Journeys

J1 Set up the company after activation

When it starts

The company's first manager signs in for the first time after SGM has activated the company.

Steps

1. The manager opens the emailed link, sets a password and signs in with their email address and the password.
2. The company starts with the suggested defaults and the retention periods for former drivers' data; the manager checks each one in the settings and changes any that do not fit (J21).
3. The manager adds the base and the regular ports, depots and customer sites, each with its standard dwell time (J18).
4. The manager adds the fuel cards and pumps and enters the current prices (J22).
5. The manager adds the trucks, trailers and drivers with their documents and due dates (J6, J10, J11); adding a driver creates the driver's account.
6. The manager adds the customers with their contacts (J19).
7. The manager creates accounts for the company's other managers (J3).
8. Everything entered belongs to this company and no other company can see it.

Result

The company's places, fuel prices, fleet, drivers, customers and accounts are on record and trips can be entered.

Settings used

• Truck travel time
• Traffic allowance
• Safety inspection (PMI) interval
• Document deadline reminders
• Fuel consumption alert
• Fuel card prices
• Standard dwell times
• Photo checklist
• Document deadline intervals
• Retention periods, per company (documents 15 months and name 24 months after the driver's last shift; CROSS-08)

J2 Sign in as a manager on a computer or phone

When it starts

A manager opens the web app.

Steps

1. The manager opens the web app in a current desktop browser or a phone browser.
2. The manager signs in with their email address and password.
3. A manager who has forgotten their password asks for a reset link from the sign-in screen, and the system emails it to their address (J50).
4. The manager has full access to the company's data and no access to any other company's data.
5. The screens work at phone width as well as on a desktop.
6. A deactivated account, or any account of a deactivated company, cannot sign in.

Result

The manager works in the company's data from the device at hand.

J3 Add another manager

When it starts

Another person in the office needs to plan trips and manage records.

Steps

1. The manager enters the person's details, including their email address, and the role manager.
2. The system emails the new manager a link to set their password.
3. The new manager sets a password, signs in with their email address and has full access to the company's data.

Result

The company has a second manager with their own login.

J4 Reset a user's password

When it starts

A driver or manager tells a manager they cannot sign in.

Steps

1. The manager opens the person's account and resets the password.
2. The system emails the person a reset link; the person sets a new password and signs in.
3. A person can also ask for the reset link themselves from the sign-in screen (J50).
4. When the company's only manager is locked out, SGM resets that manager's access from the admin view (J65).

Result

The person can sign in again.

J5 Remove a manager who leaves

When it starts

A manager leaves the company.

Steps

1. Another manager deactivates the leaving manager's account; a manager cannot deactivate their own account.
2. The deactivated account can no longer sign in.
3. If the person returns, a manager reactivates the account.

Result

The former manager has no access to the company's data, and the account can be reactivated if they return.

J6 Add a truck with its documents

When it starts

The company takes on a truck, or enters an existing one at set-up.

Steps

1. The manager enters the registration number, year of first registration and internal code.
2. The system saves the truck as active and keeps its history.
3. The system suggests the truck's PMI interval from its year of first registration (6 weeks at 10 years or older, 8 weeks if younger); the interval is kept until the manager changes it.
4. The manager uploads the truck's documents, each as a digital copy kept alongside the paper original, and enters the due dates for MOT, PMI, tachograph calibration, insurance, tyres and lights.
5. The manager sets the truck's default driver and its fixed operating rate in pounds, recorded for reference only (J9).
6. The system raises an alert ahead of each due date (J69).

Result

The truck is on record, active, with its documents and every due date watched.

Settings used

• Safety inspection (PMI) interval
• Document deadline intervals
• Document deadline reminders

J7 Renew a document or record a completed check

When it starts

A document or dated check on a truck, trailer or driver is renewed, usually after a deadline alert.

Steps

1. The manager opens the alert in the notification centre, or the record itself.
2. The manager uploads the new copy; the old copy stays on the record.
3. Where the document type has a frequency (MOT yearly, tachograph calibration every 2 years, PMI at the truck's interval), the system sets the next due date; where none is set, the manager enters it.
4. The manager marks the alert dealt with and it leaves the open list.

Result

The record holds the current document and the next due date, with reminders set.

Settings used

• Document deadline intervals
• Safety inspection (PMI) interval
• Document deadline reminders

J8 Log maintenance or a workshop visit

When it starts

A truck has been to the workshop or has had a check.

Steps

1. The manager adds a maintenance entry with its date and fault type and attaches the mechanic's report.
2. The entry has from and to dates, shown on the truck's record.
3. The manager can record where the truck is, for example the garage or recovery yard.
4. Where the visit was the PMI, the manager records the completed check and the system sets the next PMI date from the truck's interval.
5. The entry stays in the truck's history.

Result

The truck's maintenance history is complete and the next PMI is dated.

Settings used

• Safety inspection (PMI) interval

J9 Change a truck's default driver or operating rate

When it starts

A truck moves to a different regular driver, or its rate changes.

Steps

1. The manager opens the truck and picks a new default driver.
2. When the truck is next assigned to a trip, the system fills in the new default driver; the manager can change it on that trip.
3. The manager enters the new fixed operating rate in pounds; no calculation uses it in this build.

Result

Planning pre-fills the truck's current driver, and the rate on record is current.

J10 Add a trailer

When it starts

The company takes on a trailer, or enters an existing one at set-up.

Steps

1. The manager picks the type: container/skeletal, box, fridge, or curtainsider/flatbed.
2. The system saves the trailer as active.
3. The manager uploads the trailer's documents, paper and digital, with their due dates.
4. The system raises an alert ahead of each due date.
5. The trailer is offered with the truck and driver when a trip is planned.

Result

The trailer is on record with its documents and alerts, ready to assign to trips.

Settings used

• Document deadline intervals
• Document deadline reminders

J11 Add a driver and give them the app

When it starts

A driver joins the company.

Steps

1. The manager enters the driver's details and uploads the licence, tachograph card and insurance, each with its expiry date.
2. The manager records the driver's normal shift, day or night.
3. The manager enters the driver's fixed rate in pounds, for example per day or per trip, recorded for reference only.
4. Adding the driver creates the driver's account with the driver role, under the driver's email address, or a username for a driver without one.
5. The system emails the driver a link to set their password, with the link to the driver app. For a driver without an email address, the manager sets a temporary password and passes it on with the app link.
6. The manager can also copy the app link from the driver record and send it another way, for example by WhatsApp; the software sends no SMS.
7. The system raises an alert ahead of each document's expiry.

Result

The driver is on record with their documents and has an account and the link to the driver app (J49).

Settings used

• Document deadline intervals
• Document deadline reminders

J12 Record a driver's absence and cover their trips

When it starts

A driver will be away, for example on holiday or ill.

Steps

1. The manager records the absence with its dates.
2. The system shows any trips assigned to the driver that fall within the absence.
3. The manager decides the replacement for each trip and records it on the trip.
4. Where no driver is available, the manager sends a request for a replacement driver from the clashing trips (J13).
5. Each replacement driver is notified of the trip assigned to them.
6. The absent driver is notified that each trip is no longer theirs, and it leaves their list.
7. Assigning the driver to a trip within the absence shows an error banner; the manager can still make the assignment (J27).

Result

Every trip in the absence has a driver, and the absence is on the driver's record.

J13 Request a replacement driver from SGM Recruitment

When it starts

A manager has a trip and no driver available for it, for example during an absence.

Steps

1. From the trip, or from the trips that clash with an absence, the manager sends a request for a replacement driver.
2. The request carries the dates, start place and time, shift, licence category, trip reference, the manager's own contact details and a note; for an absence with no trip, it includes the dates and shift without a trip reference.
3. The system emails the request to david@sgmrecruitment.com.
4. When a driver is found, the manager adds them (J11) and records them on the trip.

Result

SGM Recruitment receives the request and the trip gets a driver.

J14 Take a truck or trailer out of service and bring it back

When it starts

A truck or trailer is sold, written off or off the road for a long period.

Steps

1. The manager deactivates the truck or trailer.
2. The system stops its alerts, removes it from default pairings, and lists its open trips. Assigning it to a trip shows an error banner and the manager can still make the assignment.
3. The manager replans each open trip with another truck or trailer and records the cause as vehicle (J29).
4. Its history and documents stay on the record.
5. When it returns, the manager reactivates it and it can be assigned again.
6. Its alerts resume; any due date that passed while it was deactivated shows as expired and raises an alert.

Result

Nothing is planned on the vehicle while it is out of service, and its record is intact when it returns.

J15 Remove a driver who leaves

When it starts

A driver leaves the company.

Steps

1. The manager deactivates the driver's record; the driver's account is deactivated with it and their sign-in stops at once.
2. The system stops the driver's document alerts, removes the driver from new assignments and from any truck's default pairing, and lists the driver's open trips.
3. The manager reassigns each open trip; the new driver is notified, and the trip leaves the former driver's list.
4. The manager can delete the driver's contact details (phone, address, personal email) straight away.
5. The driver record shows a keep-until date for the documents, 15 months after the driver's last shift, and one for the name, 24 months after it (J70).
6. The driver's trips, refuels, costs and photos stay in the system, and the system never deletes them on its own.

Result

The former driver has no access and gets no new trips, their history stays on record, and their personal data has dates from which it can be deleted.

Settings used

• Retention periods, per company (documents 15 months and name 24 months after the driver's last shift; CROSS-08)

J16 Delete a former driver's personal data when it can be deleted

When it starts

The notification centre tells the manager that a keep-until date on a former driver's record has passed (J70).

Steps

1. The manager opens the former driver's record from the notification.
2. From 15 months after the driver's last shift, the manager can delete the licence, Driver CPC/DQC, induction and training documents.
3. From 24 months after the last shift, the manager can remove the driver's name; the driver's trips and hours then show "Former driver".
4. Each deletion is the manager's action; the system deletes nothing by itself.
5. The driver's trips, refuels, costs and photos stay in the system; the company's records stay for at least 6 years.
6. The manager marks the notification dealt with.

Result

The former driver's personal data is deleted once the company may delete it, and the company's business records stay complete.

Settings used

• Retention periods, per company (documents 15 months and name 24 months after the driver's last shift; CROSS-08)

J17 Bring back a returning driver

When it starts

A former driver rejoins the company.

Steps

1. The manager reactivates the driver's record; the driver's account is reactivated with it and the history is intact.
2. Any due date that passed while the driver was away shows as expired and raises an alert.
3. The manager uploads the renewed documents with their new expiry dates, and enters again any contact details that were deleted.
4. The driver signs in with their existing password, or asks for a reset link from the sign-in screen (J50).

Result

The driver can be assigned trips and uses the app again.

J18 Add a regular place to the library

When it starts

The company starts using a port, depot or customer site regularly.

Steps

1. The manager enters the place's name, address and type.
2. The manager sets its standard dwell time; the suggested default for its type applies until then.
3. The manager can store the travel time between this place and another recurring place.
4. Trip planning uses these times whenever a stop is at this place.
5. Changing a place's dwell time affects trips planned afterwards; trips already planned keep their times until replanned.

Result

Planning reuses the place's known times.

Settings used

• Standard dwell times

J19 Add a customer

When it starts

The company takes on a new customer.

Steps

1. The manager enters the customer company.
2. The manager adds one or more contacts and marks one as the default for communications.
3. The system requires at least one contact and exactly one default.
4. Trips are linked to the customer when an order is entered.

Result

The customer is on record with a default contact for notices and forwarded files.

J20 Keep a customer's contacts up to date

When it starts

A customer's contact changes.

Steps

1. The manager adds the new contact and marks it as the default; exactly one contact stays the default.
2. Later delay notices are addressed to the new default contact.
3. When files are forwarded, the new default contact is preselected.

Result

Notices and forwarded files go to the right person.

J21 Change the company's settings

When it starts

A company rule changes, for example a new consumption threshold or a different photo list.

Steps

1. The manager opens the company's settings.
2. The manager sets consumption thresholds, deadline frequencies and reminders, planning allowances, rest periods, the ETA reminder wait, the photos required per stop type and the shift hours.
3. The manager sets the retention periods for former drivers' data.
4. The system uses the new values in its calculations and alerts.
5. A value set on a truck (its PMI interval) or a place (its dwell time) overrides the company default.
6. The settings apply to this company only.
7. A changed value applies from when it is saved: alerts already raised and due dates already set stay as they are, and a planned trip keeps its departure until it is replanned.

Result

The company's rules change without any change to the software.

Settings used

• Truck travel time
• Traffic allowance
• Safety inspection (PMI) interval
• Document deadline reminders
• Fuel consumption alert
• Fuel card prices
• Standard dwell times
• Photo checklist
• Document deadline intervals
• Retention periods, per company (documents 15 months and name 24 months after the driver's last shift; CROSS-08)
• ETA reminder wait (to be agreed; TRIP-05)
• Daily and weekly rest periods (11 hours and 45 hours by default)
• Shift hours

J22 Add a fuel card and enter the weekly prices

When it starts

The weekly fuel price list arrives, or the company starts using a new card or pump.

Steps

1. The manager adds a new fuel card or pump by name.
2. The manager enters the price per litre for each card or pump and the date it applies from, normally the Monday.
3. The system stores each as a new price and keeps every earlier price.
4. Each confirmed refuel is valued in pounds at the price in effect for its card on the refuel date (J74).
5. Drivers do not see fuel prices.

Result

This week's prices are on record and refuels are valued at them.

Settings used

• Fuel card prices

J23 Enter a mid-week offer or correct a mistyped price

When it starts

A card offers a mid-week price, or the manager notices a price was typed wrongly.

Steps

1. For an offer, the manager enters one more price with its own date.
2. For a mistake, the manager enters the price again with the same date; the new entry replaces it and the earlier entry stays in history.
3. Refuels from that date are valued at the price in effect.

Result

Refuel costs reflect the right price, and the price history shows every entry.

Settings used

• Fuel card prices

J24 See which fuel card is cheapest today

When it starts

A manager opens the fuel page.

Steps

1. The system takes each card's price in effect today.
2. It shows which card is cheapest today and its price.
3. Drivers do not see fuel prices.
4. Whether the driver app also shows the name of today's cheapest card, without its price, follows the answer on how drivers carry the cards.

Result

The manager knows which card the drivers should use today.

J25 Enter a new order as a trip

When it starts

A customer sends an order.

Steps

1. The manager enters the container number, PIN, addresses, delivery time and references.
2. If the container number is already on a trip in the last 7 days, a warning shows; the manager can still save.
3. The manager picks the customer and the system links the trip to it.
4. The manager adds the stops in order; each is a pickup or a delivery with its own place, time and load type, and stops may fall on different days.
5. A stop at a library place takes that place's dwell time; a stop outside the library takes the customer dwell time unless the manager enters one.
6. The manager enters the revenue agreed with the customer, recorded for reference only.
7. The system sets the trip's status to "to plan".

Result

The trip is on record with its order details and stops in sequence, ready to plan.

Settings used

• Standard dwell times

J26 Plan a trip

When it starts

A manager assigns a truck, trailer and driver to a trip that is to plan.

Steps

1. The manager picks the truck and the system fills in its default driver; the manager can change the driver.
2. The driver list shows who is free for the trip's times. A driver is not free when on another trip at the same time, absent, deactivated, inside their rest time (J28) or holding an expired document; the reason shows beside the name.
3. The list opens on the free drivers and can be filtered by licence category and normal shift.
4. When no driver is free, the system says so and the manager can request a replacement driver (J13).
5. The manager picks the trailer.
6. Each driver's normal shift, day or night, shows while assigning.
7. An absent or deactivated driver, a driver on another trip at the same time, or an expired document on the truck, trailer or driver, shows an error banner (J27).
8. For each leg, the manager enters the car travel time or the truck time directly, or the system reuses the time stored for two recurring places.
9. The system turns car time into truck time with the uplift setting, and adds the dwell time at each stop and the traffic allowance (flat by default, or a time-band uplift where set).
10. It works back from the first delivery stop's time and shows the departure time.
11. The trip becomes planned; driving limits remain the manager's judgement.
12. The driver is notified that the trip has been assigned.

Result

The trip is planned with a departure time, and the driver has it in the app.

Settings used

• Truck travel time
• Traffic allowance
• Standard dwell times

J27 Plan with an absent driver or an expired document

When it starts

A manager assigns a driver who is absent, deactivated or on another trip at the same time, or a truck, trailer or driver with an expired document.

Steps

1. The manager assigns the truck, trailer and driver.
2. The system shows an error banner.
3. The manager can still make the assignment, or picks another driver or vehicle.
4. An expired document shows as expired on its record.

Result

The manager knows about the absence or expired document before the trip goes out, and decides whether to go ahead.

Settings used

• Document deadline reminders

J28 Plan a start that breaks the driver's rest time

When it starts

A manager sets a planned start for a driver's trip, or the driver's previous trip runs late after the plan is made.

Steps

1. The system takes the driver's finish time from their previous trip: the recorded return to base, or, while the trip is still running, its latest ETA or else its planned finish, labelled "projected".
2. It works out the earliest restart from the configured rest periods.
3. If the planned start is earlier, it shows a warning.
4. The manager decides; the plan is not blocked.
5. When the driver sends a new ETA or records the return to base, the system checks the driver's next planned trip again; if its start now breaks the rest time, the manager gets an alert in the notification centre (CROSS-01).
6. The alert names the driver, when the rest now ends and the next trip's start; it stays open until the manager marks it dealt with. The manager can move the start, change the driver or leave the plan.

Result

The manager sees the rest-time clash before confirming the plan, and is alerted if a late trip causes one afterwards.

Settings used

• Daily and weekly rest periods (11 hours and 45 hours by default)

J29 Replan a trip after a delay or problem

When it starts

A delay, a breakdown or a customer change means the plan no longer holds.

Steps

1. The manager opens the trip and changes the plan: times, truck, trailer or driver.
2. If another manager changed the trip since it was opened, saving shows who changed it and asks to reload; nothing is overwritten.
3. The manager records the cause: driver, customer, vehicle or traffic.
4. The trip keeps its status and the system recalculates the departure.
5. The driver is notified that the trip has changed; when the manager changes the driver, the previous driver is notified and the trip leaves their list.
6. On a change outside the driver's shift, the manager can choose "Notify now" to send its alert straight away.
7. When the replan moves a delivery stop later, the system drafts a delay notice to the customer (J72).

Result

The trip carries the new plan and the recorded cause of the change, and a later delivery has a delay notice drafted.

Settings used

• Truck travel time
• Traffic allowance
• Standard dwell times
• Send delay notices without approval, per customer (off; CUST-02)

J30 Cancel a trip

When it starts

The customer cancels the job, before or after the truck has left.

Steps

1. The manager cancels the trip; this is allowed at any point before delivery, including after departure.
2. The manager records any cancellation charge.
3. The manager can record a cancellation reason on the trip.
4. The trip closes as cancelled, does not count as completed, and becomes read-only.
5. The driver is notified that the trip has been cancelled, with the trip reference.

Result

The trip is closed as cancelled with any charge recorded, and the driver knows.

J31 Delete a trip entered in error

When it starts

A manager finds a trip that was entered by mistake, for example a duplicate order.

Steps

1. The manager deletes the trip; this is allowed while no driver has sent anything for it.
2. Once a driver has sent anything for the trip, it can only be cancelled (J30).
3. A driver assigned to the deleted trip is notified, and the trip leaves their list.

Result

The mistaken trip is off the records, and every trip a driver has sent anything for stays on record.

J32 Record goods refused at delivery

When it starts

The goods are refused at the destination.

Steps

1. The manager records the refusal with its reason and any charge, and the trip closes as rejected; it does not count as completed.
2. The closed trip becomes read-only.
3. If the job is rebooked, the manager enters it as a new trip (J25).

Result

The trip is closed as rejected with its reason and any charge, and any rebooking is a separate trip.

J33 Complete and close a trip

When it starts

The driver sends the signed CMR from the last delivery.

Steps

1. The CMR appears in the review list against its trip and stop.
2. The manager confirms the signed CMR and the trip is completed.
3. Without the signed CMR, the trip cannot be completed.
4. If the signed CMR is lost or was never signed, the manager completes the trip with another proof and a note; it shows "Completed without signed CMR".
5. The driver records the return to base in the app; the manager can record it for the driver or correct its time.
6. The recorded return to base closes the trip, and its time is the driver's finish time for the rest-time check (J28).
7. The closed trip is read-only.

Result

The trip holds the signed CMR as proof of delivery and is closed.

J34 Review what drivers send

When it starts

A driver's photos, litres, signed CMR or ETA arrive.

Steps

1. Submissions waiting for review are listed together, grouped by trip, with their count on the manager's home screen.
2. Each submission appears against its trip and stop, or against the truck or trailer for a refuel.
3. The manager confirms it or deletes it.
4. The manager can correct its figures before confirming.
5. Deleting a submission tells the driver (J60).
6. Cost, consumption and forwarding use confirmed items only.

Result

Only data the manager has checked stays on the records.

J35 Record an item for a driver who cannot send it

When it starts

A driver phones in, or hands over paper, instead of sending an item from the app.

Steps

1. The manager records the photos, litres, signed CMR or ETA directly, without a driver submission.
2. For a refuel, the manager enters the litres, odometer reading, card or pump and the full-tank flag against the truck, and sets the date, no later than today.
3. An item the manager records directly counts as confirmed.
4. When the manager records the setting-off ETA for a driver who cannot use the app, the trip moves to in progress.

Result

The record is complete even when the app was not used.

J36 Follow up a missing photo

When it starts

A driver moves on from a stop without a required photo.

Steps

1. The missing photo is flagged to the manager in the notification centre, naming the trip.
2. The driver has been able to continue.
3. If the manager gets the photo another way, the manager records it directly against the stop.
4. The manager marks the notification dealt with.
5. A missing signed CMR is different: the trip cannot be completed until it is confirmed.

Result

The manager knows which stop lacks which photo and closes the gap or accepts it.

Settings used

• Photo checklist

J37 Send a customer photos or documents on request

When it starts

A customer asks for photos or documents from a trip.

Steps

1. The manager opens the trip and selects the photos or documents.
2. Pickup photos go to customers this way only, since automatic forwarding sends delivery photos (J76).
3. The manager chooses the contact; the default contact is preselected.
4. The system emails them to the contact from the software's own address, with the company name as the sender and replies going to the company's email address, as attachments up to 10 MB in total and as a download link above that.

Result

The customer receives the photos or documents they asked for.

J38 Approve or edit a delay notice

When it starts

A delay notice drafted from a driver's delay update or a manager's replan waits for approval.

Steps

1. The draft appears for the manager in the notification centre, with the updated ETA and addressed to the customer's default contact.
2. The manager edits the draft where needed.
3. The manager approves it and the system sends it from the software's own address, with the company name as the sender and replies going to the company's email address.

Result

The customer receives the updated ETA by email.

Settings used

• Send delay notices without approval, per customer (off; CUST-02)

J39 Discard a delay notice

When it starts

A drafted delay notice is not needed, for example because the driver has made up the time.

Steps

1. The draft appears for the manager in the notification centre.
2. The manager discards it, and nothing is sent to the customer.
3. The manager marks the notification dealt with.

Result

The customer is not contacted about a delay that does not matter.

J40 Let a customer's delay notices go without approval

When it starts

A manager decides a customer's delay notices can go out without being checked.

Steps

1. The manager switches on sending without approval on the customer record; it is off by default.
2. From then on, a delay notice for that customer goes straight out to the default contact.

Result

That customer gets delay notices without waiting for the manager.

Settings used

• Send delay notices without approval, per customer (off; CUST-02)

J41 Switch on automatic forwarding of delivery photos

When it starts

A customer wants delivery photos without asking each time.

Steps

1. The manager switches on automatic forwarding on the customer record; it is off by default.
2. From then on, confirmed delivery photos for that customer are emailed automatically (J76).
3. Pickup photos are not forwarded automatically; the manager sends them on request (J37).
4. Forwarded photos show "Sent" with the time on the trip.

Result

The customer receives delivery photos without the manager forwarding them.

Settings used

• Forward delivery photos automatically, per customer (off; CUST-04)

J42 Work through the notification centre

When it starts

A manager opens the notification centre.

Steps

1. The open list holds every alert: deadlines approaching or passed, fuel anomalies, lower odometer readings, delays and problems reported by drivers, ETAs, missing photos, delay notices waiting for approval and former drivers' keep-until dates passing.
2. Each notification names the truck, trailer, driver, trip or refuel it concerns.
3. Notifications work the same way for every kind of record.
4. Submissions waiting for review are in the review list (J34).
5. The manager opens the record, acts on it, and marks the notification dealt with; it leaves the open list.

Result

The manager has dealt with every open alert from one list.

J43 Act on a driver's problem report

When it starts

A driver reports a problem from the app (J58).

Steps

1. The report appears in the notification centre against the driver and the trip, or against the driver's truck when there is no trip, with its description and any photo.
2. Where the problem affects a trip, the manager replans it and records the cause (J29).
3. The manager marks the notification dealt with.

Result

The manager has handled the problem without a phone call.

J44 Check a truck's fuel consumption and act on an anomaly

When it starts

A fuel anomaly alert arrives, or the manager opens a truck's fuel figures.

Steps

1. The truck shows its km per litre between full fills, worked out when the manager confirms a refuel (J75), or that the figure is not yet available before its second full tank.
2. The alert shows the figure, the threshold and the truck's usual figure.
3. An anomaly alert in the notification centre names the truck and refuel when the figure is below the threshold or has dropped against the truck's usual figure.
4. The manager checks the refuels and their photos and corrects any wrong figure (J45).
5. The manager marks the alert dealt with.

Result

The manager knows each truck's consumption and has looked into any anomaly.

Settings used

• Fuel consumption alert

J45 Correct a refuel

When it starts

A refuel's litres, odometer reading, card or date is found to be wrong.

Steps

1. The manager corrects the refuel's figures, or its date to a day no later than today.
2. The consumption figure is recalculated from the records, so the correction updates it.
3. The refuel's cost is taken again from the price in effect for its card on its date.

Result

The truck's consumption and the refuel's cost reflect the corrected figures.

Settings used

• Fuel consumption alert
• Fuel card prices

J46 Record a refuel after the day it happened

When it starts

A refuel reaches the office days late, for example from a paper receipt.

Steps

1. The manager records the refuel directly, against the truck.
2. The manager sets the refuel's date to the day it happened, no later than today; a driver's refuel kept on the phone without signal carries the day the driver recorded it.
3. Refuels are ordered by date, so consumption is worked out in the right order.
4. The refuel is valued at the price in effect on its own date.

Result

The late refuel sits in its proper place in the truck's history.

Settings used

• Fuel consumption alert
• Fuel card prices

J47 Resolve a lower odometer reading

When it starts

A refuel's odometer reading is lower than the previous one for that truck.

Steps

1. The system flags the reading and raises an alert in the notification centre.
2. The manager checks the reading against the tachograph photo.
3. The manager corrects the wrong reading, or the date of a refuel recorded out of order; consumption is recalculated.
4. The manager marks the alert dealt with.

Result

The truck's readings run in order and its consumption is right.

Settings used

• Fuel consumption alert

J48 Price a refuel that has no price

When it starts

A refuel shows as unpriced because no price was in effect for its card on its date, or because it was paid in cash or at an unlisted pump.

Steps

1. The refuel shows as unpriced.
2. The manager enters the missing price for that card with the date it applied from.
3. For a cash or unlisted-pump refuel, the manager enters the price per litre paid.
4. The system values the refuel at that price.

Result

Every refuel has a cost.

Settings used

• Fuel card prices

J49 Install the driver app and sign in

When it starts

A driver opens the link to the driver app from the account email or from the manager.

Steps

1. The driver opens the link in the account email and sets a password, or signs in with the temporary password from the manager and sets their own.
2. The driver adds the app to the phone's home screen from the link; no app store is involved.
3. The app runs on current Safari on iPhone or current Chrome on Android.
4. The driver signs in with their email address or username, and password.
5. The app uses the phone's camera, and notifications work within what Apple and Google allow.

Result

The driver has the app on the phone and is signed in.

J50 Reset a forgotten password

When it starts

A driver has forgotten their password.

Steps

1. The driver asks for a reset link from the sign-in screen.
2. The system emails the link to the driver's address. A driver without an email address asks the manager, who resets the password.
3. The driver sets a new password and signs in.
4. A manager who has forgotten their password resets it the same way.

Result

The driver signs in again; a driver with an email address does so without asking the manager.

J51 See my trips and changes to them

When it starts

A driver opens the app, or a trip notification arrives.

Steps

1. The app shows the trips assigned to the driver, and nothing about other drivers or fuel prices.
2. The driver opens a trip and sees its stops in order.
3. Each stop shows its place, time, load type and any note from the manager.
4. Each stop shows its date; the next stop is highlighted.
5. The driver is notified when a trip is assigned, changed or cancelled.
6. When the driver is taken off a trip, they are notified and the trip leaves their list.
7. Alerts reach the lock screen during the driver's shift; outside it they wait in the app, and a summary alert arrives when the shift starts (J83).
8. The app is usable with little or no training.

Result

The driver knows what they are doing and when.

J52 Run a trip from departure to return to base

When it starts

A driver sets off on an assigned trip.

Steps

1. The driver confirms departure and sends the ETA in one action; the trip moves to in progress.
2. At each stop the driver marks arrival; the app shows the photos required for that stop type.
3. The driver takes and sends each photo against the trip and stop.
4. The driver sends the ETA for the next stop.
5. At delivery, the driver photographs the signed CMR and sends it.
6. Back at base, the driver records the return to base in the app; it closes the trip once the manager has confirmed the signed CMR (J33).
7. The app accepts submissions only for trips assigned to that driver; each waits for the manager's review (J34).
8. The driver can still send a photo for an earlier stop of the trip, for example a forgotten seal photo.

Result

The manager has the departure, every stop's photos, the ETAs, the signed CMR and the return to base against the trip.

Settings used

• Photo checklist

J53 Send a delay update

When it starts

A driver will be late at the next stop.

Steps

1. The driver sends an updated ETA for the next stop.
2. The delay appears in the manager's notification centre.
3. The system drafts a delay notice to the customer (J72).

Result

The manager has the new ETA and a draft notice for the customer, without a phone call.

J54 Record a refuel

When it starts

A driver fills up the truck or the fridge unit.

Steps

1. The driver enters the litres, the odometer reading and the card or pump, and marks whether the tank was filled.
2. For cash or a pump not on the list, the driver chooses "Other (cash or unlisted pump)"; the manager prices it later (J48).
3. The driver attaches a photo of the pump and a photo of the tachograph.
4. The refuel goes to the truck the driver picks, their trip's truck by default; no trip is needed.
5. Diesel for the fridge unit goes to the trailer; a trailer refuel asks for the litres, the card or pump and a pump photo, with no odometer reading or tachograph photo.
6. The system records the driver and the day the refuel was recorded on the phone; the refuel waits for the manager's review.

Result

The refuel is on record against one truck or trailer, with photos to check it against.

J55 Record temperature and reefer diesel at a fridge stop

When it starts

A driver marks arrival at a stop on a trip with a fridge trailer.

Steps

1. A trip with a fridge trailer is a fridge load, and its stop checklist adds the temperature display.
2. The checklist asks for the load temperature and the reefer unit's diesel level as numbers, with the photos.
3. If the manager set a temperature range on the stop, a reading outside it raises an alert in the notification centre.
4. The driver enters both figures and takes the photos.
5. The manager sees the figures with the stop's photos and reviews them.

Result

The manager has a recorded temperature and reefer diesel level for the stop.

Settings used

• Photo checklist

J56 Send updates with no signal

When it starts

A driver sends a photo, refuel or ETA where the phone has no signal.

Steps

1. The app keeps the submission on the phone.
2. While it waits, the trip shows "Waiting to send" with how many; it clears once sent.
3. It sends the submission when the phone is back in signal.
4. The submission then reaches the manager for review like any other.

Result

Nothing the driver sends is lost for lack of signal.

J57 Move on without a required photo

When it starts

A driver cannot take a required photo at a stop.

Steps

1. The driver continues to the next stop.
2. The missing photo is flagged to the manager (J36).

Result

The trip carries on and the manager knows which photo is missing.

Settings used

• Photo checklist

J58 Report a problem

When it starts

Something goes wrong on the road or at the yard, such as a breakdown or a problem at a stop.

Steps

1. The driver writes a short description and can add a photo.
2. The report appears in the manager's notification centre against the driver and the trip, or against the driver's truck when there is no trip (J43).

Result

The manager learns of the problem without a phone call.

J59 Show or print the truck's and my own documents

When it starts

A driver needs to show or print a document, for example at a roadside check, and opens Documents in the app.

Steps

1. The app lists the documents for the truck on the driver's current trip, or their default truck, and the driver's own documents.
2. These are the documents the manager keeps for the deadline alerts.
3. Each shows its type and expiry date; expired ones are marked.
4. The driver's own documents due within 30 days show "Expires in N days".
5. The driver opens a document read-only.
6. The driver prints or shares it with the phone's own share option.

Result

The driver can show or print the truck's and their own documents on the spot.

J60 Send again after a submission is deleted

When it starts

The manager deletes something the driver sent.

Steps

1. The driver is told the submission was deleted.
2. The driver sends it again from the trip, or the manager records it directly.

Result

The record ends up with a checked version of the item.

J61 Activate a new client company

When it starts

A transport company agrees to use the software.

Steps

1. The system administrator runs the activation tool supplied with the software; companies do not sign themselves up.
2. The tool creates the company and its first manager account.
3. The company starts with the suggested defaults in its settings.
4. The company's records are kept separate from every other company's.
5. The system emails the first manager a link to set their password, and the manager sets up the company (J1).

Result

The new company is ready to use with its first manager.

Settings used

• Truck travel time
• Traffic allowance
• Safety inspection (PMI) interval
• Document deadline reminders
• Fuel consumption alert
• Fuel card prices
• Standard dwell times
• Photo checklist
• Document deadline intervals

J62 Review client companies and their users

When it starts

An SGM administrator opens the admin view.

Steps

1. SGM staff sign in with an SGM administrator account that belongs to no company.
2. The view lists the client companies and the users of each.
3. It shows a few counts for each company; which counts is to be agreed.
4. SGM sees only these lists and counts of a company's data.
5. The counts for each company are active trucks, active drivers and active users.

Result

SGM sees which companies and users have access.

J63 Deactivate or reactivate a company

When it starts

A client company stops using the software, or returns.

Steps

1. The administrator deactivates the company.
2. The company's users cannot sign in; its data is kept.
3. The administrator activates the company again when it returns.

Result

The company's access matches its standing with SGM, and its data is intact.

J64 Suspend or reinstate a user

When it starts

A company asks SGM to change one user's access.

Steps

1. The administrator finds the user under the company.
2. The administrator suspends or reinstates the user.

Result

The user's access is changed without the company's manager.

J65 Reset a user's access

When it starts

A user, often a company's only manager, cannot sign in and no manager can reset it.

Steps

1. The administrator resets the user's access from the admin view.
2. The system emails the user a reset link, and the user sets a new password and signs in.

Result

The user can sign in again.

J66 Export a company's data

When it starts

A client company leaves SGM, or asks for a copy of its data.

Steps

1. The administrator exports all of the company's data from the admin view as one zip file.
2. The zip file holds a spreadsheet file (CSV) for each kind of record: trucks, trailers, drivers, trips and stops, refuels, customers and the documents list.
3. It also holds the stored photos and documents.
4. When the company leaves, the administrator deactivates it; its users cannot sign in and its data is kept (J63).

Result

The company has all its data in a zip file it can take with it.

J67 Restore the whole system from a backup

When it starts

A failure loses or damages data across the system.

Steps

1. The system administrator chooses a backup copy.
2. The administrator restores the whole system from it with the restore tool.
3. Delivery documents, refuels and other documents are recovered.

Result

Every company's data is back as it was at the chosen copy.

Settings used

• Backup frequency and retention (to be agreed; CROSS-06)

J68 Restore one company's data from a backup

When it starts

One company's data is lost or damaged and the other companies' data is sound.

Steps

1. The system administrator chooses a backup copy.
2. The administrator restores that company alone with the restore tool.
3. The other companies' data stays as it is.
4. The company's delivery documents, refuels and other documents are back as they were at the chosen copy.

Result

The company's data is recovered and no other company's data changes.

Settings used

• Backup frequency and retention (to be agreed; CROSS-06)

J69 Raise document deadline alerts

When it starts

A due date on a truck, trailer or driver approaches or passes.

Steps

1. Ahead of each due date the system raises an alert in the notification centre, at the reminder lead times.
2. On expiry the document shows as expired and another alert is raised.
3. The alert names the truck, trailer or driver.
4. A deactivated truck, trailer or driver raises no alerts.
5. When it is reactivated, each due date that passed meanwhile shows as expired and raises an alert.

Result

Every due date is announced before it falls due and when it passes.

Settings used

• Document deadline reminders
• Document deadline intervals
• Safety inspection (PMI) interval

J70 Tell the manager when a former driver's data can be deleted

When it starts

A keep-until date on a former driver's record passes.

Steps

1. The driver record shows a keep-until date for the documents and one for the name, counted from the driver's last shift with the company's retention periods.
2. When a date passes, the notification centre tells the manager that the data can be deleted, naming the driver.
3. The system deletes nothing; deleting stays the manager's action (J16).

Result

The manager learns when each part of a former driver's data can be deleted.

Settings used

• Retention periods, per company (documents 15 months and name 24 months after the driver's last shift; CROSS-08)

J71 Tell drivers about their trips

When it starts

A trip is assigned to a driver, changed or cancelled, or a driver is taken off a trip.

Steps

1. The system sends the driver a notification.
2. A driver taken off a trip is notified, and the trip leaves their list.
3. Notifications work within what Apple and Google allow for an installed web app.

Result

The driver learns of the change without a phone call.

J72 Draft a delay notice from a driver's delay update or a manager's replan

When it starts

A driver sends a delay update with a new ETA, or a manager's replan moves a delivery stop later.

Steps

1. The system drafts a delay notice with the updated ETA, addressed to the customer's default contact.
2. The notice gives the trip reference, the stop, the original planned time and the new ETA.
3. For most customers the draft waits in the notification centre for approval (J38).
4. For a customer with sending without approval switched on, the notice goes straight out.
5. Notices go from the software's own address, with the company name as the sender and replies going to the company's email address.
6. Sent notices stay on the trip with the recipient and time.

Result

Every delay reported by a driver, and every replan that moves a delivery later, produces a notice for the customer.

Settings used

• Send delay notices without approval, per customer (off; CUST-02)

J73 Remind a driver who has not confirmed departure

When it starts

A planned trip's departure time has passed by 30 minutes and its driver has not confirmed departure.

Steps

1. The system notifies the driver and the manager at the same time.
2. The driver opens the trip, confirms departure and sends the ETA in one action, and the trip moves to in progress.

Result

The driver is prompted, and the manager receives the departure and ETA without phoning the driver.

Settings used

• ETA reminder wait (TRIP-05)

J74 Value each confirmed refuel at the day's price

When it starts

The manager confirms a refuel.

Steps

1. The system takes the price in effect for the refuel's card or pump on the refuel date.
2. It values the refuel at that price, in pounds.
3. A refuel with no price in effect shows as unpriced until one is entered (J48).

Result

Every confirmed refuel has a cost at the price of its day.

Settings used

• Fuel card prices

J75 Work out consumption and raise anomaly alerts

When it starts

The manager confirms a refuel with the full-tank flag.

Steps

1. Refuels are ordered by date; a reading lower than the previous one for that truck is flagged (J47).
2. The system finds the previous full tank for the same truck.
3. It works out km per litre: the distance between the two odometer readings divided by the litres of the partial refuels between them and of the closing full fill.
4. Until a truck has two full tanks, it shows that the figure is not yet available.
5. If the figure is below the threshold, or has dropped against the truck's usual figure, it raises an alert in the notification centre.
6. Diesel recorded against a trailer counts towards cost only.

Result

Each truck has an up-to-date km per litre figure and any anomaly is flagged.

Settings used

• Fuel consumption alert

J76 Forward delivery photos automatically

When it starts

The manager confirms delivery photos for a customer with automatic forwarding switched on.

Steps

1. The system emails the confirmed delivery photos to the customer's default contact.
2. Pickup photos are not forwarded automatically; the manager sends them on request (J37).
3. The photos go from the software's own address, with the company name as the sender and replies going to the company's email address, as attachments up to 10 MB in total and as a download link above that.

Result

The customer receives delivery photos without the manager forwarding them.

Settings used

• Forward delivery photos automatically, per customer (off; CUST-04)

J77 Back up the data

When it starts

The backup schedule runs.

Steps

1. The backup tool copies the data and stored files to separate storage.
2. The system administrator checks that backups run.
3. The system stays available with no planned downtime at night; maintenance is done in the daytime.

Result

A recent copy of every company's data and files exists for recovery (J67, J68).

Settings used

• Backup frequency and retention (to be agreed; CROSS-06)

J78 Keep each company's data separate

When it starts

A user makes any request.

Steps

1. Each record belongs to one company.
2. The system returns only records of the user's own company; no user can reach another company's data.
3. Personal data of drivers and customers is protected under UK GDPR; each company is responsible for its own data.
4. The system never deletes trips, refuels, costs or photos on its own; the company's records stay for at least 6 years.

Result

Each company sees only its own data.

J79 Find a past trip

When it starts

A customer, insurer or the DVSA asks about a trip, or the manager needs one from last month.

Steps

1. The manager opens the trips list and filters it by date range, status, customer, driver or truck, or searches by reference or container number.
2. A closed trip opens read-only, with its stops, photos, CMR and notices.

Result

The manager finds the trip, or a list of trips for a period, without asking anyone.

J80 Look up a driver's history

When it starts

An inspection, a dispute or a question from the driver.

Steps

1. The manager opens the driver's record.
2. It lists the driver's trips, refuels, absences and documents, newest first.

Result

The driver's record answers the question in one place.

J81 Deactivate a customer who leaves

When it starts

A customer stops sending work.

Steps

1. The manager deactivates the customer.
2. The customer is hidden when entering new trips; its past trips and notices stay as they are.
3. The manager can reactivate the customer later.

Result

Old customers no longer clutter new orders, and their history is kept.

J82 Copy a trip

When it starts

The same job comes round again, for example a regular customer's daily or weekly run.

Steps

1. The manager opens a past or planned trip and chooses Copy.
2. The manager picks the new date; the stops keep their order, places, times of day and load types.
3. The customer, truck, trailer and driver are filled in from the original; the manager can change any of them.
4. The manager enters the new container number, PIN and references.
5. The copy is saved as "to plan" and planned as usual, with the same warnings (J26, J27, J28).

Result

A repeat job is on record in a few clicks, ready to plan.

J83 Send driver alerts during their shift

When it starts

A notice for a driver is created: a trip assigned, changed or cancelled, or an ETA reminder.

Steps

1. The system checks whether the driver is on shift, from the driver's day or night shift and the company's shift hours.
2. On shift, the alert shows on the phone's lock screen straight away.
3. Off shift, the notice waits in the app with no lock-screen alert.
4. When the shift starts, the driver gets one summary alert listing the notices that waited.
5. A change the manager sent with "Notify now" alerts the driver straight away, on shift or not.

Result

Drivers get alerts while working and are not disturbed off shift, except for changes the manager marks as urgent.

Settings used

• Shift hours