Collection & Delivery Booking

Any Collection or Delivery scheduled is placed onto a ‘Weekly Planner’ and linked to any of the ‘Vans’ operated by the enterprise.

Existing bookings can be viewed, rescheduled or deleted where plans change.

Any bookings can be identified at day/date level, with an indication of whether the activity is a Collection or Delivery, and when during the trading day the drivers will visit a location.

All bookings scheduled, will send an advisory email (where an email address has been provided) to the supporter confirming the arrangements, as a reference.

All bookings scheduled will require confirmation that any ‘Covid’ related questions are answered during the booking, along with a series of questions around access to the property, additional notes for the driver and recording of ‘Delivery Docket’ details where required.

The ‘Weekly Planner’ by default displays in Portrait mode and prompts the user on the job location by displaying the first 3 characters of the Postcode, against each job booked.

There is an option to display the ‘Weekly Planner’ in Landscape mode and extend the view of the postcodes(s) to either 4 or the full 7 characters.

To adjust the default options, the users selects the 3 vertical dots in the top right corner and this will display the available options.

To change any option, the user ‘taps’ on either the ‘Planner Cell size’ text to change the length of Postcode displayed against each job booked and/or ‘taps’ the ‘Display orientation’ text to switch the display between Portrait and Landscape.

The ‘Planner Cell size’ option allows the user to display Postcode(s) with 3, 4 or the full 7 characters, and the user ‘taps’ the required ‘_characters’ to select.

The ‘Display orientation’ option allows the user to switch the display between Portrait and Landscape.

To commit the changes the user selects the ‘Back’ arrow at the bottom of the screen.

To schedule a job the user selects ‘New Task’ and this will refresh the screen and display a drop-down box to ‘Select purpose’. This will either be a booking for a Collection or Delivery.

Whether a Collection or Delivery is being booked, the user will now select either ‘NEW’ where we have not delivered or collected items previously or ‘EXISTING’ where the supporter is already known to the enterprise.

Where ‘EXISTING’ is selected, the user can find the supporters record from the ‘CLIENT SEARCH’ search screen, by using the ‘Name’, ‘Surname’, ‘Email’ or a combination of. Once the search has been keyed the user selects the ‘SEARCH’ button.

Where a match is found on any known supporter, a list will be displayed and the user can ‘SELECT’ the required supporters details.

When booking a Collection or Delivery against an existing supporter, a summary of the supporters details are displayed.

Below this is a number of questions relating to Covid and should be asked of the supporter you are engaging with, when booking the job.

These questions will apply whether the user is booking a Collection or Delivery.

When we move out of the pandemic, these ‘Health Questions’ will be removed.

In addition to the ‘Health Questions’ there are a series of ‘Delivery & Collection’ questions that the user will be required to respond to, covering a number of different situations.

All these questions will be required to be answered, before moving on to the next questions.

When booking either a Collection or Delivery and this is for a ‘NEW’ supporter, there will be a requirement to record their details and where a collection, they would like to sign up for Gift Aid.

The data required includes the title, name and contact details including an email address, and mobile and/or landline numbers (these will allow the drivers to communicate with the supporters, if required), postcode with the LOOKUP feature that will automatically populate the address fields where a match is found.

The final question is around Gift Aid, and whether the supporter is ‘Interested in signing up to Gift Aid Scheme?’ and where this is ticked as ‘Yes’, the driver will be prompted at the point of collection to confirm this with the supporter.

Once the ‘Health’ and ‘Collection & Delivery’ questions have been completed, the user is required to confirm the location address.

Where we are collecting or delivering from or to the same address we already hold on our database, the user can select ‘SAME AS CLIENT ADDRESS’ and this will automatically populate the address details. Where the collection address is different, the user can key in the Postcode and select ‘LOOKUP’ to select an alternative address, the new address being selected from the drop down list generated by the lookup.

The user can key any additional notes for the driver and these will be displayed to the driver when they are on site.

Where booking a delivery the user has the option to key ‘Delivery Docket Details’ reference.

Finally, the user can list all the items that are being collected, additional lines can be added by clicking the duplicate icon or selecting the bin icon to remove unnecessary lines.

Once the user is happy with the details, pressing SUBMIT will commit these changes.

After selecting SUBMIT the page will change back to the ‘Weekly Planner’ screen we see at the start.

The user can now place the job onto the planner, either in the current week or in a future week, by selecting the ‘NEXT WEEK’ button.

Once the required week is displayed the user selects the ‘VAN’ (this screen will be configured to the number of vans the enterprise runs…).

Next step is to add the job to the planner, this is done by tapping the an empty slot in the day column that the collection (or delivery) will be scheduled to be done.

Where a job may require additional slots to complete i.e. a house clearance may required an entire day being blocked out, additional slots can be ‘tapped’ in the day/date column.

Once the job has been added to the WEEKLY PLANNER it can be booked by pressing the ‘BOOK’ button. This will automatically generate an email to the supporter confirming all the details that have been agreed.