Allocating work to a subcontractor

You allocate work to a subcontractor in TransMaS similarly to your own fleet, with some additional options for rates and documentation.

Before you can allocate work, ensure the following are in place:

• First you will need to add them to your Suppliers list as a subcontractor. You can access this via the Quick Create at the top bar or via the Settings menu. Read more about this here.
• Once you have a supplier, you need to make sure you create a subcontract schedule (record) for the day. These can be set up via the auto scheduler or created manually via the F7 option.

Planning the Work

While you can allocate work from the Scheduler or Open Orders (just like a driver), we recommend using the Scheduler to take advantage of built-in automation.

1. From the Scheduler, drag your order onto the subcontractor schedule. You can also drag several orders at once using multi-mode.

2. The rates window opens listing every job you dropped. Enter the rate you are paying the subcontractor for each job.

   Note: You can leave a rate at zero if you don't want to record the value - the email will show "Rate to confirm" for that job.

3. Check the Confirm records switch and the email address, then click Save and close.

The rates window also gives you per-tonne and percentage rate methods, the last rate you paid the supplier for the same route, and an Apply to all option for rating several jobs at once. See Setting subcontractor rates when allocating work for a full walkthrough.

Confirming and Notifying the Supplier

The bottom of the rates window finalises the job and notifies the supplier.

• Confirm records: This is switched on by default and will finalise the allocation so that it can be completed later. It will also send details to the driver app if your subby is using it.
• Send to: This field prepopulates if the subcontractor has an email address in their profile. Entering at least one email address in the box will automatically trigger the email system. Clear the box to save without emailing.

Click Save and close to confirm your choices and send any emails. You can reopen the window at any time by opening the schedule and clicking Subcontract Actions.

What the Subcontractor Receives

• The Driver App: If the subcontractor uses the app, the job appears automatically once the record is confirmed.
• The Email: One email covering all the jobs you sent, listing each job's order number, collection point, delivery point and agreed rate, along with the assigner name.
• Custom Messaging: You can add permanent custom text (like site requirements or contact info) to these emails via Settings > Depot > Notes > Subcontract Email Notes.
• Terms & Conditions: If you have a "Subcontract Confirmed" document uploaded in Depot Settings, it will be attached to the email automatically.
• The PDF Attachments: They receive one Delivery Note per job.