Trips
Records of company vehicle trips with odometer readings, stops and approval, transferred into project costs.
A trip is a record of who drove, when and in which vehicle, with the starting and final odometer reading and with stops (delivery notes, waste disposal, and in transport also loading, unloading and containers). An approved trip is transferred into the project costs.
The list of trips is in the menu under Attendance → Transport on the Jízdy (Trips) tab. The old link to the Trips page leads here automatically. In the mobile app, the trip history is in More → Tools & machines → Rides. Access is controlled by the Role for the Trips module.
How a trip is created
A trip can be recorded in three ways:
- From dispatch and the driver's mobile app - the dispatcher schedules the trip in Transport, and the driver starts it in the mobile app, records stops and ends it.
- From the Dashboard - a worker who has permission for at least one vehicle and does not have another trip running at the moment clicks New trip on the Work reports tab (see below).
- Manually in the list - with the New trip button on the Trips tab. The button is available to the administrator and to users with the editace vlastních (edit own) or editace (edit) level for the Trips module. With the čtení (read) level you record a trip only from the Dashboard.
Trip from the Dashboard
- On the Dashboard, on the Work reports tab, click New trip and in the Create trip step select the vehicle, departure time, project and current odometer reading. Clicking a scheduled trip in the plan on the Dashboard pre-fills the vehicle.
- During the trip, the Dashboard has a Trip management tab. On the Material tab (with access to delivery notes) you can record a New delivery note or New waste disposal; during the trip they are attached to it.
- Change project ends the current trip and immediately starts a new one on another project with the same vehicle and odometer reading.
- End trip fills in the final odometer reading, arrival time, lunch and breaks. The trip moves to the Čeká na schválení (Waiting for approval) status.
Only one started trip can run with one vehicle at a time.
Recording a trip manually
In the New trip form, you fill in the Date and Departure time, the Date and Arrival time, Lunch and Break, Equipment (the vehicle), Project, Initial status (km) and Final status (km) and optionally a comment. A trip without an arrival time is saved as Aktuálně běží (Currently running). The Aktualizovat km stroje (Update machine km) switch writes the Final status (km) to the vehicle (the initial one if it is missing), but never a lower reading than the vehicle already has. Delivery note items (Přidat položku dodacího listu (Add delivery note item)) and attachments can be added to the trip. The administrator always records a trip on behalf of the selected worker (Nahlásit za (Report for)).
Manual trips follow the same setting as work reports (Omezit zpětnou editaci výkazů (Limit retroactive editing of reports) in Nastavení firmy → Výkazy a docházka (Company settings → Work reports and attendance)): anyone who does not have the value Admin in the Práva (Rights) field and does not manage any project cannot create or edit a trip older than the set number of days. Without the limit turned on, there is no limit.
List of trips and statuses
Columns Departure time, Arrival time, Vehicle, Lunch, and for the administrator also User and Status. The administrator has the Osoba (Person) filter, everyone has the period filter.
| Status | Meaning |
|---|---|
| Aktuálně běží | The trip has started and has not ended yet. |
| Čeká na schválení | The trip has ended; the status shows the approver's name. |
| Schváleno (Approved) | The trip is approved and locked. |
Trips scheduled in dispatch show the status Naplánovaná (Scheduled) or Probíhá (řidič v mobilu) (In progress (driver in the mobile app)).
The administrator sees the trips of the whole company. Others see the trips they created or scheduled themselves (including those the administrator recorded on their behalf), trips they approve, and trips from projects they manage. A trip that a dispatcher scheduled for a driver is not visible to the driver in this list on the web; they find it in the mobile app under More → Tools & machines → Rides.
Approving a trip
- The approver of a trip is the project's site manager, whether the trip was created on the Dashboard, recorded manually in the list, or scheduled in Dispatch and started in the mobile app. A trip from Transport without a project gets the dispatcher who scheduled it as its approver. A trip recorded manually by the administrator is approved by the administrator. Editing a trip does not change the approver.
- The assigned approver approves with the icon in the row or the Approve button in the detail. The administrator can approve any waiting trip, including a trip of a project without a site manager, and can select multiple trips and use Approve selection. Trips waiting for you can also be found on the Dashboard in the For approval part, on the Trips tab, where you can approve or delete them. In the mobile app, the same tab is on Home if you are an administrator or lead a project; otherwise it appears only under the conditions described in Dashboard in the mobile app.
- Approval records the transport cost in the project costs: km driven × the vehicle's Nákladová sazba (km) (Cost rate (km)) set in Machines.
- An approved trip can be unlocked and edited by the administrator. After the edit is saved, the trip goes back to the Čeká na schválení status.
- A trip waiting for approval can be edited by its driver or whoever recorded it, the approver and the administrator. The same people can delete it as long as it is not approved. An approved trip cannot be deleted.
A driver who drives via the mobile app can have a work report pre-filled from the trips after the last trip of the day (if the company turns this on in the Transport settings). See Transport and Work reports.