Weekly Schedule

The schedule page

Navigate to Schedule in the sidebar to open the weekly schedule planner. This page shows a Monday-through-Sunday week view with all scheduled and ad-hoc shifts laid out in a grid.

Week view layout

The schedule page loads the current week by default. The header displays the week's date range (e.g., "Apr 28 - May 4") and navigation arrows to move forward or backward one week at a time.

The grid is organized with days as columns. Each cell can contain one or more shift entries. Every shift entry shows:

• Driver name — Who is assigned to drive
• Vehicle — Plate number, make, and model (drawn from your fleet registry)
• Status indicator — Whether the shift is scheduled, linked to an actual started shift, or not yet started

Scheduled shifts vs. ad-hoc shifts

Fleet distinguishes between two types of shifts on the schedule:

• Scheduled shifts — Created in advance through the schedule planner. These have a scheduled_date and are stored in the scheduled_shifts table. When a driver starts their shift through the app, it becomes linked to the scheduled entry via actual_shift_id.
• Ad-hoc shifts — Started directly by drivers without a pre-existing schedule entry. These appear on the schedule as well (pulled from the driver_shifts table for the week) but are not linked to a scheduled slot.

Creating a new shift

To plan a shift for an upcoming day:

1. Click the Create Shift button or click on an empty slot in the desired day column.
2. Select a driver from the dropdown. The list shows all active drivers in your organization, sorted by name.
3. Select a vehicle from the dropdown. The list shows all active vehicles, sorted by plate number.
4. Set the scheduled date if it is not already pre-filled from the slot you clicked.
5. Confirm the shift. It will appear in the weekly grid immediately.

Managing the upcoming week's rotation

A typical weekly planning workflow:

1. Open the schedule at the start of each week (or the Friday before).
2. Navigate to next week using the forward arrow.
3. Create shifts for each day, assigning drivers to their regular vehicles. If your fleet has a fixed rotation pattern, replicate the assignments from previous weeks.
4. Check for any drivers on leave or vehicles going in for maintenance. Remove or reassign those slots.
5. Review the completed schedule to ensure full coverage — every vehicle that should be running has a driver, and no driver is overloaded.

Ad-hoc shift creation

Sometimes you need to send a vehicle out on short notice outside the planned schedule. Drivers can start shifts directly from the Fleet Go mobile app without a pre-existing schedule entry. These ad-hoc shifts will automatically appear on the schedule page for the corresponding date, so your view always reflects reality.

If you prefer to track the ad-hoc shift formally, you can create a scheduled shift entry after the fact to keep your records complete.

Navigating between schedule and shifts

The Schedule page is forward-looking: it is where you plan what should happen. The Shifts page (covered in the previous chapter) is backward-looking: it shows what actually happened, including inspection photos and completion status. Use both together to maintain full awareness of your fleet's daily operations.

Why advance scheduling matters

Planning shifts ahead of time prevents morning chaos. When drivers know their assignments the day before, they can arrive prepared, find their vehicle quickly, and start the inspection process without waiting for instructions.

Scheduled shifts enable conflict detection. The system validates that no vehicle or driver is double-booked, catching mistakes before they reach the field.

Schedule data feeds into utilization analytics. Over time, you can see which vehicles are over-used (and need more maintenance) and which are under-used (and could be redeployed or removed from the fleet).

Recommendations

• Build the schedule by Wednesday evening for the following week. This gives the owner time to review on Thursday and drivers time to plan their week.
• Keep 1-2 backup drivers unscheduled each day if your fleet size allows. When a scheduled driver calls in sick, you can assign the backup without disrupting other routes.
• Rotate driver-vehicle pairings regularly. A driver who always uses the same van develops blind spots — they stop noticing gradual deterioration. Fresh eyes catch problems.
• After a vehicle returns from the repair shop, schedule it with your most experienced driver first. They're more likely to notice if the repair wasn't done properly.