This guide is designed to help you transition from using Excel and Google Maps for logistics management to utilizing HirePOS. It provides a step-by-step overview of how to replicate your current workflow in HirePOS, allowing you to adjust and streamline your processes for better efficiency.

Current System:
Data from the booking sheet is exported to an Excel spreadsheet.

HirePOS Equivalent:
In HirePOS, you will use the Sales/Hire > Delivery/Pickup Schedule > Vehicle/Driver Allocations screen to manage jobs. Here, you can access all data relevant to logistics, including delivery times, addresses, and customer information. You can filter the data by zone and timeframe and then assign jobs to drivers. Additionally, the Driver Calendar view allows you to drag and drop jobs around to adjust the schedule as needed.

Current System:
Jobs are grouped by region (north, south, east, west, CBD) in Excel.

HirePOS Equivalent:
In HirePOS, you can create Zones for each region. These zones will be set up with a list of postcodes/cities. When entering a job on the Booking screen, the Zone field will autopopulate based on the selected suburb/city/postcode. You can then filter or sort jobs by Zone in the Vehicle/Driver Allocations screen to manage tasks by region.

Current System:
All items in a job are represented in one field for truck allocation in Excel.

HirePOS Equivalent:
While HirePOS cannot display all items on one screen without interaction, you can click the Booking/Invoice number in the Allocations screen (or the job entry in the Driver Calendar screen) to open a popup with all the items associated with that job. This allows you to quickly view job details without navigating away from the page.

This is just one click away at all times. If a job has a large number of items, consider using the docket message or reference field to note something like "full 3t truck required" to avoid repeated clicks for large jobs.

Current System:
Critical job details such as delivery/pickup, customer, address, invoice/docket messages, contact phone, payment status, and credit card validity are included in one row in Excel.

HirePOS Equivalent:
The Allocations screen in HirePOS shows critical job details like delivery/pickup, customer, address, and time. Contact phone numbers and invoice/docket messages are accessible through the item popup. However, payment status and credit card validity are not visible in the Allocations screen but can be viewed in the Dispatch screen or Customer Overview.

Current System:
Delivery addresses are the main factor in planning efficient runs.

HirePOS Equivalent:
Addresses are displayed as part of the core details in the Allocations screen (they appear in a popup on the Calendar screen when you click on a job). Once jobs are filtered by Zone, you can use the Sales/Hire > Delivery/Pickup Schedule > Driver Calendar and utilize the Auto-Sort (Routing) tool to optimize the delivery route. Manual adjustments are possible if customer-specific commitments, such as time constraints, need to be met.

Current System:
Jobs are added to the runsheet only once confirmed (Reservation vs. Booking).

HirePOS Equivalent:
Only Bookings appear on the Driver Calendar and Vehicle/Driver Allocations screens in HirePOS. Reservations are excluded. A Booking is considered confirmed and ready for delivery. Convert a Reservation to a Booking once it is confirmed and paid (unless there’s a specific exception).

Current System:
Time constraints (e.g., “Delivery before 10 AM”) influence delivery order.

HirePOS Equivalent:
Time constraints are visible in the Allocations screen as part of the popup when you click on the booking number, or in the Driver Calendar screen when you click the job. You can adjust job orders by dragging them around to ensure timely deliveries. The Auto-Sort (Routing) tool helps optimize routes, but manual adjustments may still be needed for customer-specific promises. For greater clarity, key constraints can be recorded in the reference field of the booking to ensure they appear directly on the allocation screen. Alternatively, all constraints and customer promises should be noted in the delivery messages, which are visible on the screens mentioned in this guide.

Current System:
The logistics manager considers driver skills, item complexity, and unload times when scheduling.

HirePOS Equivalent:
This remains a manual decision-making process in HirePOS. All relevant information (items, delivery/pickup addresses, and constraints) is available to the logistics manager, but no automatic tools handle these variables. Use your discretion when utilizing the tools provided by HirePOS to make the best decision for each job.

Current System:
Excel allows quick adjustments to the runsheet.

HirePOS Equivalent:
HirePOS supports drag and drop functionality in the Driver Calendar for adjusting job orders. Additionally, you can convert Reservations to Bookings, and any changes to delivery details will automatically update in the runsheet. If drivers are using the Driver App on their phone or tablet, the changes are updated live in real-time. If you're using a paper-based system, changes can be made in the app, but you'll need to manually distribute the new information to the drivers.

Current System:
Finalized times in Excel are manually updated to match the spreadsheet.

HirePOS Equivalent:
In HirePOS, finalized delivery times will already be reflected in the system once the job is confirmed and scheduled. Updates to the booking are immediately reflected in the delivery scheduling side of HirePOS.

Current System:
Drivers are notified via Discord/SMS and given runsheets.

HirePOS Equivalent:
In HirePOS, you can send emails or SMS notifications to drivers using the CRM tools. Emails can include PDFs of the delivery dockets or a master PDF of the entire run, depending on your needs. Alternatively, drivers can be set up with a Driver App (HirePOS on Mobile) to access live updates in real-time. If a paper-based system is preferred, generate the master Delivery Schedule and/or delivery dockets for the driver just before the run starts or first thing in the morning on the day of the run.

Current System:
Trucks are loaded the day before.

HirePOS Equivalent:
This doesn't directly impact HirePOS, but it can be planned by ensuring items are available in the system for the planned delivery date. Use "lag time" on bookings to ensure equipment is pre-reserved for preparation and loading.

Current System:
Planning is done using a printed delivery/pickup schedule.

HirePOS Equivalent:
HirePOS offers the option to manage the Delivery/Pickup Schedule digitally. If desired, you can continue printing the schedule, or transition fully to in-system management, where all changes and updates are reflected in real-time.

A new feature is being developed to improve the experience of managing multiple driver runs on a single screen. This functionality will allow users to group and view driver runs more effectively while monitoring the overall schedule.

In the meantime, users can manage deliveries in one view by utilizing filters and the driver assignment information in the Allocations screen. To work within the current system, it may be necessary to toggle between Deliver Via filters or review all deliveries in chronological order. While this process requires some adjustment in workflow, it can be done efficiently using the available tools, and the necessary data is accessible on a single screen.

Stay tuned for updates as we continue to enhance this feature in future releases.

Set up zones for regions (north, south, east, west, CBD) under Setup > Zones.
You'll need a spreadsheet with 3 columns: City, Postcode, and Zone.

• Zone will classify the area the postcode belongs to. For example, Melton, Rockbank, Sunshine, and Point Cook might all be assigned to the "West" Zone.

Create the zones manually in HirePOS (no more than roughly 10 zones), then upload the spreadsheet to relate postcodes/cities to the correct zones. This will enable HirePOS to auto-select the correct zone when creating bookings.

All of this setup can be done under Setup > Delivery/Pickup. You can upload a set of postcodes and cities to save time, rather than entering them manually. Refer to this related document for more details: Link to documentation.

Upload a list of postcodes/cities for each zone under Setup > City/Postcode List Setup.

Ensure all drivers and vehicles are added as Suppliers under Setup > Suppliers.
To enable drivers to log in and access the delivery schedule on their mobile devices, set them up as users under Setup > Preferences > Users, using the same email address as used in Setup > Suppliers.

Ensure that sales records are converted from Reservation to Booking only once fully confirmed. Only Bookings (and Invoices) will appear on the Delivery/Pickup Schedule.

Utilize the Auto-Sort feature in the Driver Calendar for optimized routing.

Encourage drivers to use the HirePOS Driver App for real-time updates.

Drivers logged into the mobile app will always see the latest, up-to-date details. You can use CRM Auto-followups in HirePOS to automate emails as dates get closer. Alternatively, inform the relevant drivers directly after making significant changes to their runs.

Use the Delivery/Pickup Schedule screen to manage and monitor all deliveries and pickups.

This revised guide ensures that you can manage your logistics seamlessly within HirePOS, helping you save time and streamline your processes. Let me know if you need any further adjustments or clarification!