How Auto-Scheduling Works

Auto-scheduling creates driver schedules on the scheduler in advance, using driver shift patterns, absences and subcontractor settings, so they are ready to plan work onto when the time arrives.

Switching it on

Auto-scheduling is a company-level setting. If schedules are not being generated for your drivers at all, contact TransMaS support and ask for automatic schedule creation from the driver roster to be switched on for your company.

How far ahead schedules are created

The system generates schedules every day, roughly a week to a week and a half ahead (the window stretches further over weekends and bank holidays). Because of this, a change you make now - such as assigning a new shift pattern - will not appear on the scheduler immediately. To add a schedule right away, use the Add Schedule button at the top of the scheduler, or create one from the quick add menu.

Driver shift patterns

Each driver can be given a shift pattern representing the days they work. The roster system reads the pattern and automatically creates a schedule for each day the driver is on shift. Along the way it fills in the details for you:

The driver's usual vehicle and trailer are taken from their allocation (Drivers > Allocations). A vehicle or trailer that is recorded as off the road for that day is left off the schedule.
Any notes you have set against the day on the Driver Roster are copied onto the schedule.
Bank holidays are skipped, unless the shift pattern is set to ignore bank holidays.

Learn how: Managing Shift Patterns

Absences

Drivers with an approved absence do not have schedules generated, so the scheduler only shows the drivers who are actually available to work. Two details worth knowing:

Only an approved absence stops schedules being created. On TransMaS Plus, a request that is still waiting for approval has no effect until it is approved.
When an absence is approved for dates that already have schedules, those schedules are cancelled automatically and any jobs on them are released for re-planning. If work on a schedule has already started, the approval is blocked until you deal with that schedule first.

There are three ways to add an absence: the quick add menu at the top of the screen, the Add Absence button on the absence screens, or right-clicking a day on the Driver Roster.

Learn more: Managing Driver Absences

Subcontractor settings

If you would like a subcontractor to appear in your schedule list automatically, open their supplier profile and set the auto-scheduling days on the Subcontract tab - tick each day of the week you want a schedule created for them.

Learn more: Managing Suppliers & Subcontractors

Common questions

Why are no schedules being generated? Check, in order: that auto-scheduling is switched on for your company; that the driver has a shift pattern assigned and is on shift that day; that the driver does not have an approved absence; and that a schedule does not already exist for the day (existing schedules are never duplicated).

Why did a driver's schedules disappear? An absence covering those dates was probably approved - approving an absence cancels the driver's schedules on those days.

I marked a driver as available on the roster but no schedule appeared. Availability is a planning marker only - schedules are created from shift patterns, not from availability.

Can I change how far ahead schedules are created? No - the window is fixed at roughly a week to a week and a half ahead.

Using the driver roster - the two-week view of shifts, absences and availability.
Managing Shift Patterns - creating patterns and assigning them to drivers.
Managing Driver Absences - adding, viewing and cancelling absences.
Managing Suppliers & Subcontractors - subcontractor profile settings.