Operations and scheduling

Plan the week. Keep up with the day.

Bring people, vehicles and jobs into one schedule. Find suitable assignments, check conflicts before publishing, and follow changes through the day.

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Before you assign

See what the plan needs to account for.

A useful roster starts with the people and vehicles actually available. Bring changing hours, vehicle downtime and upcoming maintenance into the planning decision.

Availability request AMAva M.Tuesday hours Current07:00–15:00Requested09:00–17:00 Review the new hours before applying the change.

Plan around the people available.

Review requests to change regular hours and account for leave. Use the agreed availability when matching people to the next assignment.

Explore staff scheduling
Vehicle availability Required window08:00–12:00 Unavailable until 11:00Workshop booking · blocks allocation

Check the required window against the vehicle’s availability.

Keep unavailable vehicles out of the plan.

Vehicle downtime feeds availability checks. Review workshop holds and overlapping commitments before allocating a vehicle to another task.

Explore vehicle servicing
Maintenance demand 2 services due3 crew on shift

Predicted due dates alongside available crew.

See the busy days coming.

Where usage history supports a service forecast, compare predicted maintenance due each day with the crew on shift. Inspect the days that need closer attention.

Explore capacity planning
Rosters and assignments

Build a roster that fits the people you have.

Match each job to a person who is available and qualified. Review the suggested assignments and any conflicts, then publish the plan to the team.

Roster planner Monday, 14 SeptemberDraft roster People06:0008:0010:00 AMAva M. Depot transferUnassigned · HR licence needed SKSam K. Approved leave Assignment requirements

One open job. A specific set of needs.

06:00–10:00HR licence1 driver

Check the job window, required licence and available people before choosing an assignment.

When availability changes

Find cover. Review the change. Keep the team informed.

When someone becomes unavailable, check who can cover the assignment. Review the replacement’s availability and qualifications, then publish the revised roster so affected staff can see the change and respond.

Explore daily operations
Daily operations

When the day changes, keep the response clear.

Follow the plan as it meets the day. See what needs attention, investigate the affected activity and keep the team informed as you respond.

Operations live Today · North depot1 needs attention Live activity

Know which movement needs attention.

Site inspectionJOB-218 · arrival receivedOn site Afternoon crew dutyNorth depot · 14:00–18:00Scheduled Return estimate changed

Open the affected booking to review the next pickup.

The office and the crew

Carry the plan through to the people doing the job.

Staff need their assignments and a way to respond. Supervisors need to know what happened and review the hours that follow.

Give the crew their next step.

Staff see published assignments in My roster and can confirm or decline them. Assigned jobs and field updates help the office follow progress as the day unfolds.

Explore field jobs and dispatch
Ava M. · TimesheetSubmitted 14–16 September23 hours MonRoute activity7.5h TueWork order labour8h WedPublished roster7.5h

Review the entries before approving.

Review hours with their source in view.

Build weekly timesheets from available labour, route activity and roster assignments. Review the entries, approve submitted hours and export them for the payroll handoff.

Explore timesheet questions

Shared vehicles are part of the day’s demand.

Review bookings, approvals and return details alongside crew duties and services. Open the affected booking when a late return or change needs the fleet team’s attention.

Explore shared vehicle bookings

Take the plan into dispatch.

Use the published assignments as the starting point for routes and field jobs. Explore route planning, job allocation and updates from your crews in the dispatch console.

Explore dispatch and routing
Your questions

What you need to know.

It brings roster planning, people and vehicle availability, and daily activity into one fleet console. IntelliTrac helps teams prepare assignments, review conflicts, publish the roster and manage exceptions during the day.

Bring us a typical week.

Show us the jobs, crew requirements and vehicle mix you plan around. See how IntelliTrac can support the roster and the changes that follow.

Book a demoExplore the platform

IntelliTrac provides fleet, telematics and field-operations software in Australia. Call 1300 767 492.