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Chauffeur and operator duties with signed dockets

Hire with your driver or operator runs on duty templates and plans: one confirmed plan makes the rental order and every day's duties. The driver starts the duty with a check and fills in the docket. The customer signs it, and whatever is over the package goes on the bill by itself.
PLANSScale only
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Why it matters

Chauffeur, coach and machine-with-operator hire is billed on a package: so many hours and kilometres a day, and everything over it at a rate. The usual paper duty slip arrives at month end, and the extra hours, waiting, tolls and the driver's night halt are argued over or forgotten. SmartMy Rental makes every duty of a contract from one plan. The driver fills in the docket on the phone during the day, and the customer signs it before the driver leaves. When the duty stops, everything over the package becomes a charge on the rental order by itself. Outstation trips are billed on a least distance a day over the whole trip, the way customers already agree them.

The problem it solves

  • Drivers' duties for a school run or a CEO car sit on a whiteboard, and a missed morning shows up as a complaint.
  • The customer disputes the hours and kilometres because the duty slip was filled in at the end of the month.
  • Hours over the package, waiting time, tolls and the driver's night halt never reach the invoice.
  • An outstation trip of five days is billed per day, when the customer agreed a minimum distance a day over the whole trip.

How it works

  1. A Rent Manager sets up a duty template under Rental > Configuration > Places and Items > Duty Templates, for example "School run - 2 coaches". It holds the package (hours and km in a duty), the prices over it. It also holds one shift line per kind of vehicle with its times and weekdays.
  2. For each contract, open Rental > Bookings > With Driver > Duty Plans and make a plan. Give the template, the customer, the site, the depot, the customer's PO, and the dates. Press Confirm.
  3. Confirm makes one rental order for the whole period, one line per vehicle, and picks free cars of each class. It then makes a duty for every day the shift runs, with its reporting time and instructions.
  4. Give each duty its driver in Rental > Bookings > With Driver > Duties, in the list or the week calendar. With SmartMy HRMS, a driver on approved time off that day is refused.
  5. The driver presses Start. Where you have a Driver Pre-Start check template, the check opens first. Its meter reading becomes the start of the docket. The duty is then On Duty and the vehicle goes out with the first duty.
  6. During the day the driver fills in the docket: breaks, meter at start and end, standby, breakdown, tolls, parking, permits, and Night Away. The customer types their name and signs on the screen.
  7. Stop opens the Driver Stop check where there is one, then the duty is Done. What is over the package becomes charges on the order. When the last duty of the plan is done, the vehicles come back and the plan is Done.

Everything it does

Duty templates

  • Name, Entity, Usual Customer and a note
  • Package: Hours in the Duty (8 to start with) and Km / Miles in the Duty (80). Machine Hours in the Duty for machines on an hour meter (0: no limit)
  • Over the package: Each Hour Over, Each Km / Mile Over, Each Machine Hour Over, Standby per Hour
  • Night Allowance, added when a duty ends after Night From (22:00 to start with) or before 05:00
  • Charge Tolls and Parking (on to start with): tolls, parking, and permits and entry taxes are passed on at cost
  • Driver Allowance a Day and Night Halt, each with the name your customers use (Driver allowance and Night halt to start with, for example bata)

Shifts on a template

  • One line per kind of vehicle: Vehicle Class and how many
  • Trip Starts 08:00 and Trip Ends 17:00; Driver Starts 07:30 and Driver Ends 17:30 to start with (the reporting time is for the pre-start check)
  • Weekdays: Monday to Friday ticked, Saturday and Sunday not, to start with
  • Split shifts, such as "Morning run 07:00-09:00" and "Afternoon run 14:00-16:00", written into each duty's instructions
  • Instructions: pick-up points, routes, contacts, dress code

Trips over several days

  • Trip: Km over the Whole Trip, with Least Km a Day (for example 250) and Each Km on the Trip
  • When the plan's last duty is done, the km of its duties are added up. The trip is charged on the km driven or the least a day times the days, whichever is higher
  • With trip billing on, km over each duty's package are not charged again

Plans and duties

  • Plan: Template, Customer, Site, Depot, Customer PO, From, Until; states Draft, Confirmed, Done, Cancelled
  • Cancel a plan while no duty has started: its duties and its order are cancelled
  • Duty states: Planned, On Duty, Done, Cancelled; a planned duty can be cancelled
  • Duties list and week calendar, with filters Today, Not Done, My Duties and No Driver
  • Hours worked are the time from Start to Stop less the breaks. Used is the meter at the end less the meter at the start (km, miles or machine hours)

Charges from a docket

  • Made when the duty stops: hours over, km or machine hours over, standby, night allowance, driver allowance, night halt, tolls, parking, permits
  • Each charge names the duty and goes to the rental order, billed with its next invoice
  • Fill in the docket before Stop: changes made after Stop do not change the charges

Checks and signature

  • Check templates can be of the kinds Driver Pre-Start and Driver Stop, with points, photos and readings like any check
  • Customer Signs: the customer's name, signature and the time, on the web duty or in the app
  • The docket stays on the duty; there is no printed docket sent to the customer

Who uses it

Rent ManagerSets up duty templates with their packages and prices.
Operations (Rent User)Makes and confirms plans, gives each duty its driver, and checks dockets.
Chauffeur or operatorStarts and stops duties, does the checks, fills in the docket and gets it signed, in the Driver app.
CustomerSigns the docket at the end of the duty and is told when the duty starts.

Where you use it

  • Web: Rental > Bookings > With Driver > Duties and Duty Plans
  • Web: Rental > Configuration > Places and Items > Duty Templates and Check Templates
  • The SmartMy Rental Driver app and the SmartMy Rental Staff app: Duties, Start Duty, the docket, Customer Signs, Stop Duty. Built and in testing, not in the app stores yet)
  • Not on the customer pages: the customer sees the rental order and its invoices, not the dockets

What you control

Settings

  • Package per template: Hours in the Duty 8, Km / Miles in the Duty 80, Machine Hours 0 (no limit)
  • Night From: 22:00 per template; a duty ending before 05:00 counts as night too
  • Charge Tolls and Parking: on per template
  • Trip: Km over the Whole Trip: off per template
  • Shift times: trip 08:00 to 17:00, driver 07:30 to 17:30, Monday to Friday, to start with

Notifications

  • Rental Duty Started: to the customer when the driver starts, with the driver, the vehicle and its plate. In-app plus the first of WhatsApp, email or SMS that works. It is a work message that goes out at once

Works with

SmartMy HRMSNo duty for a driver on approved time off, and a finished duty records the driver's attendance from its start to its end.

Questions

Can one plan run two coaches with different times?

Yes. Add one shift line per kind of vehicle, each with its number of vehicles, its times, its weekdays and its split shifts. The plan makes a duty per vehicle and day.

How is an outstation trip billed?

Turn on Trip: Km over the Whole Trip on the template and give the Least Km a Day and the price a km. When the last duty of the plan is done, the km of all its duties are charged. The charge is the higher of the km driven or the least a day times the days.

What if the driver forgets to enter tolls before stopping?

The charges are worked out when the duty stops, so later changes to the docket do not change them. Add the toll as a charge on the rental order by hand.

Does the customer get a copy of the signed docket?

Not as a document. The signature, the name and the time are kept on the duty, and the charges show on the invoice. The customer is told when the duty starts.

Is the Driver app in the app stores?

Not yet. The SmartMy Rental Driver app is built and in testing; until it is published, duties are started and stopped on the web.

Related features

CHAUFFEUR AND WET HIREThe SmartMy Rental Driver appChauffeurs, operators and delivery drivers see their own duties and jobs on the phone. They start duties with a check, fill in the docket, get the customer's signature, and mark deliveries on the way and done. The app is built and in testing, not in the app stores yet.WITH OTHER SMARTMY PRODUCTSDriver attendance from duties, no duty on leaveWith SmartMy HRMS, a chauffeur or operator on approved time off cannot be given a duty that day. A finished duty records the driver's attendance from its start to its end. Payroll then counts the days drivers really worked.CHECKSHandover and return checks with photos, meters and signaturesEvery handover and return runs through a check from your own template. Check points are cards by team, answered with one tap. The check also takes required photo angles, meter readings, the item list and damage marks. Each team signs its part, and the customer signs last. The new check starts from the last one, so readings show their value before and known damage is already listed. The signed report goes to the customer as a PDF.HIRE ORDERSHire orders from quote to returnEvery hire runs on one order. It starts as a quote and is confirmed with the cars reserved. It goes out through a handover check, comes back through a return check, and is closed once billed. Class bookings get a free car at confirmation, and clashes are refused with the booking named.BILLING AND PAYMENTSBilling in advance or in arrears, with Bill NowBill short hires at once with Bill Now, and long hires on a weekly, monthly, quarterly, yearly or end-of-hire cycle. Bill in advance or in arrears, grouped as you like. Rent stops at the call-off or return, and time billed ahead and not used comes back as a credit.CUSTOMERSCorporate accounts with credit limits, own rates and bookersCompanies that rent from you often get a credit account with a limit. They also get their own rate plans and a list of people who may book for them. They can apply online, and you approve with the limit you give.

See your fleet on it.

Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.
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