Once you are registered and have set up your site in the system, you will then want to set up a shift template. A shift template contains all of the information for a particular type of job or role and its associated shifts. You will only need to set up a shift template once for each role, unless you decide, at a later date to change any of the rate information in it, in which case you will need to create or clone a new shift template for that role. Once a shift template has shifts booked from it, it cannot be edited.
You can set up a shift template from the Shift template page found under plan. From here simply click on the Create a shift template button.
A window will appear asking you to fill in a name for the template and the licence category for the work. If you have shifts for more than one licence category you will need to create a separate template for each.
Next you will need to go through completing each section. Some sections need to be completed before shifts can be posted, these will be highlighted with a ‘!’ next to them.
You will need to fill in a description of the work (eg. ad hoc/regular, days/nights, multi-drop/trunking). Filling in the description will help workers decide if they want to do the work. Below the description there are tick boxes for type of vehicle, trailer, run and load, you can tick multiple boxes if these can change from shift to shift (which you can explain this in the written description).
Health and safety information is free text so you can add any relevant information for this site eg. PPE required.
Lastly the typical shift length and typical number of drops needs to be entered. This will be an average to give the worker an idea of what to expect as a typical day.
The requirements that the workers must meet in order for the Driver Exchange to match them to your role.
These are the rates that you, the Hirer, will be charged. You can set rates for all days of the week with accompanying overtime premiums by selecting the tick box. If you have an overtime rate, you can set that in this screen too. Please note that the workers wages will be this rate minus the Driver Exchange fee of 75p per hour.
If you have a separate day and night rate you need to set what time each one starts. The ‘Hourly rates summary’ shows the rate paid at each hour; if you hover over the coloured squares the rate will appear. The diagram will alter as you adjust the times in ‘Charge rates’ section.
Here you can add what the holiday rates will be for working on bank holidays, once this is entered the rate will automatically apply when a bank holiday is worked.
This section allows you to see the charge rate and pay rate simultaneously with any overtime premiums entered. In each section the top row represents the rate, the middle row shows OT and the final row is rate with any OT added.
These are the rules that govern how the system will calculate what you charge your client and what you pay your workers. For example, here you can set
Whether the rate is fixed and remains the same for the entire shift, or whether it is dynamic and changes as the worker moves from one rate band to another eg a day rate to a night rate.
Whether breaks are paid or unpaid, how long they are and after how many hours they will apply.
If you've set an overtime rate, you can specify after how many hours this should kick in.
Similarly with weekly overtime and how it is calculated.
Whether there is a daily shift length guarantee.
Whether there is a weekly shift length guarantee, and
What the night out allowance is, if applicable.
Following on from this are the advanced settings, these settings define the payment timeline, you can determine the start of the payroll week, and the payment terms, as a default these are set as 00:00 Sunday and 1 week terms.
In the advanced settings tab you can create an alternative shift template name should you wish to have a separate name. You can also choose to have statements sent to your finance members by clicking the tick box. You can also choose to have a comparator template created.
A comparator template is a place to record your existing agency or permanent rates so that Driver Exchange can generate automatic savings reports. You can create this for each of your templates, you fill out this template in a similar way to the template you have just created (but a simplified version).
This is the final tab where you can see all the edits made to the shift template, who made these changes and on what date this was done.