Overview

In some situations, dispatchers may need to switch the vehicle assigned to a driver during the day. Because vehicles are tied to driver shifts, the correct way to perform this change is to end the current shift and create a new shift with the new vehicle.

This article explains how to complete the process in two scenarios:

1. When the new vehicle is not assigned to any driver
2. When the new vehicle is currently assigned to another driver

Following this process ensures that active or future runs are not disrupted.

Best Practices

1. Always add a small time buffer (5 minutes) when ending shifts after the last stop.
2. Ensure the new shift start time is after the previous shift end time to prevent overlap.
3. Verify that the vehicle appears in the vehicle dropdown, confirming it is available.

Scenario 1: The New Vehicle Is Not Assigned to Any Driver

Step 1 — Find the Driver

Go to the Operations screen.

In the Drivers pane, search for the driver whose vehicle you want to switch (for example, John).

Step 2 — Check Assigned Runs

1. Click on the driver to review their runs.
2. Check whether the driver has ongoing or future runs.
3. If runs exist, identify the last run’s end time (the ETA of the final stop/node) and note that time.

Step 3 — End the Current Shift

• Click the colored capacity bar for the driver.
• The Edit Shift modal will open.

• Now determine the End Time:
  • If the driver has assigned runs:
    • Take the ETA of the final stop.
    • Add 5 minutes as a buffer.
    • Enter this value as the End Time.
• Example:
  • Last stop ETA = 8:47 PM
  • End Time entered = 8:52 PM

• If the driver has completed all runs:
• Enter the current time as the End Time.
• Click Save.
• You will see the message:“Driver shift saved successfully.”

This step shortens the existing shift and frees the driver to start a new shift with another vehicle.

Step 4 — Create a New Shift

In the Drivers pane, click the + (Add Shift) button.

Step 5 — Select the Driver

Choose the driver (for example, John) from the Select Driver dropdown.

Step 6 — Select the Fleet

Choose the appropriate Fleet from the dropdown.

You may switch the driver to a different fleet if needed.

Step 7 — Enter the Start Time

Enter a Start Time that is 5 minutes after the previous shift's end time.

Example:

• Previous shift end = 8:53 PM
• New shift start = 8:58 PM

Step 8 — Enter the End Time

Set the desired end time for the driver’s new shift.

Step 9 — Select the Vehicle

• Choose the new vehicle from the Select Vehicle dropdown.
• Only vehicles available in the selected fleet will appear in this list.

Step 10 — Save the Shift

• Click Save.
• You will see the message:“Driver shift added successfully.”
• The driver is now operating with the new vehicle.

Scenario 2: The New Vehicle Is Already Assigned to Another Driver

If the vehicle you want to assign is currently being used by another driver, you must first end that driver’s shift.

Step 1 — Find the Driver Using the Vehicle

On the Operations screen, search for the driver currently assigned to the vehicle (for example, Jack).

Step 2 — Check Assigned / Ongoing Runs

1. Check whether the driver has ongoing or future runs.
2. If runs exist, note the ETA of the last stop.

Step 3 — End the Driver’s Current Shift

1. Click the colored capacity bar for that driver.
2. Add 5 minutes to the last stop ETA.
3. Enter that value as the End Time.
4. Click Save.

This shortens the shift and releases the vehicle so it can be assigned to another driver.

Step 4 — Assign the Vehicle to the New Driver

Once the vehicle is released, follow the steps in Scenario 1 to create a new shift for the driver who will use the vehicle.

Common Errors and How to Resolve Them

Error 1

Edit driver shift — “There is/are Assigned Run(s) outside this slot.”

Cause

This error occurs when the updated shift start time or end time conflicts with runs already assigned to the driver. In other words, a run exists outside the newly adjusted shift window.

Resolution

1. Review the driver’s ongoing and future runs.
2. Identify the last run’s ETA (final stop).
3. Adjust the shift end time so that it falls after the last assigned run.
4. Adding a 5-minute buffer after the final stop ETA is recommended.

Error 2

Edit driver shift — “Capacity Schedule Timings are Overlapping or Incorrect.”

Cause

This error appears when the new shift overlaps with another shift already assigned to the same driver.

Resolution

1. Check the driver’s existing shift timings.
2. Ensure the new shift start time begins after the previous shift ends.
3. A best practice is to set the new shift start time 1 minute after the previous shift end time.

Example:

• Previous shift end = 8:52 AM
• New shift start = 8:53 AM