Help centre
Set up vehicles, drivers, licence classes and skills
What each column in Setup does: seats, licence class, vehicle features, max hours, skills, on-call casuals, availability and pickup stop order.
Everything lives in Setup. Rows save as you go: change a cell and click away. Owners and coordinators can edit. Guides can only look.
Vehicles (the Fleet table)
| Column | What it does |
|---|---|
| Vehicle | The name drivers use |
| Seats | Passenger seats. A departure never gets a vehicle with fewer seats than guests. Big groups can be split across two vehicles. |
| Licence needed | The licence class needed to drive it. Check NZTA's licence classes if you're unsure. |
| Status | ok, warning (still used, flagged on the plan) or out (never used) |
| Features (comma) | e.g. child seat anchor, wheelchair hoist, trailer, 4WD |
Vehicle features
Features work two ways.
- Product needs. On a product, Vehicle needs (comma) lists features every vehicle on that product must have. The planner won't use a vehicle without them, and flags a decision if none is free.
- Booking notes. A booking that mentions a child seat or wheelchair gets a note on the plan if the vehicle doesn't have that feature.
Drivers (the Driver-guides table)
| Column | What it does |
|---|---|
| Licence class | Highest NZ class held (1 = car, 2 = medium rigid). Drivers only get vehicles their licence covers. |
| Max hours (policy) | Your own daily limit. Going over is a warning. The legal 13-hour work day is checked separately and is a hard stop. |
| Hours already worked (min) | Minutes already worked before the plan starts, e.g. a 5am airport run. This one is in minutes. |
| Skills (comma) | e.g. milford, wine, matched to the product's skills. A driver without the skill can still get the run, with a note to brief them. |
| Notes | Free text |
Only P-endorsed drivers are given paying passengers. P endorsement isn't shown in the Setup table. Set it with the drivers import, in the P endorsement column.
On-call casuals
Give anyone on call the skill casual. The planner never rosters a casual on its own. They're offered as a fix in Report a problem, or you can put them on a run by hand.
Availability exceptions
Leave this empty if everyone is available all day. Add a row only for a day that's different: a dentist at 9, finishing at 3, a day off.
- Pick the Date and Who.
- Fill in From and To, or tick Unavailable.
- Click Add.
Products
Name (exactly as the booking system sends it), Duration (min), Skills needed (comma), Pickup lead (min), Route km (return) and Vehicle needs (comma). The name has to match your booking system character for character.
Pickup stop order
At the top of Setup, fill in Pickup stop order (the route that avoids doubling back): your hotels and pickup points in driving order, separated by commas. Guests are picked up in this order, 5 minutes apart, finishing at the pickup lead time before departure. A stop that isn't in the list goes last. Click Save.
Only an owner can change the top panel: operator name, stop order, message voice, operating mode and timezone.
Tomorrow, sorted by 5pm.
Show us tomorrow in your booking system. We'll show you the same day in DayRunner.