Settings

This system level module is perhaps the most detailed module with containing the system changes and functionalities that are applicable throughout the allotrac system at large. Each sub module is discussed in great detail below with key definitions provided in the glossary section.

Company

This is the basic and first setting for the allotrac system. It contains the information about the company. This setting can be handled by the users added in the admin group (to understand groups see more). The screen below shows the information needed for this section:

Locations

Here the users can add locations for kiosk job, depot, and perform the function of swap locations. The swap locations functionality allows the user to add swap locations which can be selected from the truck application. This functionality allows the user of truck application to swap jobs between drivers. It’s mainly applicable for share jobs. The screens showing the functionality for adding kiosk locations, depot locations and swap locations are shown below respectively.

Main

This sub category of the settings module can be divided into two sections for understanding. Any changes made in these settings will be applied across the allotrac system. First section mentions the database settings for the allotrac web portal as shown in figure 154. The second section contains the functionality for enabling and disabling numerous features of the allotrac system. Every functionality shown in the image below (155) is discussed respectively and every term is elaborated in the glossary section.

• The date format selected here is applied throughout the allotrac system.

• Password validation can be applied for web and mobile both platforms. By default, no validation is required however the user can change this. Any changes made here will be applied through the system.

• Job Acceptance is applied on the allocator, i.e., that the user who created the job will be responsible for accepting it and driver has no discretion in accepting it. If the setting is applied for job to be accepted by the driver the system will ask an auto decline to be applied as well as shown below.

Overspeed is also a functionality related to driver. If enabled from here, the user will have to identify the maximum limit allowed to a driver as shown be

• Depot if enabled, the user will be required to add depot address when adding a new job.

• Courier mode allows the user to make kiosk jobs using the kiosk app

• Shadow legs if enabled allows the user to create a shadow job

• Invoice frequency allows the user to set the frequency as per job or as per leg. If set on as per leg the user will be requested to further identify if the frequency will be set on job creation or on job completion as shown below:

• Item pricing will allow the user to choose between basic and advanced pricing.

• Enforce 2FA allows the user to choose if the authentication needs to be enabled. This can be either an optional or mandatory requirement. It is available for both mobile and web platforms.

The screen below enlists the second set of settings. In this screen we are shown the generic functionalities continuing from the previous screen and the second set of settings are related to Xero. Xero is a third-party invoicing application which is integrated with allotrac web application.

• Auto update price is enabled for web

• In case there is a share job (group job) invoicing has also been enabled.

• Invoice approval is also enabled.

• Misc. charges refer to other charges except those explicitly mentioned

• CSV invoice option if enabled will allow the user to export the job invoicing details in csv format.

• Purchase order can be enabled upon completion of the job or on the creation of the job.

• Xero if enabled the invoicing will be generated from Xero

• Xero tax if marked as inclusive will be added in the invoice

• Xero invoice default price can be set on Xero or Allotrac

• Xero PO default price can be set on Xero or Allotrac

• MYOB is also a third-party invoicing solution integrated with Allotrac

• Webhook invoicing is also enabled by default

• Attache is also enabled

• Items hiring is disabled. There can only be hire jobs.

• If disabled crane job will not be shown

• Checklist can be marked as mandatory

• POP and POD require the driver to add image and hence it provided in high resolution

• Native camera and projects optional item are functionalities related to truck application

• Outbound induction if enabled will allow the user to add outbound vehicles or drivers to a contact

• Proof of docket if enabled, will show a docket number assigned to a job. This number can be seen when a job is completed through the view jobs feature.

• Dequeue SMS and email if enabled will let the system send an auto email and SMS on the registered email and mobile number of the user.

• Enforce API security protects the APIs of the system, integrated within the system and with third party solutions such as Xero and MYOB

• Pickup address if selected as yes, the POD requested on email will also require to include pickup address

• Maps in POP/POD are available through a geofence link

• Item tracking can be enabled and conducted through map tracking

• Tracker dashboard allows the user to view trackers

• TomTom, eRoad, Route optimization are all related to internal designing and structure of the system

• Planning screen functionality can be enabled and disabled

• BLE unloader if enabled will display a screen in the mobile app

• VBS is vehicle booking system. If enabled will allow a user to book a vehicle from the allocation web module

• Inventory is a custom field.

• MRR is Manage Recurring Runs.

• Surcharge is another system level module which if enabled from here can be added while creating jobs.

• Draft jobs allow user to save draft job. If disabled from here, any user using the system won’t be able to save the job as draft.

• Motor vehicle incidents enabled here will show the motor vehicle incidents in the compliance module. The data will be shown in the compliance module if an incident is recorded by the driver in the truck application.

• Documents enabled from here will allow users to add relevant documents when and where appropriate.

• Compartment in vehicle, multiple good to compartment and fill in capacity are fields are related to inventory

Xero

This screen allows the users of allotrac to edit the settings for xero. The user can get organization information, import contacts, export contacts, import items/surcharge, export items/surcharge, and delete tokens. The screen is shown below for information and reference:

Alerts

This system module allows the user to set the alerts for different activities across the system. The alerts are divided into documents expiry alerts, checklists alerts, breakdown alerts, Motor Vehicle incidents alerts, driver fatigue alerts, item approval alerts, public subcontractors’ alerts, and allotrac subcontractors’ alerts. The images are provided below to shed lighter on how alerts are managed:

Registered Devices

This module allows the user to view add and delete registered devices in the system of allotrac. The screen below shows the simple module:

Configure Fields

This module allows the user to configure the fields and their permissions specially for the job’s module, attache orders, and allocation screen. The screens are shown below respectively and their details are mentioned both below and in glossary when and where applicable:

The fields shown in figure 170 and 171 are all related to the add new job functionality.

The fields mentioned in the figure 184 are related to the allocation module. Any settings changed from here will impact the allocation module.

Configure notifications

This module allows the user to set the notifications settings for all activities across the allotrac system. These notifications are the global notifications and once set will be applied across the system.

Configure Android

This module allows the user to configure the android application. Mainly the settings are relevant to truck and kiosk application. The setting for other integrated mobile applications will be included in the system at a later stage.

• Add jobs remotely allows addition of jobs via web portal

• Breathalyzer is a function which will provide analysis on the breath of the driver to identify the level of alcohol consumption.

• Delivery quantity variance is used to set a minimum and maximum limit for quantity as in the goods picked up in kilo should be more than two and cannot be less than two, as shown in the figure 176.

• Job swap allows the driver to swap a job with another driver through the truck application. This functionality is useable if the assigned job is a share job with more than 1 driver assigned to it. The job needs to have different legs in order for swapping to take place.

• Track odometer reading allows the 2-way authentication ensuring that the driver credentials are not sabotaged.

Configure kiosk

This module allows the user to perform edits to the settings of kiosk application. The screen is divided into two sections as shown below:

Vehicle Rego is explained in the glossary section.

Configure loader

This module allows the user to edit the settings for a loader.

Customer login

Given that allotrac is a product used by many customers across the landscape of Australia and New Zealand, this particular module is associated with customer login settings. These settings would be different for users who are not included in the admin or super admin group. For the admins the setting is divided into two sections as shown below:

• If for access client the option of selected clients only is selected the admin can assign the selected clients to the user by clicking the small white button labelled as “selected clients”

• If for access suppliers the option of selected suppliers only is selected the admin can assign the selected suppliers to the user by clicking the small white button labelled as “selected suppliers”

• If for access customer the option of selected customers only is selected the admin can assign the selected customers to the user by clicking the small white button labelled as “selected customers”

• If for access products the option of selected products only is selected the admin can assign the selected products to the user by clicking the small white button labelled as “selected products”

MYOB

MYOB settings allow the user to get relevant information related to the integrated application of MYOB. In relation to allotrac the MYOB application is used for invoicing purposes. The user can acquire info file of the MYOB, can import and export customer, supplier and surcharge details. The user can also revoke access to MYOB and company file.

Attache

Attache is also a financing related third party software. It is available and integrated with allotrac for users or clients that use attache for invoicing. Below screen shows the basic settings for enabling attache for specific supplier.

API Settings

This setting is relevant for all the API’s being used in the allotrac system. The API details are related to SMS, IO, and Maps.

Mail Settings

This setting is relevant for all the emails being sent out from the allotrac system. The settings here are related to the user or super admin against which the email triggers will be sent to allotrac users.

SendGrid Settings

SendGrid has been integrated with allotrac to maintain and develop relevant templates for emails. The emails are set up for the modules of POD, POP, Supervisor signoff, Proof of kiosk pickup, Risk assessment pickup checklist, Risk Assessment Pickup T&C, Load restraint checklist, Risk assessment delivery checklist, Risk assessment delivery T&C, Pickup checklist, Delivery checklist, Delivery T&C, and Public sub-contractor. This setting is restrictive to admin and super admin users.