Courier company · Orders

Scheduled jobs

Saving recurring or future-dated shipments once; the repeat rule, turning into orders, the reminder with a cancel link sent to the customer, skipping in the calendar and default lead times.

Some of your customers send the same shipment every week or every month: bank papers every Monday, invoice delivery on the 1st of each month. With a scheduled job you save that shipment once; the system turns each repeat into a normal order automatically when it is time.

• A plan carries the same information as the order form: sender, recipient, delivery type, payment, parcels, note.
• Each repeat becomes an order open lead time before the pickup time (default 24 hours). The order source is Scheduled job and its pickup time is the planned time.
• The opened order goes to the pool or to auto-assignment; the courier choice is not saved in the plan.
• The Scheduled jobs page in the menu is visible to staff who can create orders.
• Couriers see only the time and pickup/delivery district of upcoming scheduled jobs in the app's Agenda tab (this can be turned off in courier settings; see Courier agenda).

Adding a plan

1. Open Scheduled jobs from the menu.
2. Press New scheduled job. The new order window opens as a plan.
3. Fill in the Repeat section at the top (details below).
4. Enter sender, recipient, delivery type and payment as in a normal order.
5. Press Save plan.

Good to know:

• You can do the same with the Schedule switch in the new order window: turn it on while filling in an order and the shipment becomes a plan.
• The price shown in the window is today's price. Each repeat becomes an order at the price valid when it opens.
• Courier choice, reference number and pickup time are not saved in the plan.

Repeat rule

1. Type a Plan name. The name appears in the list, in the calendar and in the reminder sent to the customer.
2. Choose the Pickup time.
3. Choose the repeat type:

• Once: A single future-dated shipment. Choose the Pickup day.
• Every week: Tick one or more days. There are Weekdays and Every day shortcuts.
• Every month: Tick days of the month. A day the month does not have (e.g. 31) moves to the last day of the month.

1. For weekly and monthly plans you may enter a Start and End day. With no end the plan runs indefinitely.
2. Choose the open and reminder lead times. Company default uses the time in Settings; with Custom time you type hours for this plan.
3. To pause a plan, untick Active.

Reminder to the customer

Before each repeat becomes an order, the sending customer gets a reminder by SMS or e-mail.

1. The reminder goes reminder lead time before the pickup time (default 26 hours).
2. If that moment falls between 21:00 and 08:00, the reminder goes at 08:00.
3. The reminder contains a link where the customer can cancel that repeat.
4. The customer opens the link, presses Cancel this repeat and confirms.

Good to know:

• For a reminder, the customer needs a mobile number or e-mail on file and notifications allowed.
• The link cancels only that repeat; the plan and later repeats continue.
• If the order is already open, the link cancels it too; but once the order is given to a courier it cannot be cancelled. The customer then calls you.
• The link is valid until the pickup time.
• The message text is the Scheduled job reminder template in Settings › Notifications. {schedule_url} must stay in the text; the link cannot go in the e-mail subject.
• The reminder lead time must be longer than the open lead time; otherwise the order would open before the reminder.

Calendar

The Calendar tab shows the repeats of every plan in a month view.

1. On Scheduled jobs, open the Calendar tab.
2. Change month with the arrows; Today returns to this month. You can filter by customer.
3. Press a repeat. The detail window opens.
4. For a shipment that will not happen, press Skip this repeat; no order opens that day.
5. If you skipped by mistake, press Undo skip.

Colours:

• Scheduled: Not due yet.
• Pending: The order is about to open.
• Skipped: You, the customer on the portal or the customer through the link skipped it; the window says who.
• Order created: The window links to the order. Changes and cancellation are done from the order detail.
• Not created: An error occurred while opening the order (e.g. the customer is inactive); the window shows the error.

Public holidays and feasts:

• The calendar shows public holidays (red), religious holidays (green), holy nights (blue) and special days such as Mother's Day (purple) automatically.
• Eid al-Fitr is shown for 3 days and Eid al-Adha for 4 days, as "day 1, day 2".
• Eves are marked as a half day (half-circle icon).
• If a repeat falls on a holiday or an eve, the day gets a red frame and says Public holiday — planned job. A yellow notice above the month tells how many days are affected.
• The order is still opened on a holiday. If you do not want a job that day, click the repeat and choose Skip this repeat.
• Religious holiday dates come from the Diyanet calendar; for a year not entered yet only fixed-date days are shown.
• On a phone the calendar becomes compact: coloured dots on the days and, below, a list of this month's days with holidays or repeats.
• With the keyboard, arrow keys move between days and Page Up / Page Down change the month.

Default lead times

1. Go to the Settings page.
2. Open the Scheduled jobs tab.
3. Type the time in Open the order how many hours before pickup? (default 24).
4. If you want reminders, leave Send reminder to customer on and type the time (default 26, at least half an hour).
5. Press Save.

The change applies only to plans saved from now on. Saved plans keep their own times; edit a plan to change them.

Customers' plans

Your customers can set up, skip and delete their own plans on the My scheduled jobs page of the portal.

1. A plan set up by a customer also appears in your list; the row says Created by the customer on the portal.
2. Orders of these plans open in the customer's name.
3. You can edit the plan or skip its repeats too.

Having trouble?

• A repeat did not become an order: Check the repeat's colour in the calendar. If Skipped, the window says who; if Not created, it shows the error. A paused plan opens nothing.
• The customer got no reminder: Check the customer's phone or e-mail, the notification permission and that the Scheduled job reminder template is on. The Notification log shows what was sent.
• The customer sees "Invalid link": The pickup time may have passed.
• The customer cannot cancel: Once the order is given to a courier the link no longer works; cancel it yourself from the order detail.
• The price is different: A repeat is priced with the price list valid when it opens.