Driver Scheduling and Availability
Driver Scheduling shows a month calendar of pickup routes alongside your driver roster, so you can see who is working, who is off, and which days still need coverage.
Adding a driver
Anyone in your affiliate can become a driver — a staff member, a volunteer, or someone you add just for driving:
- Open Driver Scheduling and click Add Driver (top right — visible to administrators who can manage user roles).
- Search for the person by name, email, or phone and select them.
- Click Add Driver. They appear in the drivers list immediately, ready to be scheduled and assigned to routes.
Adding a driver gives the person the Driver role. When they sign in, they see the Driver Dashboard in their sidebar — the mobile view of their assigned routes (see The Driver App) — but not the staff pages: no request queue, no route builder, no settings.
Removing a driver
Use the remove icon on a driver's card in the drivers list. This takes away their Driver role, so they stop appearing for new routes and lose the driver app. Two things to know:
- Removal is blocked while the driver still has upcoming or active routes. Cancel or reassign those routes first — you'll get a message telling you how many are in the way.
- Their route history is kept. A driver who has run routes in the past stays visible in scheduling lists even after the role is removed, so historical routes stay readable.
The pickup roles
Two ready-made roles cover pickup operations — assign them from Administration → User Management like any other role (the Add Driver button above is a shortcut for the first one):
| Role | What they can do |
|---|---|
| Driver | See and run their assigned routes in the driver app, record completions, photos, and signatures. No access to the request queue, route builder, scheduling calendar, or settings. |
| Pickup Coordinator | The dispatcher bundle: manage pickup requests, build and publish routes, schedule drivers, and manage vehicles — without needing store-manager or POS access. |
Reading the calendar
- Move between months with the arrow buttons, or jump back with Today.
- Each day shows a badge with the number of routes scheduled, plus a short line per route ("Maria - 6" means Maria's route has 6 stops). Today is outlined.
- Click a day to open its details below the calendar — every route for that day with its status, driver, stop count, and estimated hours. Click a route to open it.
The drivers list
The left panel lists your active drivers. Each card shows the driver's availability for the day you have selected on the calendar (or today, by default):
- A green check with working hours — available, for example "8:00 AM–4:00 PM"
- A red X — Unavailable, with the reason if one was given (for example "Vacation")
- A gray clock with No schedule — no availability has been set up yet
Click a driver to focus the calendar on them: each day is shaded green (available, with hours) or red (unavailable), and their assigned routes appear. Click one of their days to open the Driver Schedule dialog with that day's routes and availability. An "exception" badge means the day differs from their normal weekly schedule.
Set a driver's availability
Open the editor with the pencil icon on a driver's card, or Edit Availability in the Driver Schedule dialog.
Weekly schedule
One row per weekday, Monday first. Toggle a day on and set the start and end times the driver works. Toggle a day off for their regular days off.
Date exceptions
Exceptions override the weekly schedule for a single date — use them for time off or a one-off schedule change:
- Pick the Date.
- Leave Available this day off to mark the driver out, or turn it on and enter special hours for that date.
- Add a reason if you like (for example "Vacation"), then click Add.
Existing exceptions are listed with their date, hours, and reason; remove one with its trash icon.
Click Save Availability when you're done. Saving replaces the driver's whole schedule with what's shown in the dialog, and the editor flags any problems (like an end time before a start time) before it saves.
Assignment warnings
Availability is a guide, not a lock. You can still assign a route to a driver who is marked unavailable — the calendar and the day's route cards show a warning ("Driver is marked unavailable this day"), and the Driver Schedule dialog reminds you to confirm the change with the driver first. This lets you handle agreed schedule swaps without editing the driver's availability.