The weekly schedule view
The Schedule section provides a visual weekly planner for your fleet. It displays a grid with days of the week as columns and vehicles (or drivers, depending on your preferred view) as rows. Each cell can contain one or more shift blocks showing who is driving what and when.
- Navigate to Schedule from the sidebar.
- Use the week navigation arrows to move forward or backward. The current week is selected by default.
- The board shows all vehicles in your active fleet. Each shift block displays the assigned driver's name and the shift time window.
Plan the week ahead every Friday afternoon. Having the next week's schedule published before the weekend gives drivers and dispatchers time to prepare and flag any conflicts.
Creating a scheduled shift
- Click on an empty cell in the schedule grid (the intersection of a vehicle row and a day column).
- The shift creation form opens. Select the driver from the dropdown — only drivers with "Active" status are shown.
- Set the start time and end time for the shift. Fleet validates that the driver and vehicle are not double-booked for overlapping times.
- Optionally add notes for the driver (e.g., "Delivery route B — warehouse pickup at 7:00 AM").
- Click Create shift. The shift block appears on the board and the driver receives a notification in the Fleet Go app.
Fleet prevents double-booking: you cannot assign the same driver to two vehicles at the same time, or the same vehicle to two drivers at the same time. If you see a conflict warning, adjust the times or choose a different driver/vehicle.
Assigning drivers to vehicles
The schedule board is also where you manage driver-vehicle pairings. When creating or editing a shift, the driver dropdown shows each driver's recent vehicles and their availability for the selected day. This helps you maintain consistent driver-vehicle assignments when that is your preference, or rotate drivers across vehicles for balanced wear.
Ad-hoc shift creation
Sometimes you need to create a shift on short notice — a same-day delivery request or a replacement for a sick driver. Ad-hoc shifts work exactly like scheduled shifts:
- Navigate to today's column on the schedule board.
- Click an empty cell or the + Add shift button.
- Fill in the driver, vehicle, and time window. The start time can be in the past if the shift has already begun informally — set it to the actual start time for accurate records.
- Click Create shift. The driver is notified immediately.
Ad-hoc shifts are identical to scheduled shifts in the system. They follow the same inspection requirements, photo review process, and reporting. The only difference is the lead time.
Editing and cancelling shifts
To modify a shift that has not yet started:
- Click the shift block on the schedule board.
- Edit the driver, vehicle, time, or notes as needed.
- Click Save changes. The driver receives an updated notification.
To cancel a shift, open the shift detail and click Cancel shift. Cancelled shifts remain visible on the board (greyed out) for record-keeping but do not count toward shift completion metrics.
You cannot edit or cancel a shift that is currently ACTIVE (the driver has already started it). To end an active shift early, the driver must end it from the Fleet Go app, or a dispatcher can force-end it from the shift detail page.
Managing the week ahead
Use these practices to keep your schedule running smoothly:
- Monday review — check the schedule board for the current week and confirm no shifts are unassigned or conflicting
- Friday planning — publish the next week's schedule so drivers know their assignments before the weekend
- Daily check — glance at today's column each morning to confirm all shifts have started on time
- Backfill cancellations — when a shift is cancelled, immediately check whether a replacement driver is available and create a new shift
Dispatchers manage day-to-day scheduling adjustments through their own weekly schedule view. Owner and dispatcher schedule changes are reflected in the same underlying data — both audiences see and edit the same shifts.
Why scheduling matters
- Ad-hoc shift assignments lead to mistakes: wrong driver in the wrong vehicle, double-bookings, and vehicles sent out without completed maintenance. The weekly planner eliminates these by validating every assignment before it goes live.
- Scheduled shifts give dispatchers predictability. They can prepare for the day before it starts instead of reacting to last-minute changes.
- Historical schedule data becomes valuable over time — you can see utilization patterns, identify underused vehicles, and optimize driver-vehicle pairings.
Recommendations
- Build next week's schedule by Thursday. This gives dispatchers Friday to review and drivers the weekend to check their assignments.
- Pair newer drivers with well-maintained, lower-mileage vehicles. This reduces both incident risk and the new driver's stress.
- Rotate driver-vehicle pairings monthly. While driver familiarity with a specific vehicle has benefits, exclusive pairings create blind spots — other drivers won't notice gradual deterioration on a vehicle they never drive.
- Use the conflict detection as a safety net, not a crutch. If you're regularly hitting double-booking warnings, your fleet may be over-scheduled relative to available vehicles.