Synchronisation between Mobile and the Back Office
Drivers using Work Diary Mate for Mobile, can synchronise their data automatically from their mobile devices directly into our Work Diary Mate for the Back Office software.
Setting Up Synchronisation
Step 1: Your driver provides you with their Email Address and Device ID. This can be found by tapping on Settings>Synchronisation on the mobile device. In the example below the email address is firstname.lastname@example.org and the Device ID is 687.
Step 2: You search for or create a record for the driver in the Back Office software and in the Mobile Device Synchronisation section, you enter their Email Address and Device ID and click on the Setup Synchronisation button. Please note: by choosing to set up synchronisation, any data you have entered in the Back Office for this driver will be replaced with data from the driver’s mobile device. If you want to keep the data you have entered for this driver in the Back Office please get in touch with us.
Step 3: Get your driver to check for their authorisation code and provide it to you. Enter the four-digit code and click the Complete Authorisation button. Then get your driver to tap on the Validate Synchronisation button.
Step 4: The driver record in the Back Office software will now display the synchronisation link in the left-hand corner of the work diary sheet. Click on the synchronisation link and the driver’s data will be updated. If the initial synchronisation does not result in all the driver’s data being transferred across, please wait a few more minutes and try again.
Tips for Android
Setting up Work Diary Mate for Android
Here are some tips to getting the most from Work Diary Mate for Mobile.
You can also swipe from the far left of your screen to the right to bring up the menu. You can slide from right to left to hide the menu.
Checking your Driver Scheme
|Tap on Settings in the menu.||Tap on the Scheme option. Standard is the default option.||Tap in the field to change to BFM or Bus and tap on the Submit button to save your changes.|
Entering in your previous work
So that Work Diary Mate can notify you of your upcoming rest breaks on the Driving screen, you need to fill in the previous 14 days of your work diary first.
Tap on Work Diary from the menu.
In the top right hand corner of the screen tap on the left arrow < to go back in time to enter your work hours for the previous 14 days. Simply tap on your start time for any given day and drag to select the block of time you worked for.
Use the right arrow > to move forward to the next day. Your total work and rest hours are calculated automatically and displayed at the bottom of the screen.
The Driving Screen
Now you and Work Diary Mate are ready to hit the road. Simply tap the grey Work button when you start working.
You will notice that the Work button changes from grey to green and the message displayed tells you that you’re currently working. Work Diary Mate will count down all your upcoming rest breaks and notify you on the screen when you need to rest. Remember you will need to have entered your previous 14 days work for your breaks to be calculated correctly. Otherwise Work Diary Mate will record that you have not worked on any of those days in previous 14 day period and calculate your rest breaks accordingly.
To begin your scheduled rest, tap on the grey Rest button. You will notice that the Rest button changes from grey to blue and the message displayed tells you that you’re currently resting. Word Diary Mate tells you how long you need to rest for before you can start working again. Remember you will need to have entered your previous 14 days work for your rest breaks to be calculated correctly.
The Work Diary Screen
Select Work Diary from the menu. You will have visited this screen when you entered in your work hours for the previous 14 days. Once you tap the Work button, Work Diary Mate starts to automatically fill in your work hours on the Work Diary screen and displays your total hours at the bottom of the screen.
Simply tap on a block of time and drag to make any adjustments. For example you may have forgotten to tap the Work button when you started working.
Work Diary Mate will display a block of time in red if a breach has occurred. Tap on the red block and a detailed breach message will be displayed.
Tips for iPhone and iPad
Setting up Work Diary Mate for iOS
The Work Diary Page:
- Enter the last two weeks of your Work Diary so we can calculate rest times for you.
- Use the < and > at the top of the work diary page to go to the previous or next day.
- When you are ready to start driving go to the Driving page and tap on the Work button. You will be told when you need to rest next. Also your Work Diary will be automatically filled in as you drive.
The Driving Page:
- You should enter the last two weeks of your work diary pages before you use the Driving page to ensure the correct rest times are shown. To do this tap the Work Diary menu item at the bottom of the page.
- When you are ready to start driving tap the Work button. You will be told when you need to rest next. Also your Work Diary page will be automatically filled in as you drive.
Tips for the Back Office
Moving between daily sheets
Easily move between a driver’s daily sheets using the Previous and Next sheet items or click on the Load Sheet item to use a calendar to select a date. The Today item will bring you back to today’s daily sheet for the driver. You can also click in the Date field on the daily sheet to select a specific date from the calendar.
Adding a Driver
Click on the Driver menu item to add your driver’s identification details into Work Diary Mate.
You can leave the Driver Category blank, select from the drop list or add a new Driver Category by simply typing in the field and clicking the Save Driver button. The new category will be added to the drop-down list.
Similarly you can leave the Driver Base blank or add a new Driver Base by simply typing in the field and clicking the Save Driver button. The new driver base will be added to the drop-down list. This field can be used to differentiate drivers from different locations and is helpful to reduce the length of your driver drop down list.
The Driver Start Date and Driver End Date fields relate to when drivers started and ended working for you. If the Driver End Date is entered and is in the past, this driver will not show in your driver drop down lists and will help reduce the length of your driver drop down lists.
The Show all drivers check box is used to give you a full list of all your drivers. This includes drivers from all your Driver Bases and drivers who have left your employment. (i.e you have entered a Driver End Date prior to today.)
Drivers using Work Diary Mate for Mobile, can synchronise their data automatically from their mobile devices directly into our Work Diary Mate for the Back Office software. Click here for more information on how to set this up.
The daily sheet is an exact copy of the driver’s paper work diary which makes it easy to transfer across your driver’s activities. Areas of the daily sheet where you can enter in information are indicated with a red border in the example below.
You can print a copy of a daily sheet by simply clicking the Print menu item.
Checking for Breaches
Click and drag in the My Work section to enter your driver’s work hours. Work hours are displayed in green and Rest hours in blue. Work Diary Mate will identify any breaches of the work and rest hour options in Red. Place your cursor over the area to show a detailed description of the breach.
Cancelling a Daily Sheet
If your driver has cancelled a daily sheet, you can record this against their driver record. Click on the Driver menu item and select the driver. Click on the Managed Cancelled Pages button and enter in the full Work Diary Number of the cancelled sheet and a comment as to why the sheet was cancelled by the driver.
Managing Work Diaries
This feature allows you to record when your drivers obtain new work diaries. You can record the number of the first and last page of each work diary against their driver record. You can include the date the diary was started and the date when the diary was finished. This will allow you to keep track of which drivers are losing books. This information feeds into the Missing Pages/Work Diary No. Exception Report which identifies missing work diary pages for you.
Work Diary Mate offers you a number of reports to help you track and fix problems.
Non Conformance Report (NCR)
To the right of each daily sheet a NCR can be easily raised to record an issue and action taken to address it. The report can be printed off to give to your driver and saved electronically as PDF depending on your printer setup.
Driver reports can be generated by selecting the Reporting menu item, then Driver Reports and a date range.You can choose from a Summary Report by selecting the Print this table button which gives you an overview of a driver’s activity. Or a Detailed Driver Report by checking the box beside the required sheets and selecting the Print Detailed Report of selected Worksheets button. If a driver is in breach, the Detailed Driver Report gives an explanation about the assigned rule which has been breached.These reports can be printed off to give to your driver and saved electronically as PDFs depending on your printer setup.
Missing Pages/Work Diary No. Exception Report
This report displays any missing Work Diary pages for your drivers as well as identifying any exceptions such as invalid or duplicate work diary numbers.
Auto Increment Work Diary Number
This feature when selected automatically assigns the next Work Diary Number for you. A Work Diary Number will only be assigned after work is entered on that daily sheet. If you don’t select this option, the Work Diary Number field is left blank on each daily sheet for you to enter manually. This gives you the flexibility to indicate when a driver has not worked on a particular day by choosing to leave the Work Diary Number field blank.
Display days with no work in reports
You can choose to display days where no work is recorded on a daily sheet in the Summary Report and Detailed Driver Report, if this option is selected.
Show drivers from Base
This option can be used to differentiate drivers from different locations and is helpful to reduce the length of your driver drop down list. You can set up different locations using the Driver base option in the Maintain Driver area.
To be able to access Work Diary Mate from any computer in your office you can copy the database file from your computer onto a network drive. The file to copy to your network drive is c:\WorkDiaryMate\Database\NDWD_ce.sdf
On the computer you have already installed Work Diary Mate for the Back Office on, you should start the software and select Help>Settings. There is a field called Database Location at the bottom with a Browse button next to it. Click the Browse button and select the file you have just copied to the network folder (NDWD_ce.sdf ). This means that Work Diary Mate will now use this file to store your driver data.
You can install Work Diary Mate on as many computers as you like in the office. You can download the Windows Software installer from this page.
When installing the software on another computer, the first time you start the software you will be asked for the location of the database. Point to the database file you have placed on your network drive and all versions of Work Diary Mate will be pointing to this single data file.
You should also regularly back up this data file as you would any data on your network.
Sending your Work Diary to Support
If you are unsure of why a breach has occurred for a driver, this feature allows you to send your Work Diary to us so we can investigate further and offer you a detailed explanation. You can locate this option via the Help menu item.