Routes allows you to create recurring routes in just a few clicks, optimize your routes with GPS and keep track of the data for each run.
What is our definition of recurring routes?
The Routes feature helps to plan routes you will have to repeat several times over the course of a given period, at a large number of different addresses, and where the activities to be performed at each address are of the same type. For example:
Seasonal routes and/or routes with a pre-determined frequency i.e. for lawn mowing, fertilization, pool openings/closings, etc.
Routes triggered by a recurring event such as weather i.e. snow removal, shovelling, etc.
Regular routes i.e. deliveries, monthly maintenance, bin collections, etc.
Note
The work order is created when you start the recurring route, so this type of route is intended for services for which you don't need information on your work order before starting it.
Preparing information before creating a route
Before creating a route, we recommend you ensure that:
your contacts addresses are geo-located so that they can appear on the route map Click here to consult the guide: Geo-locate the address of a contact
you have associated labels/tags to your contacts (if necessary) to filter the information quickly (e.g.: Sector 1, Neighbourhood XXX, Tuesday collection, etc.) Click here to consult the guide: Managing labels / tags
Note
We suggest that you create the contracts linked to your routes before creating them. In this way, all your visits generated when you start up your routes will be linked to your contract, and thus in the same job folder.
Creating a route
Step 1: Define the route settings
On Routes, click on the +Route button, then click on the Information tab.
In the Route settings section
Name the route for easy identification (e.g. Route sector A, etc.)
Assign the route to the employee who will execute it (this can be changed later).
Select the "default service" (e.g.: shovelling, salting, etc.)
An audible warning when entering the GPS zone can also be activated, if desired, if you are using automatic tracking.
In the Geofencing settings section
Activate the Automatically complete visits button (once activated, the visit will open when the phone/truck enters the geotagged circle and close automatically when it leaves).
In the Communication settings section
Choose to send communications:
Send snow alerts simultaneously to all addresses
Send real-time alerts to 2, 3, 4 or more addresses in advance
Note
Distance, radius and delay have already been pre-set to ensure correct operation of the application. Contact customer service if you have any questions about these settings.
Step 2: Assign the starting address of the route
By default, the starting address is the one indicated in your Company settings.
To start the route from another address, for example the home address of one of your employees, click on Addresses in the blue band, then:
Click on the address line to open the window
Insert the new address and select the one proposed by Google to geo-locate it
Save Address.
Step 3: Filter the list of addresses to insert in your route
Click on Filters at top right
Fill in the fields according to the following two criteria:
You don't have any contracts/quotes related to your routes, fill in sections 1 and 3
Contact status Active or Deleted
Contact label (area, city, type of service... )
Exclude contact labels
Contact creation date
You have made quotes related to your routes, please complete sections 2 and 3.
Quote status (generally accepted)
Quote date (date range of submissions to ensure correct years)
Quote label (put one label at a time)
Quote items (important, this is what will link your visits to your job file)
Tips
To find your addresses more quickly in your sorting, we recommend 2 options:
Option 1: for routes by sector or by service criteria use labels assigned to your contacts for your filters (ex.: Sector A, Tuesday collection, etc.)
Option 2: for routes created from accepted bids or contracts, use the bid items for your filters (ex.: "2023 fertilization package", "2023 snow removal season", etc.)
Step 4: Select the contacts to insert in the route
Check the box to the left of Contact to select the entire list
Uncheck addresses that should not be included in the route if necessary (e.g. billing address, etc.)
All selected addresses will automatically appear in the Addresses tab on the left side of your screen.
Tips
We recommend a maximum number of addresses per route of about 125 for optimal use of the application.
Step 5: Optimize the route
Click on the Actions button
Select Optimize Route
Click on Save
The addresses will automatically be distributed in the optimal order proposed by Google Maps.
Tips
To change the order of a visit in your route manually, click on the 3 lines to the left of the address (keep the mouse clicked), move to the desired position, click on calculate the route in the Actions button and save
Starting a route
A started route automatically becomes a Run.
It can be started by an administrator/manager and/or by the employee to whom the route has been assigned:
On Routes, click on the desired route
Click on Start
The addresses will then be displayed in the technician's My Day page.
All the technician has to do is go to the first address and continue the route until completion. To pause a route, the technician simply goes to Actions and selects Pause, as well as a number of other options.
Sending communications to your customers when starting a route
To send communications:
On Routes, click on the desired route
In the Actions button, select Edit
Click on the Information tab, scroll down and make your choice:
a. Send snow alerts simultaneously to all addresses
b. Send real-time alerts to 2, 3, 4 or more addresses in advance
Click on Save
Click on Start
In the Actions button, select Send communications
Note
If you want to send communications the day before, simply set it to Pause in the Actions button until the next day.
Tracking where employees are during a run
In order to track the movements of your vehicles during the execution of a route, your technicians will first need tt enable GPS tracking on their mobile device. For more information on how to enable this feature:
Once this feature is activated, here is how to track movements in real time, to manage your operations:
The blue dot indicates the location of your employee's phone. It will move on the map automatically (if you have activated the automated visit opening and closing function) or when the employee starts and closes his visits manually.
The "bubbles" are the geo-located locations of your intervention addresses. They will change from "gray" to "green" when the visit is completed (i.e. when the phone leaves the department or the employee presses "done").
To see the information related to a completed visit, click on the "bubble" and the window will open with the address and time of the start and end of the visit.
Tracking where employees were after the run has been completed
On Routes, click on the Run tab (top right) then:
Open the route for which you want to look at the tracing;
Click on the Actions button
Select Show Trace
When the trace is displayed, you will see:
each address that has been completed will appear in green (NOTE: visits that were not completed will appear in gray)
the details related to the visit will be visible by clicking on the numbered geolocation point. A window will open showing the name of the employee and the time tracking information.
Note
Tracking may take a few seconds to display depending on the number of addresses on your route.
Analyze route information for a given period
After each outing, you'll have access to the following statistics on your route:
number of addresses completed
time and distance covered
To analyze information on a given route:
On Routes, click on the Run tab
Click on Display options, check the boxes to display these columns in the grid
Search by the route name you wish to analyze. You can also analyze several runs at once. The information will be displayed on the grid
Additional tips for routes:
If you are renewing, use a year in the name of the items in your bids (e.g.: Snow Removal 2023, Summer Fertilization 2023, etc.).
If you separate items that require different types of intervention on your quotes (e.g.: Forfait Plus, Fertilization, Crabgrass, Grubs, etc.).
To help you sort contacts easily when creating your routes.
And to give your technicians as much information as possible about the jobs/tasks to be done at each address/visit.
We recommend that you add labels to your contacts with the names of the jobs/tasks so that you can see them on your visit tiles quickly during the execution of the route.
You can use your labels to help you filter your route contacts for your specific needs. Filters give you the opportunity to use labels from your quotes (service contracts) or contacts. Here are a few use cases:
Sector
Annual, monthly, bi-monthly
Fall, Spring
Lawn care, snow removal
Mosquito, parasitic stations
Package 1, Package 2, Package
3 etc....
