Employees (window)

Employees are registered in this window.

The window’s tabs

Use this tab to enter basic information about the employee, such as a name, contact details, whether the employee is a driver or not, whether the employee is associated with a supplier or not, and whether the employee should receive fuel and currency extras.

Function	Explanation
First name	The employee’s first name.
Last name	The employee’s last name.
SMS number	The mobile number to be used when contacting the employee via SMS.
Phone 1	A telephone number for the employee.
Phone 2	A telephone number for the employee.
Mobile phone	A mobile phone number for the employee.
Email	An email address for the employee.
Driver	Select the checkbox if the employee works as a driver. If the checkbox is marked, the driver is visible in dispatch. Instructions on how to create login credentials for the Opter Driver app are available in Creating login credentials for Opter Driver and Fleet 101 K2 Mobile.
Call no	The employee’s call number. Used in dispatch, among other things. A call number is required for each employee who is a driver.
Region	Select the region in which the employee works.
Supplier	If the employee is associated with a supplier, select the supplier with which the employee is associated.
Resource Pricing	Select resource pricing for the employee. It is also possible to add new resource prices or change existing resource prices by pressing .
Crediting interval	To add a note about the credit interval that applies to the employee.
Fuel extra	This setting only applies if the No fuel extra checkbox below is deselected. Select the fuel extra the employee should receive. If no settings are configured here, the following applies: If the employee is associated with a supplier and if a fuel extra setting has been configured for the supplier, that fuel extra setting also applies to the employee. If the employee is associated with a supplier but no fuel extra setting has been configured for the supplier, then the customer’s fuel extra for the supplier applies to the employee. If no fuel extra setting has been configured for the customer, the system’s standard fuel extra setting will apply. If the employee is not associated with a supplier, no resource prices are calculated for it. (The driver in this case is assumed to be directly employed by whoever is using the Opter system concerned). For more information, see Fuel extra (surcharge) and Selecting fuel extra for an employee.
No fuel extra	Choose whether or not the employee should receive a fuel extra: Select the checkbox if the employee should not receive a fuel extra. Deselect the checkbox if the employee should receive a fuel extra. If no setting is configured or if the checkbox is deselected, the description provided for the Fuel extra drop-down list above applies. For more information, see Fuel extra (surcharge) and Selecting fuel extra for an employee.
Currency extra	This setting only applies if the No currency extra checkbox is deselected. If the employee should receive a currency extra, select the currency extra the employee should receive.
No currency extra	If no setting is configured here, the general settings for currency extras under Settings > Offices, in the Currency extra drop-down list on the Pricing tab, will apply. If the general setting should not apply to this employee, use the No currency extra checkbox as follows: Select the checkbox if the employee should not receive a currency extra. Deselect the checkbox if the employee should receive a currency extra.

Details

Other settings

Function	Description
Social security no	The employee’s personal identity number.
Employment date	The employee’s date of employment.
Quit	If the employee has left, enter the end date here.
Employee no	The employee’s unique employment number.
Name	The name of the employee.
c/o	The department in which the employee works.
Street/no. Street/Street No	Street and street number of the employee’s home address.
Postcode/City Postcode/City	Postcode and city/town of the employee’s home address.
Country	Country of the employee’s home address.

Other

Function	Description
Notes	Free text field for internal notes. The description is not displayed anywhere else but here.
Terminal	The terminal with which the employee is associated.
Cost pool	The cost pool with which the employee is associated.

Route optimization settings

Function	Description	Default setting
Allow only automatic calculation of arrival time	Select whether to allow the automatic calculation of ETA on assigned shipments. When this calculation is carried out, only the estimated pickup time and delivery time are updated. The aim is to be able to send out reliable delivery notifications. The setting for this checkbox only applies if the driver (employee) is the primary resource and if the Allow only automatic calculation of arrival time or Allow automatic calculation of route sequence and arrival time checkbox is selected in the office settings and for the service. The office settings have priority over the other settings for this checkbox. For rules and instructions, see Automatic route optimisation.
Allow automatic calculation of route sequence and arrival time	Choose whether to allow the automatic calculation of the route sequence and delivery time. This calculation changes both the route sequence and the estimated delivery times. The aim is to make transport operations as efficient as possible. The setting for this checkbox only applies if the driver (employee) is the primary resource and if the Allow automatic calculation of route sequence and arrival time checkbox is selected in the office settings and for the service. The office settings have priority over the other settings for this checkbox. For rules and instructions, see Automatic route optimisation.
Service time factor	If the driver (employee) is used as a primary resource, a specific Service time factor for the driver can be entered here. An experienced driver may only need 80% of the service time, while an inexperienced driver may need 110%. For more information, see Service time.	100.00%
Driving time factor	If the driver (employee) is used as a primary resource, a specific Driving time factor for the driver can be entered here. If a driver generally needs a longer driving time than calculated, enter a percentage that is higher than 100. Setting a percentage lower than 100 means that the driver has to move faster than the calculated driving time, which is based on factors such as speed limits. For more information, see Driving time.	100.00%
Fallback position	If a driver’s position cannot be determined, for example due to poor mobile coverage, a fallback position can be entered. The fallback position is set in the office settings, but a fallback position for a specific driver can be set here in the employee registry by clicking on and selecting a location on the map or entering the coordinates. If there is a setting there already that is to be changed, click on and select a new location on the map, or enter new coordinates for the driver’s fallback position. For more information, see Vehicle position.	Opter’s Stockholm office.
Home location	Home location can be used to ensure that routes start/end close to the resource’s home so that the system can optimise the route sequence for shipments so that resources are used as efficiently as possible. A home location can be set for a driver by clicking on and selecting a location on the map or entering the coordinates. If there is a setting there already that is to be changed, click on and select a new location on the map, or enter new coordinates for the driver’s home. For more information, see Home location for vehicles and drivers.	–

Advanced

It is only for internal Opter use, and should not be used. Even if a row is added and a value is entered in the table, such as "Service time per stop 180 seconds", it is not used in the route optimisation.

Working Session

On this tab it is possible to view, edit and export working sessions. Working sessions are created based on the activities that the drivers state in Opter Driver, or that the dispatchers add to drivers or vehicles in dispatch.

New rows can be added manually by clicking in a field in the empty row at the bottom of the list. Double-click in the field in the Activity column and a drop-down list will appear, in which it is possible to choose, for example, Working, Sick or On holiday.

Double-click in the From, To, Lunch from and Lunch to fields, and then it is possible to either enter the date and time manually or click on the calendar icon in the field and select the date and time, then click on Close. If the time needs to be adjusted, click in the field again and enter the correct time.

Once changes have been made to working sessions or new working sessions have been created, click on to save the changes.

To export working sessions to Excel, see Exporting working sessions to Excel.

Function	Description
Field with the from-date.	Select the date from which to display working sessions.
Field with the to-date.	Select the date up until which working sessions are to be displayed.
Drop-down list for the time period.	Select the time period for which working sessions are to be displayed.
	If you click at the far left of a row, it will become highlighted, and then you can click on to copy it. To copy several rows at the same time, click at the far left of a row to select it, then press the left Shift key and click at the far left of another row. This will highlight those rows and all the rows in between, and the rows can then all be copied at the same time by clicking .
	Merging working sessions. To merge working sessions, select two or more rows, then click on the scissors icon. How to select two or more rows is described above. If two working sessions are merged, the earliest start time and the latest end time are used. For example, if a working session that is 9.00-12.00 with a working session that is 16.00-21.00 on the same date, the new working session will be 9.00-21.00.
	Export to Excel. First, use the from-date and to-date fields, or the drop-down list, to select the time period. The working sessions that have been found by searching and are currently displayed in the list are the ones that are exported to Excel.
Activity (column)	Double-click in the field in the Activity column and a drop-down list will appear, in which it is possible to choose, for example, Working, Sick or On holiday.
From (column)	Enter the date on and time at which the working session started. Double-click in the From, To, Lunch from and Lunch to fields, and then it is possible to either enter the date and time manually or click on the calendar icon in the field and select the date and time, then click on Close. If the time needs to be adjusted, click in the field again and enter the correct time.
To (column)	Enter the date on and time at which the working session ended.
Lunch from (column)	Enter the date on and time at which the lunch break started. Double-click in the From, To, Lunch from and Lunch to fields, and then it is possible to either enter the date and time manually or click on the calendar icon in the field and select the date and time, then click on Close. If the time needs to be adjusted, click in the field again and enter the correct time.
Lunch to (column)	Enter the date on and time at which the lunch break ended.
Work time (column)	Opter calculates the working time and displays the number of hours and minutes in the column.
of which break (column)	Opter calculates the break time and displays the number of hours and minutes in the column. This shows the break time excluding the lunch break time.
Work time incl. lunch (column)	Opter calculates the working time including the lunch break and displays the number of hours and minutes in the column.
Vehicle (column)	Shows which vehicle was used. If desired, it is possible to enter or change the vehicle for the working session.
Meter start (column)	Enter the mileage reading of the vehicle at the start of the working session, if the number of kilometres the vehicle drives during the working session is to be registered.
Meter stop (column)	Enter the mileage reading of the vehicle at the end of the working session, if the number of kilometres the vehicle drives during the working session is to be registered.
Target cost (column)	Enter the budgeted cost for the resource. If desired, it is possible to enter or change the target cost. For more information, see Specifying a budgeted cost for resources.
Office (column)	Shows at which office the working session was registered.
Comment (column)	Displays comment for the working session. It is possible to enter or change the comment.
Created by (column)	Shows who created the working session. If it says "mdc", it means that the working session was created automatically based on the activities entered in Opter Driver by the driver.

Mobile/web

Function	Explanation
Username (also for mobile device)	Username for logging into the driver web and also into the Opter Driver and Fleet 101 K2 Mobile apps if the user logs in as a driver. For information on how to set the resource type (vehicle or driver) that app users log in as in Opter Driver and how to create login credentials for employees, see Installing Opter Driver for Android.
Password	Password for logging into the driver web and the Opter Driver and Fleet 101 K2 Mobile apps.
Price information	Set whether resource prices should be displayed on the driver web, and whether resource prices should be displayed per day, per shipment or per shipment in the form of price rows.
Internet order settings	Select the internet order setting for the employee on the driver web. To add a new access category or change the access of an existing category, click on and make your changes.
Logon hours	This feature applies to the driver web, but has not yet been implemented.
Skip approval for order changes from mobile devices	The setting only has an effect if App.ApproveChanges = "True". If the mobile data setting App.ApproveChanges is set to "True", the dispatcher must authorise changes made by the driver in Opter Driver. This checkbox allows exceptions to be made for a driver. : Dispatch has to authorise changes made by the driver in Opter Driver. In other words, the setting for App.ApproveChanges applies. : Dispatch does not have to authorise changes made by the driver in Opter Driver. For more information, see Setting how changes made in Opter Driver are approved.
Mobile devices	The mobile devices used by the employee are displayed here.
Mobile device (column)	If “App” is indicated, this means that the employee uses or has used one of the Opter Driver or Fleet 101 K2 Mobile apps. If several mobile device types have been enabled, they will also be displayed here, e.g. “SMS”. If desired, more mobile device types can be enabled under Settings > Mobile data > Mobile device types.
Address (column)	Settings for mobile device types, such as SMS and Transics. If desired, more mobile device types can be enabled under Settings > Mobile data > Mobile device types. For example, if SMS is enabled, use the Address field to enter the mobile number to which the SMS is to be sent.
Address 2 (column)	Settings for mobile device types, such as Transics and DHL.
Active (column)	For information only. The checkbox provides the following information: If the App checkbox is selected, the employee is an active user of the mobile device, i.e. one of the Opter Driver or Fleet 101 K2 Mobile apps. The checkbox also shows what is enabled under Settings > Mobile data > Mobile device types, e.g. SMS, Transics, etc. For example, to enable SMS, click on Show and then Show inactive, select SMS from the list on the left, and save. This only works if Log in as is Driver and/or Assign shipments to is Driver.
Version (column)	This shows which version of the Opter Driver or Fleet 101 K2 Mobile app the employee is using.
Latest use (column)	This shows the date and time at which the employee was last logged into Opter Driver or Fleet 101 K2 Mobile.
OS (column)	This shows which operating system the employee’s mobile device uses, for example Android or iOS.
Version (column)	This shows the version of the operating system in use, for example version 11 (SDK 30).
Model (column)	This shows what model the mobile device is, for example Sony G8441 or Samsung SM-N770F.
Warn if other resource when departure scan from following status (inclusive)	Applies when the driver performs departure scanning at the terminal. If no setting is configured here, the setting on the Mobile/web tab in the vehicle registry applies. If no setting is configured here for the driver or the vehicle, the general setting on the Scanning tab, the office settings, applies. If you want the driver to receive a warning in the Opter Driver app if they perform a departure scan on something that is associated with another resource’s shipment, select the status from which this should take place, for example Assigned. The default setting is Picked up. For more information, see Blocking or warning about another resource when scanning in Opter Driver for iOS.
Warn if other resource when pickup scan from following status (inclusive)	Applies when the driver performs pickup scanning at the sender. If no setting is configured here, the setting on the Mobile/web tab in the vehicle registry applies. If no setting is configured here for the driver or the vehicle, the general setting on the Scanning tab, the office settings, applies. If you want the driver to receive a warning in the Opter Driver app if they perform a pickup scan on something that is associated with another resource’s shipment, select the status from which this should take place, for example Assigned. The default setting is Picked up. For more information, see Blocking or warning about another resource when scanning in Opter Driver for iOS.
Block change of status/resource if other resource when departure scan from following status (inclusive)	Applies when the driver performs departure scanning at the terminal. If no setting is configured here, the setting on the Mobile/web tab in the vehicle registry applies. If no setting is configured here for the driver or the vehicle, the general setting on the Scanning tab, the office settings, applies. If you want no-one other than the person who received the assigned shipment to be able to make changes to the status or resource in the Opter Driver app during departure scanning, select the status from which the block applies, for example Assigned. The default setting is Picked up. For more information, see Blocking or warning about another resource when scanning in Opter Driver for iOS.
Block change of status/resource if other resource when pickup scan from following status (inclusive)	Applies when the driver performs pickup scanning at the sender. If no setting is configured here, the setting on the Mobile/web tab in the vehicle registry applies. If no setting is configured here for the driver or the vehicle, the general setting on the Scanning tab, the office settings, applies. If you want only the person who received the assigned shipment to be able to make changes to the status or resource in the Opter Driver app during pickup scanning, select the status from which the block applies, for example Assigned. The default setting is Picked up. For more information, see Blocking or warning about another resource when scanning in Opter Driver for iOS.

Reference documents

On the Reference documents tab, files that can be opened on other computers can be added. The files that are added are not attached to orders, instead the function works as a file server and is intended for exchanging information. The files are saved in the database.

Function	Explanation
New	Adds a file that is on the computer. It is only possible to add one file at a time.
Delete	Deletes files from the registry. It is only possible to delete one file at a time.
Open	Opens the selected file in the list.
File name (column)	The file name.
Created (column)	When the file was added as a document in Opter.
File name (field)	The file name of the selected file. The file can be renamed by typing the new name and clicking on . Remember to keep the same file extension (for example “.docx”), otherwise the application to use has to be selected when the file is opened.
Comment	Free text. Information about the file. The information is only shown here.