Pickup Allocation

Pickup Allocation

PICKUP ALLOCATION

SUMMARY / PURPOSE 

Use this article to assign unallocated pickups to drivers or agents and manage pickup assignments. This guide explains how to view unallocated pickups, assign them to drivers or agents, and unallocate them if needed.

OVERVIEW

The Pickup Allocation screen displays unallocated pickups and allows you to assign them to drivers or agents.

Use this when:

  • You need to assign new pickups to drivers or agents
  • You need to view which pickups are already assigned
  • You need to remove an incorrect assignment

Do not use this when:

  • You need to assign deliveries (unless delivery allocation is enabled - see NOTE in Assign Consignments to Drivers section)
AlertIMPORTANT: If mobile access is not enabled for a driver, they will not appear in the driver list.




STEP-BY-STEP INSTRUCTIONS

Access the Pickup Allocation Screen

  1. Navigate to Transport → Operational Tasks → Pickup Allocation



The Pickup allocation page will display as shown below:



2. If the screen appears blank, enable one or more of the following filters:
  • Show Current (pickups booked for today)
  • Show Tomorrow (pickups booked for tomorrow)
  • Show Beyond Tomorrow (pickups booked after tomorrow)
  • Show Allocated (pickups already assigned)

 

3. Use the helper icon () next to each filter to see what it does
NotesNOTE: Date filters are based on the account's time zone configured in General Global Settings, including state-based public holidays.
InfoTIP: Enter a specific booking date to override the preset filters. Clear the date field and tab away to restore filter options:

 

Assign Pickups to a Driver or Agent

1. Select one or more consignments by clicking the row or checkbox   
    
 
NotesNOTE: You can select multiple consignments for bulk assignment.

2. Review the Job Information and Assignment panel (top-right) to see pickup details and location
3. Click the name of the driver or agent (bottom-right) you want to assign the pickup to

 
            
4. Click Yes, Assign Job in the confirmation popup
                  
 

NotesNOTE: Drivers using recent versions of the mobile app receive immediate notification of new pickups.

Add Pickup or Delivery Details (Optional)

1. Click the expand icon () in the Quick Updates section and add the detail as below.



  
2. Add details as needed:

Pickup fields:

  • Note to Driver: Special instructions for the driver
  • Ready Time: When the pickup will be ready
  • Time Between: Duration window for pickup
  • Close Time: Latest time pickup can occur
  • Point to Point: Toggle on if this is a direct pickup

Delivery fields:

  • Note to Driver: Special instructions for delivery
  • Booking Date: Delivery date
  • Time Between: Duration window for delivery

View Consignments Assigned to Drivers

1. Check the consignment count next to each driver's name

  

2. Click the count to see detailed information:
  • Consignment numbers
  • Quantities and weights
  • Assignment type (pickup or delivery)
                        

Notes
NOTE: You can enable delivery allocation by navigating to Configuration → General → Global Setup → General tab, then enable the setting in the Other section.
  

View Jobs Assigned to an Agent

  • Select a consignment assigned to an agent
  • View the agent price in the assignment panel (your cost based on the agent rate card)


    • In the above image, the consignment being assigned to this agent has an agent price of $110.00. This figure is the amount the agent will charge (your cost or part of) and is based on the agent rate card that this agent is attached to.
    Info
    Agents can view their assigned jobs via the Agent Manifest. Click here for further information on this.
    NotesNOTE: Agents are sorted by distance (closest to furthest) based on last known GPS location.

    View Driver Location on Map

    1. Select a consignment
    2. Click the pin icon below the driver's name:

     

    3. View the map showing:
    • Consignment location (pin)
    • Driver location (truck icon, if GPS data is available)
                                

    Un-allocate a Consignment

    1. Select the consignment
    2. Click Unallocate 

      

    3. Click Yes in the confirmation popup

     
    NotesNOTE: If assigned to a driver, unallocating removes the consignment from their mobile device immediately.

    Create a Saved Search Filter 

  • Click the filter button at the top of the screen
  • Configure your search criteria
  • Save the filter for future use
    • NotesNOTE: Use the column selector () to add or remove columns as needed.

    FAQs 

    Question
    What do all the different colours mean?

    Answer
    You will likely notice when using the Pickup Allocation screen that the consignment rows flash or appear in different colours. Each colour represents something different.
    1. To identify what each colour is used for, scroll to the bottom of the page and click on the Color Legend located bottom-left, the Color Legend Popup will display as shown below.

       
    Info
    This is also where the export button is located! Much like the consignment search page and other pages in Transvirtual, this button allows you to export the data seen in the grid to an excel or csv file.

    2. To see the Advanced Color, click on Advanced Color checkbox will provide further breakdown if required as shown below.
     

    COMMON ISSUES & TROUBLESHOOTING 

    Issue: Blank screen when accessing Pickup Allocation

    Cause: No date filters are enabled
    Resolution:

    • Enable at least one filter (Show Current, Show Tomorrow, Show Beyond Tomorrow, or Show Allocated)
    • Or enter a specific booking date

    ------------------------------------------------------------------------------------------------------------------------------------------------------------

    Issue: Driver does not appear in the driver list
    Cause: Mobile access is not enabled for the driver
    Resolution:
    • Go to the driver's user card
    • Enable mobile access in Mobile Settings
    • If the staff member should not have access, disable their mobile access
    ------------------------------------------------------------------------------------------------------------------------------------------------------------

    Issue: Agent driver appears in the driver list but should not
    Cause: Agent driver has mobile access enabled
    Resolution:

    • Review the agent driver's mobile access settings
    • Disable if not required

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