Tips for Future Planning – Mobile
You can use Work Diary Mate’s Future Planning feature to enter in proposed work to see if you are at risk of exceeding the maximum work hours, or not stopping soon enough to fit in a required rest break.
When you’re not driving and are in Rest mode, you can enter in the proposed work schedule on the Work Diary screen. Work Diary Mate will take into account the work and rest you have had to see if you will remain compliant if you undertake this work.
If a breach is to occur, Work Diary Mate will display the block of time in red. You can tap on this red block to see a detailed explanation of the breach if you were to undertake this work.
In the example below the driver starts working at 7am and he ends his shift at 8pm. He has worked the maximum 12 hours in a 24 hour period allowed under Standard hours.
The scheduler asks the driver if he can start work at 6am the next day. In the Work Diary Mate app the driver manually enters in a 15 min work block at 6am on the next day and the block goes red.
He taps on the red block which tells him that he would breach the maximum work rule if he was to start work at 6am. The 24 hour period is from 7am on Thursday to 7am on Friday.
The driver cannot start work again until 7am on Friday. When the driver enters work in at 7am, the block displays green, letting him know that he can start working.
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.
What to do if your drivers get a new device
Your drivers will need to do the following:
- On the old device open the Work Diary Mate app. Go to Help and tap on Send your Work Diary to Support. Make a note in the Comments section and tap the Send button.
- Install Work Diary Mate on their new device.
- Once we have notified the driver via email that their Work Diary database is ready to be transferred, on their new device they should go to Settings and tap Database Management. Then tap the Load Database button. The app will then close and they will need to restart the app.
We will transfer the subscription across to the new device.
Synchronisation will continue to work seamlessly from the new device once the subscription has been transferred across to it.
What to do if your drivers have lost/broken their mobile device
Drivers should install the Work Diary Mate app on their new device and contact us so that we can transfer the subscription across to this latest install of the app. They will need to re-enter their last 14 days of work from their paper work diary into the app.
When synchronising the driver data to the Back Office there are two options:
- If you DO NOT want to keep the driver’s current data in the Back Office:
NOTE: This will remove all data for this driver in the Back Office.
Click on the De Authorise button and then setup synchronisation with the driver’s new Device ID.
2. If you DO want to keep the driver’s current data in the Back Office:
Edit the existing driver record in the Back Office and change the name to specify they have lost or broken their device and enter a Driver End Date for that driver.
Make sure you also De Authorise this driver so that you do not get charged for this old driver. (Data is only removed for a driver when setting up synchronisation so you can safely De Authorise a driver and no data will be lost)
You should then create a new driver record in the Back Office for this driver by clicking on the Add Driver button and entering the driver’s details and setup synchronisation as you would for a new driver.
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.||Tap in the field to change to Standard, Bus, BFM or Two-up and tap on the Submit button to save your changes.|
You will be asked to set the sheme for all worksheets or just future worksheets only.
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. The first rest break displayed is accurate, whereas subsequent rest breaks will be adjusted over time as your work and rest.
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.
Two Up Display
If you have selected Two-up Standard or Two-up BFM as your driving scheme, the wording “2UP” will be displayed in each of your work blocks. Work Diary Mate does not differentiate between stationary rest and moving rest. For calculation purposes, Work Diary Mate treats all rest as stationary rest. It is your responsibility to ensure you take sufficient stationary rest. Click here for more tips on using Two Up.
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. The Load NCR option allows you to locate a driver’s daily sheet by an NCR number. The Load Work Diary # option allows you to search for a driver by a Work Diary number.
Adding a Driver
Click on the Maintain 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.
This feature allows you to clone a driver record so you can forward plan for a driver. This is useful if you have drivers that are being synchronised from their mobile devices, where you are unable to edit their work/rest hours.
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.
Entering in Two-up
The areas on the daily sheet which relate to Two-up driving are outlined in red in the image below. Click in the Two-up Driver’s Identification area to enter in the details of the Two-up driver. To indicate that the driver is in a Two-up arrangement, click and drag in the Two-up section for the time period that the driver is in this arrangement. If you wish to mark the entire daily sheet as Two-up, click in the area to the left of the words “Two-up” (identified by the red circle in the image below). You can also remove Two-up by clicking in this same area.
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.
To quickly access the Manage Cancelled Pages area, simply click on this icon on the daily sheet.
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 by running the Driver Work Diary Report. This information also 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. The non conformance data you enter can be extracted by selecting from a variety of NCR summary reports.
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. You can also generate a Work Summary Driver Report which provides you with the total hours worked by each of your drivers and the number of days on which breaches have occurred. The Driver – Personal Details Report lists the dates associated with your drivers licence expiry and medical checks.
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.
Driver Work Diary Report
This report makes it easier to keep track of when drivers start and finish their work diaries, allowing you to identify drivers who are potentially losing log books on a frequent basis.
Number Plate Usage Report
This report allows you to easily identify which driver used a particular vehicle on a given day. For example if you received an infringement notice, you can generate this report to identify the driver the infringement notice relates to.
This report can be used for auditing purposes to validate driver statistics and breaches.
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.
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.
Show Payroll Number
This option when selected will display the driver’s payroll number beside the driver’s name in driver drop down lists. The payroll number needs to be entered in the individual Driver record first.
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.
This displays the type of database the software is using. The default database type is Microsoft SQL Compact Edition. If you wish to run the software on multiple computers, we recommend switching across to Microsoft SQL Server or Cloud Storage to ensure best performance. Contact us for further information on how to migrate your database across.
This lists the location of your database. You should regularly back up this data file as you would any data on your computer.
If you wish to run the software on mulitple computers we strongly recommend switching across to Microsoft SQL Server or Cloud Storage to ensure best performance. Contact us for further information on how to migrate your database across.
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.
Running Work Diary Mate on Multiple Computers
It is possible to run Work Diary Mate on mulitple computers. However, we strongly recommend switching your database across to Microsoft SQL Server or Cloud Storage to ensure best performance. Contact us for further information on how to migrate your database across.
If this is not possible, the alternative is to copy the default Microsoft SQL Compact Edition 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.
Tips for Two Up – Mobile
There are a couple of ways to use Two Up. First let’s take a look at the Work Diary screen and see how Two Up is displayed.
On the Work Diary page above the driver is using Standard hours. They have worked Two Up from 7am to 10am. Then had a 30-minute rest and worked Two Up from 10:30am to 11am. They then had a 2-hour rest and then did solo work from 1pm to 3:30pm.
The main thing to remember is that if a 15-minute block has the word 2UP in it then that 15-minute block is Two Up work.
If it does not have the word 2UP in it then it is not Two Up work.
This is Two Up work.
This is not Two Up work.
How To Enter Two Up Work
You can enter two up work using the Driving screen or using the Work Diary screen. On the Driving screen the current scheme is now displayed:
To start entering Two up Work, go to Settings >>Scheme. Tap the current scheme and then change that scheme to Two Up – Standard or Two Up – BFM depending on what work and rest hours option you are using.
The Current Scheme will now indicate you are in Two Up entry mode. To start entering Two Up work, tap the Work Button.
Another way to enter (or change) Two Up work is on the Work Diary screen. You can change the scheme to use Two Up mode by tapping on the current scheme at the top right of the screen.
Then select Two Up – Standard (or Two Up – BFM if you are using that option) and the Scheme will show 2Up-Std. Then tap the work blocks you want to set to Two Up and they will be displayed as Two Up blocks.
If you want to change a Two Up work block back to Solo work (Standard or BFM), turn off Two Up by tapping on the current scheme and selecting Standard or BFM. Then tap any work block that is currently set with 2UP in it and it will be changed back to Solo work.
Tips On Re-installing The App
I want to upgrade my mobile device. How do I transfer my work diary across to my new device?
On your old device open the Work Diary Mate app. Go to Help and tap on Send your Work Diary to Support. Make a note in the Comments section and tap the Send button.
Install Work Diary Mate on your new device.
Once we have notified you via email that your Work Diary database is ready to be transferred, on your new device go to Settings and tap Database Management. Then tap the Load Database button. The app will then close and you will need to restart the app.
We will transfer your subscription across to your new device.
If you are synchronising your data to the Back Office you do not need to do anything. Synchronisation will continue to work seamlessly from the new device once your subscription has been transferred across to it.
I have lost/broken my mobile device. How do I get Work Diary Mate working again?
You should install the Work Diary Mate app on your new device and contact us so that we can transfer your subscription across to this latest install of the app. You will need to re-enter your last 14 days of work from your paper work diary into the app.
If you are synchronising your data to the Back Office there are two options:
If you do not want to keep the driver’s current data:
NOTE: This will remove all data for this driver in the Back Office.
Click on the De Authorise button and then setup synchronisation with the driver’s new Device ID.
If you want to keep the current data in the Back Office:
You should create a new driver record in the Back Office for this driver. Edit the existing record in the Back Office and change the name to specify they have lost or broken their device and enter a Driver End Date for that driver. Make sure you also De Authorise this driver so that you do not get charged for this old driver. (Data is only removed for a driver when setting up synchronisation so you can safely De Authorise a driver and no data will be lost) Then create a new driver by clicking on the Add Driver button and enter the driver’s details and setup synchronisation as you would for a new driver. For example: