summary

How Driver Assignment or Driver Actions Affect the Route Status

Driver Assignment or Driver Action

Route Status in TMS

No Driver Assigned to Route

Not Approved

Driver Assigned to Route

Not Started

Driver Starts Route

In Progress

Driver Completes Last Stop

Completed

How Driver Actions at Pickup Stop Impact Colli Status and Order Status

Driver App Click

Stop Status

Colli Status

Scan Method

Order Status

Arrived

Not visited -> Arrived

Awaiting pickup

-

Ready

Scan Colli

Arrived

Awaiting pickup -> Picked up

Scanned

Ready

Accept Colli

Arrived

Awaiting pickup -> Picked up

Selected

Ready

Accept with Deviation

Arrived

Awaiting pickup -> Picked up

Selected

Ready

Manually

Arrived

Awaiting pickup -> Picked up

Manually

Ready

Reject Colli

Arrived

Picked up -> Not picked up

-

Ready

Loading Complete

Arrived -> Completed

Depends on each collo

Depends on each collo

Ready

How Driver Actions at Delivery Stop Impact Colli Status and Order Status

Driver App Click

Stop Status

Colli Status

Order Status

Arrived

Not visited -> Arrived

Picked up

Ready

Scan Colli

Arrived

Picked up -> Delivered

Ready

Accept Colli

Arrived

Picked up -> Delivered

Ready -> Delivered

Deviation -> Continue Stop

Arrived

Picked up -> Delivered

Ready -> Delivered

Deviation -> Fail Stop

Arrived -> Failed

-

Ready

Accept and Complete Delivery

Arrived -> Completed

Delivered

Delivered


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