Team Management → Scheduling is where you record when each person
normally works, see the week at a glance, and (if you want them) put shifts
on the calendar. It has four tabs: Roster, Default Availability,
Shift Templates and Schedule Type.
Scheduling is on the Core plan and above. It is a planning tool for the
office: it does not assign jobs, it does not change the route optimizer, and
it is not payroll (punches are on the time clock).
Who is on the roster
The roster and Default Availability list everyone on your team except
customer portal logins and shared truck device logins. Admins and
dispatchers appear too, so a small shop where the owner also drives can
schedule themselves.
Set default availability (working hours)
Default availability is each person's normal working week: which days they
work and their start and end time on each of those days.
then N days set.
Start and End times. New days start at 9:00 AM to 5:00 PM.
Shortcuts in the editor:
turn days on and off in one tap. Reset Default turns every day off.
Templates change which days are on, not the times.
below it in the week. Days above it are left alone.
Each day has one window. There are no break times and no split shifts.
Set the same week for several people
This replaces the whole week for everyone selected. The editor starts blank
in this mode; it does not copy anyone's current hours. If some saves fail
you'll see Saved with issues with how many were updated.
Read the roster
Roster shows one week at a time, Sunday to Saturday. Use the arrows to
move between weeks.
Each person's cell for a day shows, in this order:
approved time off that day. Pending requests don't show.
Shift-Based Scheduling it reads Available (Unassigned) and a tap
starts a shift for them; in Availability Only it reads Available
with the hours.
The row of numbers above the roster:
a person.
and no shift yet. The line under it counts the same thing across the week.
On a phone the week becomes a strip of seven days. Tap a day to see
everyone's schedule for it. A red dot on a day means it has an unassigned
shift.
Conflict warnings
A shift is marked red (and counted in Conflicts) when:
A shift is marked amber when it falls outside the person's default
availability: a day with no working hours, or times outside that day's
window. Amber shifts are a warning and are not counted in Conflicts.
Approving a time off request does not remove shifts already on those days.
If any exist you'll see Time off approved with conflicts, and the shifts
show red on the roster until you change them.
Assign shifts (Shift-Based Scheduling)
Shifts are only available when Schedule Type is Shift-Based
Scheduling.
Create a shift template
Description if you like.
Each template row has Assign to date, Copy and Delete.
Assign a shift
(Unassigned) cell on the roster, or use Assign to date on a
template.
Without a template the shift is 8:00 AM to 4:00 PM. Tap a shift on the
roster to change it (Edit Shift, then Update Shift).
Before saving, PortaPro checks the person's default availability:
Assign Anyway.
Availability offers Edit Availability, Change Shift or Force
Assign (Admin).
These are warnings. You can always go ahead.
Choose a schedule type
Under Schedule Type, pick one and tap Save Settings:
Shifts and templates are switched off.
shifts, with availability used for the warnings above.
Where working hours are used elsewhere
each person shows a status for that date: Time Off (approved time
off), Available (working hours that weekday and no jobs yet),
Assigned (working hours that weekday and already a job or a truck
that day) or Off-Duty (no
working hours that weekday). Their hours for the day show under the name,
or Not scheduled. You can still pick someone who is Off-Duty.
route can use comes from each truck's Working hours (Shift start
and Shift end) on the vehicle in Fleet Management. A truck with none
set uses the default window. To make the optimizer split a heavy day, set
realistic hours on the trucks.
Management → Timesheets), never from working hours or shifts.
Good to know
driver app, and assigning a shift sends no notification.
strip are the daily glance.