Time Off used to track only truck downtime. Now it covers your drivers too: a vacation, home time, a sick day. Drivers ask for time off right from the driver app, every request lands on Schedule → Time Off, you approve or reject it in one click, and the driver sees your answer on the phone. Truck downtime stays on the same tab, and a driver can report a broken-down truck from the app as well. The tab shows who is out today, who is back this week, how many drivers you have left and which loads are at risk.
Step 1. Turn on requests in the driver app
Settings → Time Off Types: who each type is for, whether the driver is paid, and whether drivers can request it from the app.
Drivers only see the types you allow. Do this once, it takes a minute:
Vacation applies to the driver, is paid, and drivers can request it from the app.
- Go to Settings → Time Off Types, or click Time Off Types on the Time Off tab.
- Click the pen next to a type, for example Vacation, or click Add for a new one.
- Under Applies to, choose Driver when the driver is away, or Truck when the truck is down.
- Turn on Drivers can request from the app.
- Optional: turn on Driver is paid for this time off to add a credit to the driver's settlement, and pick a Driver status during time off, for example Home Time. The status is set when the time off starts and restored when it ends.
- Click Save.
Top: ready for the driver app. Bottom: a type from before this update, Both with no Driver App tick. Drivers can't request it until you open and set it.
Your existing types need this step too. A type created before this update shows Both under Applies to and a dash under Driver App. Drivers can't request it. If none of your types is set up this way, the driver app doesn't show Time off at all. Open each type you want drivers to use, choose Driver or Truck, and turn on Drivers can request from the app.
Auto-approve: a vacation booked at least 7 days ahead and up to 5 days long is approved without you.
Want fewer clicks? Turn on Auto-approve requests and set Minimum notice (days) and Maximum length (days). A request that meets both and doesn't overlap an assigned load is approved on its own. Everything else waits for you.
Step 2. The driver sends a request from the phone
The Time off block on the driver's Home screen: waiting requests and the Request time off button.
On the Home screen the driver taps Request time off. It is also under Account → Time off.
The driver picks from the types you turned on, in your colours.
Quick dates, the duration, a note for the dispatcher and the place.
They pick a type, tap a quick date like Today, Tomorrow, This weekend or Next week (or set exact dates), write a note for the dispatcher and add where they will be. The note and the place are required, so you always know why and where.
What happens next: the dispatcher reviews it and the driver gets a notification.
Dates that overlap approved time off are caught before the request is sent.
Before sending, What happens next tells the driver what to expect. If the dates overlap time off they already have, they see it right there instead of waiting for a rejection.
My truck: the driver reports a breakdown, when the truck went out of service and when it should be back.
Where is the truck? Search a place or use the phone's current location.
A driver with a truck can switch to My truck and report it out of service: What happened to truck 1037? (for example Breakdown), Out of service from, Back in service (estimate) and Where is the truck?
Waiting, declined with the dispatcher's reason, and approved with a note, all in one list.
Details of a request: dates, truck, place, the dispatcher's note and the status history.
The driver's calendar marks approved days and waiting requests.
The driver follows every request in Time off: Waiting, Approved, Declined with your reason, and your note on approved ones. A request can be cancelled while it waits, and the calendar marks every day off.
The next approved time off on top of the driver's Home screen.
Upcoming time off shows as a card at the top of the Home screen, so nobody forgets the dates.
Step 3. Approve or reject on Schedule
Approve or reject with a note. The driver sees it on the request in the app.
Open Dispatch → Schedule → Time Off. New requests sit on top under Needs decision, together with what approving costs you, for example If approved: 13/17 drivers on Tue, Oct 27. Click Approve, or click Reject to add a note the driver sees in the app. A note works with Approve too. The driver gets a notification as soon as you decide.
See who is out at a glance
Calendar view: the month at a glance, how many are off each day, and who exactly on the day you pick.
Insights for the period: days off, drivers off over the next 30 days, days by type and truck downtime.
- The strip on top: Needs decision, Out today, Back this week, Leaving this week, Drivers available and Trucks available.
- Table groups time off into Off now, Starting in 7 days, Later and Ended. Search by name, truck or type and filter by drivers or trucks, type, status and period.
- Calendar shows the whole month with every driver and truck, how many are off each day, and a side panel for the day you pick.
- Insights for the period: days off, drivers, truck downtime, drivers off over the next 30 days, days off by type, paid and unpaid days, and who took the most.
Plan loads around time off
Add Time Off warns that the dates overlap manifest M-784 and shows the driver's manifests, time off and pending requests on the calendar.
Order Details: the driver is on time off during this order.
Click Add Time Off to log a driver's time off or a truck's downtime yourself. The panel on the right shows the driver's manifests and time off on a calendar and warns when the dates overlap a manifest, with a link to open it. On Order Details, a chip next to the driver tells you they are off during the order, and the board marks time off in the driver's row.
A history for every driver and truck
The driver's Time Off tab: 19 days off this year on a timeline, totals by type and every record.
Driver and truck profiles have a Time Off tab: days off this year on a timeline, totals by type and every record with its status. A truck's tab lists its downtime and the requests sent for it.
Good to know
- A paid type adds a credit to the driver's settlement at the per day rate set on the Revenue Type. Edit Time Off shows every settlement line paid for it.
- Truck types appear in the app only for a driver who has a truck assigned.
- A request nobody decides before it ends is cancelled automatically.
- Schedule counts days in your company's time zone, and the app shows dates in the driver's phone time zone.
- Each type's colour is used on the board, the calendar and in the driver app.
