How to use GoPlannr

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.
• 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.

Programme and Diary

• Programme and Diary are a Custom Plant Haulage capability. They remain visible as locked options on Starter, Growth and Elite so companies can ask GoPlannr about adding them. They sit as two separate tabs in the menu.
• 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 block or hide the driver's current released work. Open the driver view to investigate, then use Review and clear only when the office has confirmed the old alert no longer needs action.
• 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

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).
• 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 controls (top-right): zoom in/out, change width (narrow / comfortable / fill screen), and full-screen. The / button toggles dark mode.
• Everything syncs live across open screens, and works on mobile.

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.
• 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)

• 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.
• 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)

• Press Ctrl+K (⌘K on a Mac) anywhere to search. 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.
• 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.

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.
• 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 note or photo of why (locked compound, kit blocked in, site refused release) 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.
• 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.

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.
• 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.

Paid vs non-paid lorry costing — not invoicing

• 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.
• 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.
• 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.
• 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.
• After delivery, choose Paid or Non-paid in one click. 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.

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.

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.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 Professional 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.