Find instructions in the published help for your current product and role. Answers quote the guide and link to the full section.
Ask GoPlannr
Choose Ask GoPlannr and describe the screen or action you need help with. It finds matching passages in the published help for your current product and role and links to the complete source. It does not look up or change your operational records. If the guide does not answer your question, choose Review a support message, edit the draft and send it when ready.
Message your team or GoPlannr support
Open Messages from the menu or the message icon. Choose a colleague for a private conversation, or select Group and give it a name. Chat is included on every paid package.
Use Reply on a message to keep the context. Group details lets an admin rename the group or manage members. People added later can read its history. Team conversations are visible only to their members; a message does not change a plan, job or workshop record.
For help with the software, choose Report issue to GoPlannr (Live Chat), enter a short title and send your message. Support conversations and public responses are shared with your organisation. GoPlannr is notified by email; responses appear in the conversation when the team replies.
Unsent messages and new conversation details stay in this tab while you visit another screen. They return after your access is checked and expire after 30 minutes away. Closing or refreshing the tab clears them and warns while work remains. Sign-out, a company change or leaving a test role clears private drafts.
If a save is interrupted, review its original message before choosing Check saved message or Retry original message. Retrying uses the same original message, even if you have since edited the composer. A group creation needs a fresh conversation-list review before another creation. Nothing is resent automatically. Read receipts follow messages actually loaded while the conversation is visible.
Search conversations finds names. Choose Search messages to find Team messages containing all your search words; narrow by conversation, sender or UK dates. Open a result to read nearby messages, then Return to latest. Browsing this earlier view does not mark newer, unseen messages as read. Your unsent draft stays with its conversation. Chat currently supports text; keep documents in the document library. Support remains available for licence questions and tells you if a saved message’s email notification could not be confirmed.
Conversation options are just for you. Pin up to five conversations. Mute quiets that conversation’s unread badge, while Support and work alerts stay on. Mark unread leaves a reminder without changing anyone’s read receipts; leaving and reopening the live conversation clears that reminder. Archive keeps you a member and places the conversation in Archived; a colleague’s new message brings it back. Search still finds archived conversations. If a setting’s save is interrupted, choose Check saved action or Retry original action; neither changes the original request.
Open a message’s options to Save message privately. Saved messages lets you filter by conversation and open the original message with its surrounding discussion. Your draft and reply stay in place. Remove from saved messages removes only your bookmark. Messages stay available while you have access to their conversation. If a save is interrupted, Check original saved action checks its outcome and current state; Retry original saved action uses the same request. Nothing is resent automatically.
Message options also lets you react without sending another message. Choose Like, Love, Laugh, Surprised, Sad or Thanks; choose your current reaction again to remove it. Counts below the message reopen its options. Your own confirmed choice changes immediately; colleagues’ counts refresh while this page is visible or when you return. An interrupted reaction stays separate from your draft: Check original reaction checks its outcome and current choice, and Retry original reaction uses the same request. Nothing is retried automatically. Reactions are for Team messages; Support keeps its existing replies.
Type @ and choose a current colleague to mention them. Arrow keys and Enter choose; Escape closes the list. The selected names below your draft show who will receive the mention. Removing a selection keeps its text. Typing or pasting a name alone never selects a person. Colleagues with the same name and role cannot be distinguished safely, so use plain text. Mentioned you in the conversation list opens the original message. This clears only that mention when it is visible; search, Saved and other earlier views do not clear unseen mentions. Mentions do not send an email or change your muted conversation badge.
How to use GoPlannr
Set up the operation, dispatch the work, prove what happened and turn approved actuals into revenue.
The public product tour
The website pairs illustrated yard views with sample software screens. Open an image to inspect it; the Plan Board chapter shows a sharp, focused view of driver assignments from the fictional test yard, while Messages and Documents let you switch between close-up details. Sample conversations and files are fictional. The illustrations are not live vehicle positions. Use Try it live to explore the software; inside Kit Locator, read the selected day and status to distinguish a planned position from a recorded location.
Reading the updated workspaces
On the Plan Board, read the Collect and Deliver rows, then the By time. Addresses and times still edit in place; Edit opens the full move. Pre-loaded moves keep their recorded loading date. Invoices align the customer, work period, subtotal and status; open any row for the invoice. Search, status tabs and date filters work as before. The workshop inspection register keeps List, Month and Timeline views together.
Plans, Hire sheet and Kit Locator
On a phone, Today, Plans and Kit are the main office destinations; More holds the other work areas, search and help. Plans starts with the new-plan form. Open Saved templates when you want to reuse a day; List and Week views remain below it. List groups each day with Map, Duplicate, Save as template and Delete. The Hire sheet shows current hire count, weekly cost and this month’s committed cost above the monthly records. On a small screen, scroll the sheet sideways to reach all columns and actions. Kit Locator keeps the day strip above search and state filters, with machines grouped by site below. Future days show planned positions, not confirmed deliveries. Set-up keeps its section tabs. Reports offers Drivers, Money, Fleet and Green categories above the export controls.
Finding records in the office
Hire sheet: search kit, site, PO or off-hire reference, then narrow the list by supplier and hire status. Export uses the filtered rows; the summary figures still cover the full sheet.
Toolbox talks: choose Talks sent, Awaiting acknowledgements or Overdue talks, and search by title. Each progress bar counts acknowledged drivers. Open Print briefing records and compliance matrix for the complete audit record.
Timesheets: use status, week and driver search to find a submission. Review any difference between the plan and the submitted hours before using the existing approval actions.
Walkarounds: select a date range to inspect previous checks. Missing-check warnings remain visible. Deliveries keeps outcome, search, list/photos and grouping controls together with the export.
External haulier details and inspection creation open when you need them, leaving more room for the current records.
Safe saves and honest totals
When you save a plan, Move Board change, hired-plant marker, workshop action or Set-up change, GoPlannr now completes the whole change or none of it. A retry cannot silently duplicate accepted work.
If another person has changed the same record first, GoPlannr asks you to refresh rather than replacing their newer work.
Dashboard, Deliveries, Kit Locator, utilisation and reports show an unavailable or retry message when required evidence did not load. They never turn an incomplete read into an all-clear result, complete history or exact total.
Issued invoices and completed assurance evidence stay protected. Use the existing correction, void or replacement action instead of rewriting the original record.
Your normal Plant Haulage workflow has not changed; these checks protect the saves, totals and audit history underneath it.
Documents, certificates and storage
Company files is your private folder library for ordinary business documents. You can create folders, upload, search, rename, move and recover items for 30 days.
Add expiring or dispatch-critical documents through Certificates. The same record and file appear in the protected Certificates & compliance collection — there is no second copy to maintain.
An ordinary file can be turned into a certificate by adding its subject, type and dates. GoPlannr reuses the file you already uploaded.
PDF, JPG, PNG, WebP, DOCX, XLSX, PPTX, CSV and TXT are supported up to 20MB per file. PDF and images preview safely; other files download.
If an Office file cannot be processed safely, save a fresh copy or upload it as a PDF. For a workbook import, save a smaller XLSX copy.
Driver collection, delivery and walkaround photos stay attached to their operational records and do not use the document allowance. The image files expire after 30 days; the office is warned during the final seven days so it can download any copy it needs. Outcomes, notes, signatures and defect history remain.
Starter includes 2GB, Growth 10GB and Elite 25GB. Buy or manage a separate +10GB, +20GB or +50GB monthly add-on in Set-up → Billing. If you exceed the active allowance, existing files remain readable but uploads pause until space is cleared or capacity is restored.
Troubleshooting
I didn't get my sign-in code
Check your spam/junk folder and that the email is spelled correctly. Codes can take a minute. Tap Use a different email to retry. If your org uses its own email domain, the code email is sent via Resend once that’s configured.
I signed in but see “no access”
Your email isn’t linked to an organisation yet. A planner adds you in Set-up → Users & seats and (for drivers) links you to your driver record.
The map is blank or routes won't draw
HGV routing, ETAs and traffic need map routing switched on for your account — contact support to enable it. Live driver dots work without it. Also add postcodes to addresses so they pinpoint accurately.
A route shows a dashed straight line
Still stuck?
Read the full Operating guide for step-by-step detail, or check Legal & data protection. For anything else, raise a tracked ticket below or with the bottom-right support button — a real person picks it up in HQ.
Tell us what’s up and we’ll come back to you — usually within one working day.
GoPlannr — a planning aid. Operators remain responsible for verifying every load against the trailer plate, axle weights, gross combination weight and the operator’s licence.
Programme and Diary
Programme and Diary are a Custom Plant Haulage capability. They remain visible as a locked option on Starter, Growth and Elite so companies can ask GoPlannr about adding them. They share one door in the menu — open it and switch between Programme and Diary with the tabs at the top, the same way Kit switches between Locator and Utilisation.
The Programme is months at a glance: gangs down the side, dates across the top, scrolling sideways up to 17 weeks. It opens on the 4-week close-up, where every square shows its full text; the 8, 13 and 17-week views trade detail for overview — hover any square for the full text, or click it. It works like the spreadsheet it replaces: click a square and type — multiple lines, written exactly as you would write them (PO number, client, job location, contracts manager, anything) — then click away to save. Press Escape to cancel. Click any empty day to start a new square the same way. Drag a square to another gang or day — it keeps its length and text — and drag its right edge to stretch or shrink it across days. The spreadsheet import lives at the bottom of the page: a one-time starter, not the daily workflow.
Squares carry an explicit colour status: Planned, Night work, At risk of cancellation, Cancelled or Remedial. While typing in a square, the colour dots beneath it set the status, and the bin icon removes the square (its audit history is preserved). Colours support the written status; they never replace it.
The Day notes row above the gangs is the banner row from the spreadsheet: one free-type cell per day for on-call names, starts and leavers, or anything the whole office should see. Click, type, click away — clearing the cell removes the note.
Detail rows under each gang (click “Detail rows” on the gang name) hold the per-day cells from the spreadsheet’s gang block: Supervisor, Credit check, Works order, Quote number, Job value and Job contribution — every one a plain type-in cell, clearing a cell removes it. The % row is worked out for you (contribution ÷ value) whenever both cells hold a number, and shows nothing when they don’t.
The Programme is an operational coordination view, not the transport Plan Board. Adding, moving or removing a square never creates a move, allocates a driver, relocates kit or releases work to the Driver app.
The Diary’s Day sheet is the weekly diary workbook, cell for cell: day tabs along the top, the familiar labels down the side, and one free-type column per gang. Click a cell and type — start time, operatives, vans, kit, low-loader moves, the four material blocks, sprayer and sweeper — then click away to save; clearing a cell removes it. The labels are yours too: click one to reword it for the whole company (they start from the standard list, with “PO number” and “Quote number” where the workbook had internal codes).
Review an unfinished previous driver shift
A genuinely active overnight shift remains open across midnight. Once its first recorded progress is more than 13 hours old, any unfinished prior release appears separately in Dashboard → Needs attention today.
A recorded outcome closes its move: delivered, attempted, refused and couldn't-collect all count as finished for this alert, even when the matching progress tap never reached the server from a poor-signal site. The alert only asks about moves with no outcome at all.
The alert does not hide the driver's current released work. Before the next shift controls open, the driver sees What happened on your previous move? and must choose an outcome and give the current site or yard. This also applies if a later plan revision removed the old move. The answer saves on the phone first and syncs to the move conversation and Dashboard; it is not a POD or an automatic Kit Locator update. Open the old plan, reconcile any missing proof or plant location, then use Review and clear only when the record is accurate.
Choose the accurate reason and add a note when useful. GoPlannr records the planner, reason and time in the audit history.
Clearing the alert never marks a move delivered, creates a POD, changes photos or timestamps, relocates kit, or edits the immutable release. Correct genuine driver progress and evidence through their normal workflows.
Recently cleared alerts remain visible on the Dashboard and can be reopened if the decision needs another review.
The list covers the last 7 days, and each driver-day appears at most once. An alert the office never actions ages out on its own — the moves stay on their plan and in billing review, so nothing is lost except the daily reminder.
Plan a day in 5 steps
1
Create a plan
On Plans, pick the date and create it. A plan is one day’s moves.
2
Add moves to a driver
Each active driver has a column. Tap + Add move to add a numbered leg. Re-order with the buttons.
3
Load the machines
Drag an owned machine from the palette, or tap Add plant to search both owned assets and hired plant that is eligible on this plan date. Hired kit does not need a board marker first; choosing it creates the optional reference and assignment together. Unavailable hires remain visible with the reason. A hired item already on another move stays selectable and simply says so — put it on as many moves in the day as the kit really makes, exactly like owned plant, when drivers exchange it mid-shift or a keep-loaded chain hands it on. Once a machine is on the move, tap its name under The load to open its machine card — the same card as Kit Locator — for where it is, live status and maintenance, without leaving the board.
4
Set addresses
Start typing Collect and Deliver, then choose a live suggestion or include a full postcode. A green confirmation means maps, routes and kit location have a verified pin; a red message names exactly what must be corrected, and GoPlannr never keeps an old pin behind new address text. Want gate-level precision? Tap under an address for a three-word pin (like flat.lion.cabin) — it’s optional, and typing an address fills it in automatically. Add the separately labelled and ; GoPlannr can suggest either from an earlier move at that exact address without replacing anything you already entered. Then add the deliver-for time, the flags (already loaded / keep loaded / sit & wait) and the end-of-day . The editor also has an optional tick — the internal lorry-costing decision made while you plan, so the report completes itself. Left alone it sets itself from the addresses, you can still change it in that report later, and it has nothing to do with invoicing.
The overweight check (the safety net)
Every move shows a payload bar: green under 90%, amber at 90%+, and red over the trailer’s limit.
A red banner lists every overweight load — those are never “ready to send”.
A machine with no weight set shows “confirm wt” and counts as 0 t — never silently within limit. Set its weight in Set-up → Fleet when known.
It’s a planning aid — always verify against the trailer plate, axle weights, gross combination weight and your O-licence.
Mileage, map & ETAs
Each driver shows an estimated shift mileage band — green, amber or red against your own thresholds (Set-up → Settings → amber/red miles; 300/350 by default).
Tap HGV mileage on a plan for the real truck-routed figure (avoids roads an HGV can’t take).
Open the Live route map for the day — a smooth, fast map with HGV-routed lines, numbered pins, per-stop arrival times and a Map / Satellite toggle. Drivers sharing location glide across it live. The magnifier on a driver’s card zooms the map to their route.
Planned times vs live ETA. The arrival times on the pins and each driver’s card are planned — HGV drive time counted forward from the day’s start time. When a driver is sharing location, their card also shows a green “Live ~HH:MM to <next drop>” — an estimate from where they actually are right now to their next undelivered stop (it updates as they move and as stops are marked delivered). Where a driver is at this moment is the live dot and breadcrumb trail. Change the start time (top of the map) and every planned time shifts with it; the live ETA is independent of it.
The driver’s Starts location is shown as a larger, bordered control at the top of their board column. Tap it to correct the start point; the mileage and drive-time figures update from that location.
Show one run at a time: tap a driver’s card in the side panel to hide their route, pins and live dot from the map — the card dims and says “hidden — tap to show”. Handy when several routes overlap. The small magnifier on the card zooms the map to that driver’s route.
Route lines follow real roads only — the map never draws a guessed route. If a route can’t be worked out, a plain-English notice says which driver, why, and what to do; a dashed straight line just joins the pins and is left out of the totals.
The floating summary shows the day’s distance, drive time, estimated CO₂e and fuel, and cost — with a trees-to-offset equivalence. Per-driver cards break the same down with a drivers’-hours aid.
Routes and ETAs need map routing switched on for your account (contact support); full postcodes make them more accurate. CO₂e/fuel/cost are planning estimates (DEFRA 2024 artic factor, ~1.5 kg CO₂e per mile).
Dashboard, admin & display
Dashboard — a live RAG view: overweight loads, near-capacity and fleet KPIs. The More detail section covers your recent plans; its miles use the plan board’s measured HGV routes where they’ve been run, otherwise an estimate from the moves’ map pins. Every KPI card opens the rows behind the number (or jumps straight to the matching screen). Recent activity is visible above More detail, with the dates of the first and last plotted plans. The live fleet map and your saved panel preferences remain available. On a phone, Today shows moves done and needs attention first; open More day figures for PODs, live drivers and checks. The Today tiles for moves done, PODs in and checks done also say how they compare with the same weekday last week — the small chip beside the number is the change (“+2”) and the line under it names the day; if there was no plan that day the tile says so rather than guessing. Every figure card shares the same shape — icon, label, number — and the three comparing Today tiles add the chip.
+ New plan at the top right of every page (planners) jumps straight to the new-plan form on the Plans page, as does the ⌘K palette’s “New plan”. The week grid’s + on a day is quicker still: it makes that day’s plan in one tap.
Needs attention today acts in place — a long-open hire offers Still needed (an audited confirmation that quiets the alert for 3 weeks, then asks again) or a jump to record the off-hire; a machine flagged for an activity check offers one-tap V, 0, 1, 2 or 3 recording straight into the audited utilisation day — the same permanent record Kit Utilisation writes, just fewer taps.
Most urgent first, with the money visible. The list always runs urgent → review → routine (the counts sit at the top), so starting at the top is always right. When machines await an activity check, the row also shows what a shift of that kit earns when it works — taken from each machine’s shift rate in Set-up — so you can see what’s riding on the answer. It never claims the kit sat idle; that’s exactly what your V/0/1/2/3 establishes.
The list is complete. Anything in GoPlannr waiting on the office — time-off requests to decide, submitted timesheets to approve, delivered moves without a Paid/Non-paid decision, and every check above — appears here. Clear the list and nothing anywhere else is silently waiting for you.
Address health — every week GoPlannr re-checks your saved sites and upcoming move addresses. A map pin sitting more than 15 miles from its own address’s postcode, or a site saved without a map position, appears here with the fix: open it and re-save the address. Set-up → Sites also shows each site as or at a glance.
Trying the live sandbox
The landing-page sandbox opens the same GoPlannr product as a customer account, in a disposable yard. It is not a separate demo copy.
Load showcase yard fills that real tenant with a coherent worked week across every screen: owned and hired plant, mapped kit, internal and external moves, reports, timesheets, walkarounds, maintenance history, driver tasks, two-way move notes, the activity log, the subcontractor book, customer tracking links, and a populated Programme and Diary. The office bell is live too, with sample items that open the real follow-up screens. Clear the yard removes it all. The Try these three improvements card links to a tomorrow plan with distinct contacts, an eligible unmarked hire and the Driver → My Week release journey. Trial releases update the real driver app snapshot, but never send an external phone message. Sample walkarounds are linked to their vehicles, so the workshop can practise signing off the sample monitor defect through the usual repair form.
Its security check and sign-in services must answer before the yard can open. If one does not respond, the page now stops waiting and names the problem instead of spinning forever. Check the connection and press Try again; CAPTCHA is never bypassed.
Entering an address the software can trust
Address boxes used for maps, routes or kit location suggest your saved sites first, then live UK addresses. Start typing and choose a suggestion, or include the full postcode. A green message means it is map-ready; a red message tells you exactly what still needs correcting.
This applies on the plan board, Hired Plant, External Hauliers and the location fields in Set-up (home yard, depots, saved sites and manual kit corrections). If address checking is temporarily unavailable, GoPlannr keeps the text visibly unverified and never reuses an old or invented pin.
Where saving unverified information is operationally necessary, you must confirm it explicitly. That record will remain off the map until its address or what3words pin is corrected.
Hired-in plant: reference marker or transport move
Show as reference today puts the hire on today’s plan as a clearly labelled reference only. It does not create a move, choose a driver, calculate a route or mileage, enter the payload check, dispatch work or imply that the kit will move that day. Remove the marker on the board without changing the hire record or Kit Locator. If the kit belongs on an existing driver job, edit that move and choose Add plant. The searchable picker includes owned assets and every hired item eligible on that date, whether or not it already has a board reference. Its supplier, location, weight and any unavailable reason are shown before selection. Its recorded weight then joins that move’s payload and dispatch information. Repeat Add plant for each hired machine carried on the same lorry; every item remains separately removable and the complete ordered load is used by payload checks and driver handoffs. Create a separate delivery or return leg from Hired Plant when the journey itself still needs planning.
Plan delivery move and Plan return move are the separate, explicit transport actions. They create real moves from the hire’s recorded current location, with the real destination left for you to enter when it is not known. A return uses a supplier depot only when a full depot address was actually saved — GoPlannr never invents “supplier depot”. The leg lands in the Hired planttray; choose a driver (or drag it onto their card) when one of your lorries is hauling it, and the usual checks, dispatch and POD apply.
Give the hire a weight on the Hired Plant page and its legs join the overweight check exactly like owned plant. No weight recorded = the board flags “confirm wt” rather than assuming it’s fine.
When hired plant is attached to a move, its recorded label travels with that move just like owned plant. Check it on the Run Sheet, print, copy, either WhatsApp option, the active driver shift, My Week and previous days, and CSV or calendar downloads. Each item appears once; the passive board reference still does not create transport. Review app release names the hired items on each driver move before you send it.
Every date-eligible hire is listed on the Kit Locator. Today, a loaded assignment is shown on the carrying lorry and uses fresh driver GPS when available. Future days show the last planned delivery for each separately assigned item; collection-only keep-loaded work is labelled as on a lorry without inventing a site pin. It gets a navy “H” marker only when its current or planned location resolves to a verified map position. “Not on map” means the row exists but its address needs completing or correcting on the Hire sheet — it is not silently counted as a pin. Map controls stay behind the plant detail drawer, so opening a machine file never covers its maintenance or cost details with the Map / Satellite switch.
Kit utilisation (the spreadsheet that fills itself in)
Locator and Utilisation are one Kit home. The menu’s single Kit entry opens the Locator — where everything is — and the tabs at the top of either page switch to Utilisation. Where it is and what it earned, one tap apart.
Kit utilisation shows each machine’s month like the old paper sheet — but it counts where the kit actually is: a machine delivered to a site counts 1 for every day it stays there working, not just the day it moved. Worked at two different sites in one day = 2.
Back in the yard = 0. The day it gets back doesn’t count as idle — idle starts the following day. Off the road = V, stamped automatically from the workshop flow. Kit with no known location can’t claim to be earning or idle, so it stays unconfirmed until a planner verifies the day or records its location.
Select any day to see which site it was on (or the moves that day), then verify it with V, 0, 1, 2 or 3. V records an off-road report day; the numbers record activities. The original evidence and every planner revision remain visible. Set a £/shift rate on a machine to price its confirmed idle days.
One machine, one card.Open machine card inside a machine’s row opens the same slide-over as Kit Locator and Set-up — where it is, live status, upcoming jobs, maintenance and lifetime cost, with the location correctable in place. Tapping a machine’s name in the Maintenance & Workshop register opens the same card, and the full workshop file is the Full file link inside it.
Kit Locator keeps location and utilisation separate. If a machine stays at one recorded location for five days, it says Review due rather than guessing “working” or “idle”. Open the machine, check what is really happening and use the direct V / 0 / 1 / 2 / 3 link. The dashboard shows the same review queue; future map pins remain planned locations, not today’s activity status.
Find anything fast (Ctrl+K)
Your office menu follows the working day. Team chat sits in Plan (Operate for specialist products). On a shorter screen, choose a section heading to open its links; the section for your current page opens when you navigate. Support, settings where your role permits them, Help and your account stay at the foot of the menu. Phone navigation remains available in the header and More.
The menu shows one door per feature, and only what you use. Modules you haven’t unlocked and rarely-used screens (like Training) live under your account menu — your name at the foot of the left-hand menu, or your initials top right on a phone — instead of padding the sidebar. Search sits at the top of that menu and always finds every screen by name. Add your photo from the account menu; until you do, your initials stand in.
See your full account details. Open your account menu to read your name, email, company and role. Long details wrap to fit the screen; the sidebar keeps a compact account row. The menu stays visible over dashboard cards. On a short screen, scroll inside the account menu to reach all its actions.
The bell knows what needs an answer. Open the bell from any screen and the top section lists the same rows as the dashboard’s Needs attention today, each linking to where you answer it; the sidebar’s Dashboard row shows the count. Both refresh when you open the bell, when you move between screens and when you come back to the tab; if a refresh fails, the last answer stays with the time it was checked. The one-tap actions themselves stay on the dashboard.
Everything about your drivers is one door. The Drivers entry opens Walkarounds, with tabs across the top for Deliveries & PODs, Toolbox Talks (where your package includes it), Timesheets and Availability — the same switch-on-the-page pattern as Kit and Programme & Diary.
Set up your company one step at a time. Open Set-up to add your yard, kit, drivers, team access and certificates. Save each task as you go; Setup Health checks the saved records and explains anything still missing. Regular sites are optional. A first plan and a released move with returned driver proof complete the working checks. Revisit any step whenever you need, or use All settings and each register’s Edit records link to amend details later. Once every required setup step shows done, its menu entry retires — find it any time via Search or your account menu. If something later needs attention (a document expires, say), the entry comes back on your next visit to the page, and the dashboard’s Needs-attention feed flags setup gaps in the meantime. If a driver is added but their invitation cannot be confirmed, the driver remains saved: check their app access in before sending another invitation. Do not add the same driver again. After an interrupted save, check the saved records before retrying. Certificate drafts keep their details if a person or asset becomes unavailable; choose the correct owner before saving. The handover check needs a completed delivery with recorded evidence; photos or notes can support a valid unattended drop.
Paste a brief (fast entry)
On a plan, tap Paste a brief and drop in a free-text day. It’s parsed deterministically (no AI) into drivers and moves to preview, then inserted on confirm. Drivers are matched to your records by lorry reg or name. Example:
Mark Fielding, MF73 VKP, 07432 458828
1
Collect Yard
13t Excavator
Deliver M1 Southbound J9-8 for 21:30 ///filled.count.soap
Sit & Wait
Park ALCO
For spreadsheets, dropped email files, pasted tables or multi-day order sheets, use Optimise (Beta). It is included in Elite and can be selected by GoPlannr HQ in a Custom package; Starter and Growth do not include it. It keeps every source item visible, checks dated availability and builds a proposal. A named planner must resolve every required decision and choose I have checked this plan before Auto-built work can be released.
Day Health, costing & saved sites
Is this day ready? is the handoff gate. Red issues such as overweight loads, missing addresses, unavailable drivers, expired paperwork, maintenance holds and over-hours runs stop driver-app release, run-sheet copy/print, WhatsApp and plan downloads alike. Route-based mileage and hours belong to the exact move order shown; after an edit, the previous figures disappear while the current route refreshes. Planning clash checks also flag advisory clashes, such as one machine on different drivers or a driver due at two sites at once, for the planner to review.
Plant location checks separate drafts from evidence. An earlier unreleased draft that has passed does not move a machine on today’s plan. A started, released earlier move with no recorded outcome shows a red location-unconfirmed item and asks that driver for the facts. The office must confirm the plant's current location before app release; the driver's answer alone does not relocate it. Future planned deliveries remain useful forecasts, while completed deliveries and newer confirmed locations take precedence. Ordinary address-mismatch warnings still need review before release.
Kit in the workshop can still work its day. When a lorry, trailer or machine is booked in (or due a check) on the plan date, its block offers Planned around the workshop visit? — record how the day works (someone drives it to the garage; it does the paver job after the PMI) and the block becomes a visible warning for that date only. The note is required and lands in the activity log, and the release gate honours the same record server-side. Driver-reported do not drive defects and overdue legal inspections can never be acknowledged away.
The running-cost estimate shows the day’s cost from the shift miles. Set your all-in £/mile once — in the plan bar or in Set-up → Settings — and it applies for every planner on every device. Tap HGV mileage first for routed figures.
Saved sites — address boxes suggest places you’ve used before, so repeat sites are one tap and spelt the same every time.
Duplicate a plan from the Plans list to copy a whole day (moves and machines) to a new date.
Deliveries (POD) & the driver app
Drivers can install the app to their phone home screen (tap Install on their moves screen) for one-tap access — no app store.
Review app release = publish selected drivers. On any date, including tomorrow, tap Review app release. GoPlannr preselects drivers with new or changed work and shows who is not released, has changes ready, is up to date or is already released. Release only the people who need the update; each selected driver immediately receives their complete day while unselected drafts stay private. The order stays exactly as shown; use Best order on a driver first to preview mileage savings and confirm any reordering. The result confirms App updated first and reports optional phone-alert delivery separately. A driver can always receive the released day in GoPlannr even when phone notifications are disabled, unsupported or temporarily fail.
Tomorrow is visible the moment it is released. A released future day shows as a banner at the top of the driver’s screen — even while today’s work is still on — linking to My Week, the read-only view of every released future day. Progress, POD and walkaround controls unlock on the plan date.
A failed collection has its own exit. On the collect leg, once arrived, the driver can tap “Can’t collect? Record a failed collection” — a required note explaining why (locked compound, kit blocked in, site refused release), with an optional photo, closes the move as Couldn’t collect. The machine is never marked loaded, so the Kit Locator keeps it at its site, and the move shows under Deliveries & PODs with its own filter for rebooking. Every planner is also emailed within minutes of any non-delivered outcome (couldn’t deliver, refused, or couldn’t collect) — even when the driver was out of signal and the outcome syncs later. Never confirm a load that didn’t happen to reach an outcome.
A photo is never required to carry on. If a phone camera fails or hands back nothing, the collection and delivery sheets say so plainly and offer “Confirm loaded without photos” / continue-without-photo paths, so a shift can never jam on a broken camera. Photos taken on a dead-signal site attach themselves to the saved record when the phone finds signal again — retries only ever fill in what the office is missing and never overwrite anything already saved. Drivers enable alerts once with in the app — (Apple only allows alerts for installed apps). A released day is live, so an open phone updates on its own.
Timesheets & emergency contacts
Drivers fill in their week on the app — it’s pre-ticked from the days they had moves, so most weeks are a couple of taps: correct anything, tick any night-outs (subsistence), sign and submit.
New sheets land in Timesheets — and the bell rings so you know one’s in. Tap Approve & send — it’s stamped with your name and emailed to your primary and cover authorisers (set up to five emails in Set-up → Settings). You can also Edit the days right in the queue to fix a small mistake, Send back with a reason, or Print / save PDF a copy.
Every sheet opens its driver’s card. Tap the driver’s name on a sheet — or in the Availability lists — for the person in one place: their lorry and trailer, a call button, whether they’re off today, today’s moves, booked time off and where their latest timesheet sits.
Add your out-of-hours emergency contacts in Set-up → Settings — drivers get them as one-tap call buttons in the app.
Fuel receipts from drivers
This is included in Growth and Elite, or when GoPlannr HQ adds it to a tailored Custom package.
Drivers use the Fuel receipts card on My moves and tap Take photo or choose receipt. The driver and date are added automatically.
The office bell rings as soon as the private file has passed its upload checks.
Open Fuel receipts to view or download any receipt later. The original also sits in Company files under Finance & insurance.
Import your fuel-card statement — export it as a CSV and drop it in on the same page. GoPlannr reads the date, registration, litres and cost (it tells you which column it read for each), then shows what a mile actually cost against your measured route miles under Reports → Money. A registration that matches no lorry is kept visible and left out of the figure rather than quietly added in, and importing the same statement twice never counts the fuel twice.
Notes & customer tracking
The board has two views: Board (driver columns) and Map.
Every move has a live two-way notes thread with the driver — a change of plan lands without a phone call.
Share tracking (move menu) gives a customer or site a secure link showing only that move’s site, booked-for time, live stage and the driver’s first name — nothing else.
Bulk-select moves to reassign, sub out or delete together; destructive actions show an Undo for a few seconds.
Customers, completed work & invoices
Add customers — with a contact name, email and phone — and a default rate (flat per move, or per mile) in Set-up → Customers. You can add an optional customer or job reference to a move for operational context. Email and phone are editable right in the table; the email is where invoices, statements and overdue reminders go.
Planning and billing are separate. Completing a move proves the operation is finished; it does not automatically charge a customer, and Make a Plan does not ask for a charge type or price. Open Invoices and use Completed work to review to mark delivered work Ready to invoice or Internal / excluded. Work without a customer stays under Needs customer until you decide what to do with it.
In Invoices, choose New invoice. Start blank or bring in delivered work you have approved, recharged external work and configured abortive runs, then mix in free-typed hire or service lines.
Save incomplete prices as a draft. Sending requires every line to have a description, positive quantity and non-negative price. Sent invoices are locked and remain in Sent history even after they are paid or void; VAT appears only when configured in Settings.
The top of Invoices shows revenue & receivables — outstanding, overdue, aged debt and top customers; each customer has a printable statement. Sent invoices past their due date are flagged in the daily morning digest email with a link here, and customers with chasing enabled receive polite automatic reminders — so overdue money never depends on remembering to open this screen.
On Reports, the “What each customer really earns you” panel puts each customer’s revenue against the cost of doing their work — so you can see who pays their way and who just keeps you busy.
External hauliers: spend, margin & the subcontractor report
Sub out on a move sends it to External Hauliers with a printable purchase order and a recorded who-pays decision (our cost or recharged to a customer). Confirming Done also updates where the kit is on the Kit Locator.
Paid or Non-paid on each job — the same one-tap costing tick as the plan board, next to “who pays”. Left alone it follows the who-pays decision (customer-recharged counts Paid); tick to decide it yourself. Costing views and the CSV use it — it never touches invoicing.
Pick the reporting period above the KPI cards — this week, last week, this month, this FY, last FY or a custom range — and the spend and margin cards follow it. It is the same period control Reports uses, so one habit covers every money report.
Print report by subcontractor produces a professional print-out on your own letterhead for the chosen period: each subcontractor’s jobs with PO, pay-sub price, customer charge, margin and status, subtotals per subcontractor and honest grand totals (committed work only; margin only where a charge was recorded). The CSV export stays beside the job log for spreadsheet work.
Paid vs non-paid lorry costing — not invoicing
The money reports share one switch. Tabs at the top of Reports and this costing report move between them — and to the External Hauliers report where that module is on — so the money questions live in one frame instead of three remembered screens.
Every reports tab prints. Drivers and Fleet offer Print / PDF, Word and email; Money and Green offer Print / PDF (they run on their own fixed windows, so they have no date picker — and their figures are built on the server, so a Word or email copy could not carry what you see). Whatever you print carries a heading with your company name, which report it is and the date. Kit utilisation, Paid vs non-paid, External hauliers, the Programme summary, compliance and the evidence pack all have their own PDF or print button too.
The Friday driver report: on Reports → Drivers, pick This week or Last week, and click any name under Drivers in this report to leave them out (click again — or “Include everyone” — to bring them back). The Full breakdown table shows each driver’s moves and paid moves for the week, and every export (CSV, Word, email) uses exactly the drivers and period on screen. If any weekday in the period has no plan and no quiet-day confirmation, a banner names those days — on screen and in the Word and email exports — so a short week is never silently read as a quiet one.
Open the prominent Reports → Drivers → Paid vs non-paid lorry costing to review completed moves by plan date, driver and operational status. The screen, professional PDF and CSV use the same filtered rows and totals.
Leave out any driver — the Drivers row of chips starts with everyone included; tap a name to leave them out (tap again to bring them back, or use All / None), then Apply. “Everyone except one driver” is one report, and the header, PDF and CSV name exactly who is included.
Choose Download professional PDF for a GoPlannr-branded management report. It includes paid, non-paid and Needs review totals, paid share, the driver with the most paid moves, the most productive date and the best lorry shift. Genuine ties are shown rather than hidden.
Paid, Non-paid and Needs review describe whether a movement earned value for the lorry shift. They do not mean an invoice, customer, subcontractor or driver was paid.
The full lorry day cost is divided only by the paid moves. For example, a £760 shift with four completed moves and two marked Paid shows £760 ÷ 2 = £380 per paid move. Non-paid moves remain visible and Needs review is never guessed.
Compliance & documents
The Fleet compliance panel on the dashboard scores how legal & safe the fleet is right now — inspections due, off-road kit, driver defects, daily checks and document expiries.
Keep your O-licence, insurance and vehicle documents with their expiry in Set-up → Documents; anything lapsing flags on the score.
Drivers run a daily walkaround check on their phone; defects reach the fitter in Maintenance and block dispatch in Day Health.
The full Compliance report lists every item, printable for your transport file or a DVSA visit.
For an audit or DVSA visit, the Evidence pack builds one PDF in your company’s name: the certificate register, planned inspections with due state, walkaround checks, workshop history, rectification work orders and repeat-defect analysis. The ZIP alongside it carries the same data as spreadsheets plus the original certificate files.
Branding, depots, reports & your data
Your logo, your colours — set your logo plus a primary and secondary brand colour in Set-up → Settings. Buttons, active tabs and accents across the app follow them, and every tracking link, invoice and purchase order your customers see carries your branding, not ours. The GoPlannr logo itself always keeps its own colours.
More than one yard? On a Custom package with Multi-depot enabled, add Depots in Set-up → Fleet & plant and assign kit, road vehicles, trailers, drivers and sites to theirs. Put genuinely company-wide fleet in the explicit Shared pool; an unassigned record is a setup gap, not shared kit.
Emailed reports — in Settings, pick a report (fleet KPIs, compliance, external spend, money owed), how often, and who gets it. It arrives as a spreadsheet without anyone remembering to run it.
Your data is yours — Settings → Your data lets you download everything as a ZIP of spreadsheets any time, or delete the organisation with a 7-day cooling-off window to change your mind.
Premium tools and packages
The core planning, dispatch, driver and proof workflow is included in every package. Premium capabilities show a on the menu until your package includes them.
Maintenance & Workshop — a digital SMR planner for PMI, MOT, tacho and VED, with auto-reminders and a dedicated fitter Workshop. A due date schedules the reminder; it does not imply every projected cycle date is an unavailable day. Use Set off-road dates for the actual period the asset cannot work; that greys it on the plan board and can send the usual driver a take-it-in task. For in-house work, Reserve workshop bay separately on the job card. Both workflows record where the work happens and keep their purposes clear. The hold is also a dispatch blocker: kit, a trailer or a road vehicle due its check that day raises a red Day-Health issue even if it was assigned before the check was scheduled. There is no “send anyway” route: Release to driver app re-checks the live maintenance diary on the server before releasing anything, so a stale open plan cannot bypass a new hold. In Set-up, every road vehicle is recorded as an articulated tractor unit, rigid truck, 7.5t lorry, tanker sprayer, sweeper, van, car or other vehicle. Maintenance and fitter Assets use those real categories, and suggested schedules add HGV-specific PMI and tacho checks to the HGV-category vehicles.
Parts follow the job: completing a check (or logging a part on a work order) picks from the parts store — stock comes off the shelf automatically, the parts £ pre-fills, and choosing Other adds the part to the store so it exists next time. Low-stock parts flag for re-ordering.
External Hauliers — log every subcontracted move with its PO and price, see monthly/FY totals, and compare in-house vs external. “What’s moving” picks from your real kit (owned and hired) with its current location and weight — kit at two locations books two moves, the load gets the same as the plan board, and instructions travel with the PO. Add an optional when the carrier must arrive by; it appears on the saved order, printed PO, CSV export and the email the carrier receives. Once a price is quoted, sends the order from GoPlannr, marks the job ordered only after the provider accepts it, and shows separate and evidence. Add the carrier’s email in the Subcontractor directory first; Resend email safely creates a new recorded version. Printing remains available. Collection and delivery use the same saved-site and live address suggestions as the plan board. GoPlannr checks both before saving; an incomplete address must be corrected or explicitly saved as unverified, and selected kit with no current location is blocked until Kit Locator is corrected. Booked kit shows on the Kit Locator; when the move’s date passes, it queues at the top of the page until you tap . The job, every linked owned machine and every linked hired item then update together: the hire sheet entry and the Kit Locator use the delivery address and its verified pin. If any linked location cannot be updated, the whole action fails and the job remains ordered instead of being left half-finished.
Green — your carbon footprint (SECR)
The Green tab on Reports shows your fleet’s CO₂e for the financial year — the total, kg per mile and per move, a monthly chart, and who it comes from (by customer and by driver).
What’s measured vs estimated: the planning figures are worked out from your planned moves using the official DEFRA 2024 factors — honest estimates, and every screen says so. But because drivers now enter the odometer reading on every daily check, the Green tab also shows What the odometers say — the real miles each lorry covered, with the diesel, cost and CO₂e that follow — and a Planned vs actual table per lorry, so you can see who’s detouring and which jobs run further than quoted. Actual-mileage figures use the DEFRA distance method — the audit-defensible kind.
SECR is the UK rule that asks larger firms to report their energy use and carbon each year — tap Print SECR-ready report for a one-page report with the totals, intensity ratio and methodology that a tender or auditor asks for.
The empty running figure (approximate, judged from addresses) shows how often a lorry set off empty — pairing a nearby collection with the previous delivery cuts it, and the fuel bill with it.
Roles & access
Planner — full edit; sees the dashboard, board, admin.
Driver — read-only; sees only their own moves (weights hidden).
Workshop / maintenance — for a fitter, mechanic or Transport Manager. Lands in the separate workshop app (when Maintenance is enabled) for jobs, parts, inspections, defects, SMR and compliance; no planning board, finance or Set-up access.
Finance — pays the bills; sees Invoices and External Hauliers only. Planners decide, finance pays.
Sign in with your email and password — or tap “Email me a code instead” for a one-time code.
Signed yourself up? Confirm your email from the link we sent (the banner offers a resend) — it keeps your account recoverable, since password resets and codes go to that address.
Add people in Set-up → Your team; link a driver login to their driver record so they only see their own work.
Turning access off. Deactivating a driver in Set-up → Drivers now also stops their login — they can no longer sign in, on any device, from that moment. For anyone else (or a temporary block), use Suspend access on their row in Set-up → Users — reversible with Restore access, and it keeps their account and history. Revoke removes the login entirely. A person whose access is off sees a plain “your access has been removed” screen.
Tracked support tickets
Tap the round support button at the bottom-right of any office page, or use the form below. Both routes create a tracked ticket — they are not disappearing chat messages.
The ticket reaches GoPlannr HQ, alerts the HQ admin bell and emails the admin list plus info.goplannr@gmail.com. Replies sent from HQ are emailed to the person who raised it and remain visible under My support tickets.
Leave changes and completed external moves
When a driver cancels time off, the office bell says who cancelled and Staff availability refreshes across open screens. The removed absence no longer remains on the calendar.
For annual leave, both the office form and the driver app ask whether Saturday and Sunday count. Choose No for Monday–Friday staff; choose Yes only when that person normally works weekends. The choice controls the calendar, the counted leave-day summary and plan-board availability warnings.
Once an external move is marked Done or invoiced, its row saysrecord locked. It cannot be deleted or have its spend silently removed; corrections must preserve the financial and audit history.
Training now opens with What changed recently, fed from the same release notes shown in the app, so major workflow changes do not leave the Academy behind.
Understand and correct kit utilisation
Choose any month, then use Month map, Week map for a true seven-day slice, or Machine detail for one expanded timeline. The Needs attention and Other machines groups keep long fleets manageable.
Worked value is productive machine-days multiplied by the saved shift rate. Idle exposure is shown separately, and any total with a missing contributing rate is clearly marked partial or incomplete.
Every summary is a button. Open Confirmed idle cost, Long-idle machines, Off-road capacity, Site visits or Location gaps to see the machines and days behind the number.
Select a finding, then Explain this day, to see the confirmed location, driver, site, completed move and plan evidence used by the calculation.
Only delivered work creates movement and site-visit counts. A recorded location snapshot can confirm where kit stood, but it cannot invent a trip or inflate utilisation.
A Location gap means GoPlannr cannot prove where the machine was; it is never guessed or charged as idle. A planner can choose Record confirmed location to add a saved depot/site or known address from that historical date.
Weekend work counts when you record it. Weekends sit outside normal capacity, so an untouched Saturday never charges idle — but if a machine worked, open the day and record 1–3 activities. The day then counts as a worked day with its day-rate value. V and 0 stay weekday-only: a weekend can add worked value but can never be penalised.
Every manual correction keeps who recorded it, when they recorded it and the optional note. The affected day and carried-forward days recalculate immediately.
Use Print PDF to download a GoPlannr-branded summary of the currently selected week or month. Its rows and totals use the same visible period model as the map and CSV.
Run several depots without changing single-yard work
Multi-depot is available only on a Custom package when GoPlannr HQ enables it. Starter, Growth and Elite remain single-yard packages.
Eligible organisations see one small selector above the office and workshop. Choose All depots, one named depot or the explicit Shared pool; GoPlannr remembers the last valid choice.
Plans, dashboards, reports, searches, finance, maintenance, people and exports follow that scope. A named depot plan uses its own yard as the route start and finish.
Shared drivers and fleet can be planned by any depot, but Shared-pool capacity and maintenance totals are counted once. Customers, billing settings and general company documents remain company-wide.
Single-yard customers see no selector, no empty depot fields and no change to their existing workflow.
No road route could be worked out for that run — usually a vague address. The map’s notice says which driver and why. Add a full postcode (or pick a saved site) and it will route properly. The dashed line just joins the pins — it isn’t a route, and it’s left out of the day’s totals.
A driver isn't appearing on the map
They only show when they tap Share my location. It’s opt-in and stays off until they turn it on. Check the driver allowed location permission on their phone.
A load shows red / overweight
It’s over the trailer’s payload cap. The banner suggests what to take off. Set unknown machine weights in Set-up → Fleet & plant, and confirm the trailer’s real plate, axle and gross combination limits before handing over the day.
The WhatsApp compose didn't open or email the office note
First clear every red Day Health issue and allow pop-ups for GoPlannr. After those checks pass, WhatsApp opens a compose with the run sheet. The optional office preparation note needs email sending switched on for your account. GoPlannr cannot verify that you press WhatsApp’s Send button or that the driver receives the message.
Deliveries & PODs tab says it isn't enabled
Proof of delivery isn’t switched on for your account yet. Contact support and we’ll enable it — then deliveries your drivers capture will appear here.
Optimise shows an Elite / Custom package lock
Optimise (Beta) is not included in Starter or Growth. Upgrade Plant Haulage to Elite, or ask GoPlannr HQ to add Optimise to an agreed Custom package. An HQ rollout switch can pause or stage an entitled workspace, but it cannot grant Optimise to another package.
Maintenance, External Hauliers or Toolbox shows a padlock / “Upgrade” screen
Those tools come with the Growth and Elite packages and your account is on a lower one. Everything else keeps working. Upgrade the package in Set-up → Billing — card payment through Stripe, and it switches on the moment payment goes through.
Changes aren't showing for a teammate
The board updates live, but if something looks stale, refresh the page. If a new feature was just deployed, a redeploy and a hard refresh picks it up.
While typing in a Day sheet cell, GoPlannr suggests your drivers, plant and vehicle registrations from Set-up — suggestions only, anything you type is accepted.
The Low loader week tab (after the day tabs) is the workbook’s low-loader diary as a live view: the week’s planned moves per driver with day and week totals, straight from Make a Plan. It is read-only here — click a move to open its plan. Nothing is ever typed twice.
Below the Day sheet, Daily Operations carries the governed side of the day — bring work in from the Programme (the PO number, client, job location, contracts manager, gang, foreman and supervisor are copied for you), record costs, and close the day.
Everything in a Diary entry stays free-type for changes on the day — operatives and split gangs, job type, kit notes and anything else. You can also edit the PO number on the day. Costs need no PO record: record materials with tonnes and rates, low-loader moves with rates, and any other cost (a sprayer hire, a skip) as a simple description and amount. Later Programme edits never silently rewrite a Diary day, and closing the day makes its entries read-only.
Record each material with its tonnes, rate per tonne and optional delivery reference — GoPlannr calculates the line cost and totals. Record low-loader moves with an in-house or external provider, who did the work, how many moves and the rate per move. No linked purchase-order record is required, and nothing here changes invoicing or payment.
Finance can read the daily actuals, while planners can add, edit or remove them until the day is closed. Removal preserves the audit history.
Under Kit for this Diary entry, choose an owned or hired item from Kit Locator. The list is limited to the Plant product, depot and valid hire dates. GoPlannr records what you selected and warns separately if Kit Locator later reports a different current location.
That kit link is a coordinator reference only: it does not reserve or move the item, create a Plan Board move, release work to a driver or change Kit Locator custody. Use the free-text kit note for anything not represented by an asset record.
Programme KPIs (on the Programme tab) review a date range and optional depot, grouped by PO number: Diary activity, material tonnes and costs, low-loader moves and costs, and any other day costs — on screen, as CSV and as a GoPlannr-branded PDF. Recorded Programme costs are only the lines entered in the Diary; they are not invoice value, payment status or final profit.
Use Workbook preview to bring in a macro-free Programme or weekly Diary XLSX up to 10MB. GoPlannr reads it temporarily and shows the file fingerprint, source sheet/cells, dates, status evidence and material/low-loader proposals. Nothing is saved until a planner selects blocker-free rows and applies them.
Programme rows become free-type squares exactly as written, mapped to an existing GoPlannr gang. Diary rows link to an existing Programme square covering that date and become editable Diary entries with their materials and low-loader lines.
Workbook kit wording remains an editable note. It never links, reserves, moves or relocates plant. Each confirmed import keeps its evidence, and an untouched batch can be undone; once anything imported is edited, undo is deliberately blocked to protect later work.
Neither the Programme nor the Diary creates a Plan Board move, alters a driver release, moves kit, raises an invoice or changes payment settlement. Transport planning remains a separate, deliberate planner action in Make a Plan.
Clear every red item under Is this day ready?, then tap Review app release, check each driver’s status and select only the people whose complete day is ready. Future work appears immediately in their read-only My Week; progress, POD and walkaround controls unlock on the plan date. Missing contact details warn but do not block release. Run sheets, WhatsApp and exports remain under Share & export as optional fallbacks, and every handoff uses the same red Day Health gate. If the plan has just changed, GoPlannr shows Refreshing route and hours… and waits for that exact calculation before releasing or sharing; an older result cannot block or clear the updated plan.
If the mileage looks wrong, you are never stuck. The miles and hours checks come from GoPlannr’s road-route estimate, and a mis-pinned address can inflate them (hover a driver’s mileage chip to see the day leg by leg — one wildly long leg means that address pinned to the wrong place; add or fix its postcode). When over-miles or over-hours is the only red item, the release check offers Send anyway, and the override is recorded in the activity log. Overweight loads, defects and maintenance blocks can never be sent past.
Plans change — deleting one is fine, even after it was sent. Deleting a plan takes the day back: drivers no longer see it, and nothing shows twice. The one plan that can’t be deleted is one where a driver has already recorded progress or proof — that stays in the operational history, and the audit log records every deletion (including that a sent day was taken back).
On the map
Unverified
Days missing from the record — a recent working day with no plan and no confirmation is listed with two one-tap answers: No work ran (saves an audited quiet day, so the day counts as recorded) or Log the day (creates the plan for that date and opens the usual editor). Moves logged after the day are marked “logged later” automatically, so reports stay honest about what was live evidence and what was caught up afterwards.
Set-up — manage fleet, trailers, drivers, org settings and users (invite, set role, link a driver, and give office/workshop people a name so Staff availability shows who they are instead of their email).
First customer sign-in. The live-account welcome link asks the customer to create their own password. They do not have to generate a code. Later they sign in with email and password; Email me a code instead is an optional fallback. If the invite did not arrive, check spam/junk and use Email sign-in linkon the person’s row (Set-up → Users) to send a fresh one. The recipient opens that email and presses Continue to GoPlannr; the extra confirmation stops automated email security checks from using the one-time link before the person does.
Display lives in Set-up & settings: theme (light or dark), zoom, content width (narrow / comfortable / fill the screen) and full screen. Finance and specialist teams open the same rows from Display in their account menu; drivers, fitters and field crews keep the theme button in their own header. These are saved in the browser you set them in, so an office screen and a laptop can each be set up for the person using them. Plant screens share a calm background and flat cards in both themes; the overview groups outcomes, daily activity and fleet resources, while charts and report tables have clearer spacing. Red, amber and green still identify the same operational statuses. Day Health messages stack on narrow screens so the Show and Hide controls remain readable.
Everything syncs live across open screens, and works on mobile.
A hire now needs its current site/location before it can be saved. Start typing and choose a suggestion; GoPlannr checks the pin live. If an unusual site cannot be found, saving without a pin needs an explicit confirmation and the row remains visibly marked for correction.
Edit records
Press Ctrl+K (⌘K on a Mac) — or tap the Search button in the top bar — to search anywhere. It finds both things you can do (“New plan”, “Invoices”) and your own records — type a lorry reg, a customer, a site, a machine or an invoice number and jump straight to it.
A machine, driver or move found in search opens its card — the same slide-over you get anywhere else — so you can see its whole story and act without first working out which screen it lives on.
Tap the ? beside a screen’s title (the board, the Live route map and more) for that screen’s help — including a one-minute “Show me around” tour where one exists. Nothing pops up on its own; the ? glows briefly the first time so you know it’s there.
Job alerts → Turn on
iPhone drivers must add the app to their Home Screen first
Optional same-plan coordination. In Set-up → Drivers, a planner can turn on Released plan team visibility. Drivers then get a collapsed list of colleagues who have current released work on the exact same plan, including their released unit, trailer, stops, kit and coarse progress stage. Draft work stays private, and phone numbers, customer contacts, private notes, evidence, tracking, rates and payment information are never shared. Use the read-only planner preview before enabling it.
Run sheets, WhatsApp and downloads live under Share & export. They are useful fallbacks, but the app release is the primary way to give drivers current work.
On each move a driver taps Mark delivered to record the real outcome (delivered / attempted / refused) and the best supporting proof available. They review the outcome before permanently closing the move; an office correction is audited rather than silently edited.
A driver can add up to 10 delivery photos, and up to 10 photos for each walkaround defect. Collection and delivery photos both open full-size under Deliveries & PODs. Driver photos are kept for 30 days; the office sees a warning in the final seven days and can open or download them before expiry.
If a phone upload warning has been dealt with outside the normal retry, open Deliveries & PODsand choose Mark as handled with the closest reason, or Snooze for 24 hours while it is being investigated. These actions only tidy the office attention queue: they do not delete a photo, POD, check or job update from the phone, and handled or snoozed alerts can be reopened. If the phone reports a genuinely changed queue, the alert automatically becomes active again. A phone can also name its own problem each time it checks in — a walkaround it believed was saved but cannot find, a saved check it cannot read, or a saved day that is not today’s. Those appear as an amber Needs attention row (“See the phones”) and on the phone’s own line under Deliveries & PODs, even when nothing is queued, so the office hears about it before the driver rings.
Drivers get Navigate and what3words links straight to each site.
Planners see every record under Deliveries & PODs — proof kept against the move, driver and date. The list is ordered by the newest collection or delivery evidence, including collection-only records.
Every record opens its move card. Tap the “Move N” line on an evidence record for the whole story — the route, the day it ran, the kit carried, the driver’s progress times and the Paid/Non-paid decision — with one-tap links to the day’s plan and the costing report.
If actual lorries carry conflicting rate evidence, or an assigned lorry is outside the verified Plant fleet, the report shows cost unresolved instead of guessing. A saved actual lorry without its own rate uses the organisation default, never a different usual lorry’s override.
Choose Paid or Non-paid in one click — while making the plan (each move’s editor on the board has the same tick) or here after delivery. GoPlannr records the planner, time and change automatically; invoiced or settled work remains locked by its protected commercial workflow.
Route mileage says Last measured because this report uses saved route evidence without claiming it is a fresh planning calculation. Open Make a Plan for current routing and Day Health.
The report declares its own coverage. If any weekday in the chosen range has no plan and no quiet-day confirmation, a banner names those days on screen and on the PDF — figures cover only what was entered, never a silent guess. Days caught up later show their moves as “logged after the day” (an office record, not live delivery evidence), and the CSV carries the same Live / Logged later marker per move.
overweight check
keep loaded / sit & wait
delivery time
Confirm & email order
issued version
email sent/failed
“with haulier”
Done
Toolbox Talks — 21 ready-written safety briefings sent to drivers’ phones, each with a quick understanding check and a signature, plus printable briefing records and a team compliance matrix for DVSA.
Optimise (Beta) — turn spreadsheets, email files and pasted work into a dated proposal, with source evidence and a mandatory planner check before release.
They come bundled with the packages — Growth adds the maintenance, workshop and external-haulier tools; Elite adds Optimise (Beta), Toolbox Talks, invoicing and carbon reporting on top. Optimise is unavailable in Starter and Growth, but it can be included in an agreed Custom package. Upgrade in Set-up → Billing — pay by card through Stripe and it all switches on straight away.
GoPlannr — plan the work, move the material, prove the work
