Usage Plans User Guide
Configure shift templates, schedule drivers and vehicles, and track mileage logs for Work Packages.
What a Usage Plan Is
A Usage Plan is a working schedule for a Work Package. It lets you:
Define Templates
Set up shift templates (for example, 1x, 2x, or 3x shifts per day).
Generate & Assign
Generate open shifts for a date range and assign drivers manually or automatically.
Review & Publish
Review, publish, and track plan changes easily.
Track Mileage
Log completed mileage records as work is executed.
Before You Start
- Make sure your plan has at least one selected vehicle in Resources.
- Make sure your project has active test drivers available.
- If you cannot edit, you may be in read-only mode based on permissions.
Permissions
Some events are read-only if they belong to another plan. Verify you have edit permissions before making changes.
Recommended Workflow
1. Configure or confirm shift templates in Plan Settings
Set up your shift presets (labels, times, colors, icons) before generating shifts.
2. Select participating drivers and vehicles in Resources
Only selected resources appear in the scheduler views.
3. Open Schedule and generate open shifts
Use Generate Open Shifts for the visible date range. You can select a preset template before generation.
4. Run Auto-Assign (optional) or assign manually
Use Auto Assign to fill open shifts, or click and drag to assign drivers yourself.
5. Review and publish changes
Use Review Changes to inspect summary counts and publish all pending edits.
6. Log mileage in Logs as work is completed
Create and edit mileage records as shifts are executed.
Plan Settings: Shift Templates
In Plan Settings, open the shift templates section to:
- Choose an existing preset
- Create a new preset
- Edit shift labels, start/end times, colors, and icons
- Add or remove shifts
- Update driver settings (one shift per day, rotation, max hours input)
Validation Rules
| Rule | Requirement |
|---|---|
| Shifts | At least one shift must exist |
| Labels | Every shift needs a label |
| Times | Shift times must be valid |
| Overlap | Shift windows cannot overlap within a preset |
| Names | Preset names must be unique |
Resources Tab
Use Resources to select:
- Vehicles that should appear on the schedule
- Drivers that can be assigned
Only selected resources are shown in the scheduler views.
Schedule Tab
Generate Open Shifts
Use Generate Open Shifts to create open shifts for the visible date range.
- You can select a preset template before generation.
- Generation skips unavailable resources and existing overlaps.
- Past-only ranges are blocked.
Auto-Assign Drivers
Use Auto Assign to assign available drivers to open shifts. The assignment engine considers:
- Driver availability and overrides
- One-shift-per-day setting
- Shift rotation preference
- Other work package occupancy
Manual Scheduling
You can:
- Click an event to assign, unassign, or reassign
- Drag or resize shift events to adjust times
- Double-click schedule cells to add shifts quickly
Understanding Conflicts
A conflict means the assigned driver or vehicle is unavailable for that shift. The scheduler shows a striped pattern on conflicted shifts and displays Conflict in the legend.
What Causes Conflicts
Driver Unavailable
Day off (vacation, sick leave), shift outside working hours, or already assigned to another shift on the same day.
Vehicle Unavailable
In maintenance, shift outside work package allocation window, or already booked for overlapping times.
How Conflicts Are Shown
- Conflicted shifts display a red diagonal stripe overlay.
- Open shifts on unavailable time show an amber border.
- The legend at the bottom explains the "Conflict" indicator.
Saving Conflicted Shifts
Conflicted shifts can still be saved. The UI warns you in the Review Changes modal (for example, "X assignments have conflicts") but does not block publishing. Check the scheduler for conflict markers and resolve them when possible.
Vehicles vs Drivers View
Schedule rows represent Vehicles. Use this view to plan by vehicle availability.
Schedule rows represent Drivers. Use this view to plan by driver availability.
Switch between views to plan by resource type.
Review and Publish
When there are draft changes, use Review Changes to:
- Inspect summary counts (created, deleted, assigned, reassigned)
- Confirm resource selection changes
- Publish all pending edits to the backend
Unsaved Changes
If you leave with unsaved changes, the app warns you before data loss.
Logs Tab
Use Logs to:
- Create and edit mileage records
- Capture shift, vehicle, driver, start/end mileage, and segments
- Filter, sort, and search entries
- Open entry detail sheets for review
Known Current Limitations
- Max Hours per Day is present in settings but not yet fully enforced by auto-assignment logic.
Troubleshooting
Best Practices
- Keep presets clear and named by business intent (for example, "2x Shift - Urban").
- Publish in small increments instead of very large batches.
- Use Review Changes before every publish.
- Keep driver and vehicle resource selections aligned with the active planning window.