The Diary area is where you see what's scheduled to happen each day; who is due to attend or be visited and which drivers are available.
If you are using Driver Planner in AM/PM Mode then you will see a diary for mornings and a diary for afternoons which you can toggle between using the AM and PM buttons, otherwise you'll see one diary page per day and the AM / PM buttons will not be visible.
Click Overview to see a graphical representation of the next few weeks. This gives you an idea of whether you might have a day in the future where you have lots of attendees and not enough drivers.
Go back a week
Go forward a week
Go back a day
Go forward a day
Go to a specific day
The top area of the diary shows a list of everyone who is scheduled to be visited or who will be attending. A warning triangle appears next to anyone who needs a driver but who doesn't yet have one allocated to them. The idea is to resolve every warning so that everyone has a driver allocated to them. Double-click an attendee to edit their Profile.
The lower area of the diary shows a list of drivers who are available. A telephone appears next to a driver who has yet to notified that they will be required. Names in grey indicate drivers who might be available. Double-click a driver to edit their Profile.
Click once on the Attendee in the Diary and this box will appear:
You can see at the top of the window who you're dealing with and any special requirements which you need to take into account. Highlight the driver you'd like to allocate to the attendee and choose Save Changes. When you look at the Diary again it will show the link between the attendee and the driver; the warning triangle will have disappeared from against the attendee's name and a telephone icon will have appeared against the driver's name:
Click once on the Driver in the Diary and this box will appear:
You can see at the top of the window which Driver you're allocating and any special adaptations to their vehicle which you need to take into account. Highlight one or more attendees who you'd like to allocate to the driver and choose Save Changes. When you look at the Diary again it will show the link between the driver and the attendees; the warning triangle will have disappeared from against the attendee's names and a telephone icon will have appeared against the driver's name:
If a line is too long to read and disappears off the edge of the screen, let the mouse hover over the line (there's no need to click it) and after a moment a box will appear with the full contents of the line visible.
As you associate Attendees with Drivers you will probably find that the same driver tends to collect or visit the same people on the same day because generally drivers work on the same days each week and people require your services on the same days each week. If you are collecting
patients or elderly people they are likely to appreciate having the same driver collect them each week rather than not knowing who will be driving them. Similarly if someone is visiting an elderly person at their home they will be more comfortable dealing with the same peson on a regular basis.
To associate an Attendee with a Driver, open a Driver's profile and use the Always drives list to build a list of the people who are most likely to be transported by the driver, regardless of which day they attend.
Now when Driver Planner works out who is attending on a particular day it will automatically allocate the driver who tends 'Always drives' that person.
If an Attendee or Driver calls up to say that they're scheduled for the following day but would like to attend or drive on the day after (for example) there's a quick way to accommodate this anomaly. Simply go to the day when they're currently scheduled and right-click on their name in the Diary to access a context menu which allows you to move things backwards and forwards on a one-off basis. The person's regular schedule is unaffected apart from the day in question.
After moving someone you will see in the Diary the date on which they were originally scheduled so you can see at a glance who's in the Diary as an anomaly. If you've moved someone onto a different date and you want to move them back to their original date, right-click on their name in the Diary and choose Restore to being on...
If you're using Driver Planner on a five-day week basis then you can only move people forwards and backwards onto Monday to Friday, otherwise you can move people to any day of the week.
You can attach a note to each day in the Diary, for example Parking is restricted today due to maintenance, or for noting bank holidays and public holidays when there is no need to collect anyone.
Click Add a Note and enter a note for the day.
Double-click a note to delete it.
An optional feature of Driver Planner is to record who actually attended (as opposed to who was supposed to attend) on each day, or who was actually visited. At the top of the diary you will see a line which says "You need to record who attended on 13th March" (this is usually the previous day), or if you go to a date in the past you may see an area for ticking who attended or was visited.
This might be useful if someone asks "Did Bill Smith come yesterday?" and you can go back and see.