How do I roster vehicles?

The Nightingale Vehicle roster is a unique piece of functionality that can actually be used in a multitude of ways.

Explanation

Here I will explain a specific scenario where you can roster a Vehicle to your Client instead of a Staff Member, and then assign the Staff Member to that vehicle independently.

This scenario will use the example of gardening and will assume the following:

1. Gardeners work a standard shift 9 - 5 with a lunch break

2. There are 2 gardeners per vehicle

3. 1 Gardener (the Driver) will be in charge of marking off the Client Attendances 

4. Both Gardeners will need to attend their 'Daily Roster' which goes to their timesheet

5. Vehicles will be assigned to Clients - Not Staff Members

To accomplish this task and to make sure your gardeners are completing timesheets correctly you are going to need a client with your organisation's name. This is where we will set up special funding for things like gardening.

Adding Vehicles

1. Click on [Vehicles] > [Manage]

2. From here you will see all available vehicles, please click on [ + Add Vehicle]

   

3. From here you will see the following form. Please fill out all the information possible.

   

4. Click [Save] when complete.

5. Now the vehicle will be available for rostering.

Add Vehicle Field Details

all green text is required.

Field	Description
Name*	Name of the vehicle.
Description	Description for identification or purpose.
Make*	Company who made the vehicle.
Model*	Vehicle’s model name.
Year*	Year the vehicle was manufactured.
Colour*	Colour of the vehicle.
Owned By Staff	Self explanatory.
Registration Number*	Vehicle’s registration plate.
Registration Expiry Date*	When vehicle’s registration will expire.
Insurance Expiry Date	If the vehicle has insurance, when will it expire.
Inspection Due Date	When should the vehicle be inspected or serviced?
License Class	What class of drivers license will the driver require.
KM rate cost	How much it costs to drive this vehicle per km.
Vehicle Image	Self explanatory.
Notes	Any additional information.
Wheelchair Ramp	Does vehicle have a wheelchair ramp?
Wheelchair Lift	Does vehicle have a wheelchair lift?
Wheelchair Positions (Quantity)	How many wheelchairs can this vehicle take?
Front Passenger Seat	Does the vehicle have a front seat?
Standard Seats (Quantity)	How many standard seats does the vehicle have?
Group	Is this vehicle assigned to a particular group?

Rostering Vehicle Services For Clients

You can just select ‘Vehicle’ when creating any appointment and that chosen vehicle will be checked for availability. The below instructions are for booking from a ‘Vehicle’ roster.

This process follows the standard Nightingale workflow - the only difference here is that instead of selecting a Staff Member you select a Vehicle.

1. Click on [Vehicles] > [Rostering]

2. From here you will see the rostering screen. Find the vehicle you wish, highlight the time you want to book the vehicle for and then [Right Click] and select [New Appointment]

   

3. From here you will see a rostering appointment. Fill out the appointment as per usual.

   

4. Click [Save] when done.

5. That’s it, you have booked a vehicle!

Setup Rosters for the Gardeners

Say for example you want the vehicle usage not to be charged to the client. You should create a new client, say for example, Internal, and create special funding for Gardening.

Then you go through and book out the vehicle for the entire day, attach to the special client and funding and assign

This is where we make use of the [Internal] Client with the special funding.

From here we roster each gardener's full day. This will give the gardeners a simple and straightforward timesheet for payroll.

Do this for all of your gardeners to make sure they have accurate rosters and timesheets.

note

Timesheets will only calculate time paid based on how long they’re working for, not the number of jobs a staff member is assigned to. So if they have overlapping appointments it will not double up the time.

Timesheets will only calculate time paid based on how long they’re working for, not the number of jobs a staff member is assigned to. So if they have overlapping appointments it will not double up the time.

Assigning Vehicle Drivers

Once you have:

1. Vehicles in Nightingale

2. Clients rostered to Vehicles

3. Gardeners' simple rosters set up

It is time to assign a driver to the Vehicle.

As mentioned above, the person assigned to the Vehicle is in charge of completing the attendance for the Clients assigned to the Vehicle.

All of the Client rosters assigned to a vehicle will show up in the mobile app of the person assigned as the Vehicle Driver.

We can either assign a Vehicle Driver on a per day basis or use the Driver Tools (located in the top right corner) to assign a Driver to a Recurring Schedule.

Adding Once Off Vehicle Roster

1. Click on [Vehicle] > [Drivers]

2. This will bring up the Driver Vehicle Roster

   

3. From here click [ + Add Vehicle Roster]

   

4. Fill out the form as required to cover your once off vehicle shift.

   

The Start Time & End Time are important fields. You may create an roster to last half a day with one driver, then create a second roster for the other half of the day with another driver.

A Vehicle Driver will only see the shifts assigned to the Vehicle during the date and time they are rostered on as the Driver.

Add Vehicle Roster Details

Text in green is required.

Details	Description
Vehicle*	Select which vehicle will be used.
Roster Date*	The date the roster is for.
Start Time*	When this vehicle roster will start.
End Time*	When this vehicle roster will end.
To Be Driven By Staff*	Which staff member will be driving.
Notes	Any additional information?
Allow Roster Overlap	If you want this rostered appointment to be allowed to overlap. Most often it will have to be yes.

 Adding Recurring Vehicle Roster

1. Click on [Vehicles] > [Drivers]

2. Select [Driver Tools] > [Assign Driver]

   

3. This will then popup the driver assignment box like so

   

The two sets of ‘Start Time’ are so that you can schedule a break in the middle of the day. If you don’t want a break, just line up all the times in one continious schedule. i.e. 8:0am to 10:00am, 10:01am to 4:30pm.

4. Make sure you tick ‘Allow Roster Overlap’ and [Confirm].

5. Nightingale will then create a Driving roster.

Managing Drivers

Once you have your Vehicle Drivers and their rosters you can click on any of the visible rosters and make changes like:

1. Changing a Vehicle

2. Changing the Date

3. Changing the Driver

4. Deactivating the Roster

You can also use the Roster Tools to run bulk actions across the rosters and their recurrence.

• Reassign Vehicle Driver: allows you to reassign a Vehicle to another staff member over a date range. I.e.: If you want to change the driver for 2 weeks in May.

• Deactivate Vehicle Driver: allows you to remove a driver of a Vehicle over a date range.

Be aware that if no one else is assigned to the Vehicle and there are rosters attached to it - they will need a new Driver

Vehicle & Driver Oversight

The Manage Attendance and Review Attendance screens allow you to drag in the Driver and the Vehicle into the grid.

From here you can see the Driver who is driving on the day, and the Vehicle that they are driving.

So to complete our example:

1. Staff Member Frank Tableau is in charge of marking Attendance for the Client Rosters and a single Attendance item for his timesheet.

2. Staff Member Ai Tomioka who is also in the Vehicle with Frank has a single Attendance item to complete for her timesheet.