Depot Desk
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How it works

A few minutes a day. Pay day done by ten.

You keep paying drivers exactly the way you do now. Depot Desk just collects everything as it happens, so the pay sheet is already finished by wage day. Here's what that looks like in a real week.

Setting upEvery dayEvery weekEvery pay periodWho does what
Setting upOnce, at the startAbout 20 minutes, or we do it with you
  1. Add your routesEach FD with its route number and rate per stop. Set the small-van rate and your day rate once, and they apply everywhere.
  2. Add your drivers and vansNames, phone numbers and usual vans. MOT, insurance and licence dates if you want reminders.
  3. Add your office teamManagers and admins each get their own PIN, so every change is logged with a name.
  4. Give drivers the appPick a username and PIN for each driver and send it on WhatsApp in one tap. They see the rota and their own pay, nothing else.
Every dayWhile the day happens2 to 5 minutes
  1. Plan tomorrow's rota OfficeFill every route with its usual driver in one click, then change the few that are different. Copy last week across if it's the same.
  2. Drivers are told automatically AutomaticAt the time you choose, 8pm by default, every driver on tomorrow's rota gets their FD, route and van on their phone. Change it later and they get an update.
  3. Drivers tap out and back DriversYou see who's on the road. At 9am you get a list of anyone who hasn't marked out yet.
  4. Fix swaps as they happen OfficeTwo drivers swap at 7am? Change the rota in two taps. Pay follows the rota, never the portal login.
  5. Log extras and deductions on the day OfficeA rescue, a late start, a wing mirror. Pick the driver and reason, and it goes straight into their pay. You can make admins' deductions wait for a manager to approve them.
  6. Add the day's stops OfficeExport from the DPD portal and drop the files in, or type them. Each FD's stops land on whoever was on the rota, even if they used someone else's login.
Every weekWhenever suits youAbout 10 minutes
  1. Check drivers' notes ManagerDrivers report extra work, or a day they worked under someone else's login, from their phone. One tap moves the day to the right driver, or adds the extra.
  2. Approve deductions ManagerIf you've switched approval on, anything an admin logged waits for you. Approve or reject with the reason and note in front of you.
  3. Clear the red flags OfficeAny route with no driver, a stand-in still on it, or a stop count that looks like a typo is shown in red until it's fixed.
  4. Glance at the leaderboard AnyoneStops per driver for the week. Drivers see it too: stops only, never money.
Every pay periodWeekly, fortnightly or 4-weeklyAbout 15 minutes
  1. Run the pay check OfficeEvery place the carrier's stops and your rota disagree, side by side, before anyone is paid.
  2. Download the pay sheet OfficeAn Excel file in the layout you already use: stops × rate, plus extras, minus deductions, topped up to the day rate.
  3. Send pay slips OfficeEach driver's slip is ready to paste into WhatsApp. Drivers can also see every day, extra and deduction in their app.
  4. Keep a copy ManagerDownload a full backup of the depot whenever you like. It's your data.

Who does what

Three kinds of login, so everyone sees what they need and nothing they shouldn't.

ManagerAdminDriver
See the rotaYesYesYes, names, routes and vans
Change the rotaYesYesNo
Log extras and deductionsYesYes, managers can approve firstNo, but can send a note
See payEveryone'sEveryone'sTheir own only
See what each FD madeYesNoNo
Give drivers app loginsYesYesNo
Change rates and settingsYesNoNo
Message the office––Yes