Shifts and Schedules Overview

This article explains in detail the role of shifts along with the driver schedules.

Contents:

1. What are Shifts?

Shifts in Urbantz allow you to define different periods of activity during the day, typically dividing operations into smaller time segments like morning, afternoon, and evening. 

2. How Shifts Work

Shifts serve two primary functions in the Urbantz platform:

1. Task Separation at Optimization Level: Tasks assigned to different shifts are optimized separately. For example, a task in a morning shift won't be optimized together with a task from an afternoon shift. 

2. Driver Schedule Management: Shifts are used to define holidays, vacation days, and working schedules for drivers. When a driver is on holiday for a specific shift, they won't be included in optimization or work order planning.

The system automatically assigns tasks to shifts based on the task's time window start. If a task has a delivery window from 10:00 to 12:00 and you have a morning shift configured from 09:00 to 12:00, the task will be automatically assigned to the morning shift. 

3. Setting up Shifts

Basic Configuration

To set up shifts in Urbantz:

1. Navigate to Administration > Platform > General > Lists 
2. Configure the mandatory fields:
   • Name: Descriptive name for the shift
   • From: Start time of the shift
   • To: End time of the shift 

Driver Schedule Configuration

To define driver schedules using shifts:

1. Go to Administration > Platform > Schedules 
2. Select drivers and define their availability by:
   • Selecting appropriate shifts
   • Entering vacation days
   • Setting working schedules

These configurations are automatically taken into account during optimization. 

 

4. Fleet Configuration Impact on Shifts

The type of fleet configuration significantly affects how shifts work with optimization:

Virtual Fleet: Shifts have no impact on virtual fleets - the system takes all available fleet into consideration

Driver Fleet (Traditional Fleet): Shifts only have an impact on real (non-virtual) drivers. Driver availability and schedules are considered during optimization based on shift assignments

5. Optimization Process with Shifts

1. Task Assignment: Tasks are automatically assigned to shifts based on their time window start 

2. Fleet Allocation: Available drivers/vehicles are filtered based on shift schedules and availability 

3. Round Creation: Optimized routes are created within the shift boundaries, respecting driver schedules and shift constraints

6. Configuration Best Practices

Configuration Tips

1. Avoid Overlapping Shifts: Shifts cannot overlap at the platform level, which can be limiting for complex operational scenarios 

2. Use Time Windows: To effectively use shifts, tasks must have time windows. Without them, flow data takes precedence, potentially causing tasks to end up as orphans 

3. Consider Breaks Between Shifts: For operations with distinct morning and afternoon periods, implement shifts with breaks between operational periods 

7. Common Issues and Troubleshooting

Shift-Related Problems

1. Tasks Appearing as Orphans

   • Cause: Missing time windows on tasks when shifts are configured
   • Solution: Ensure all tasks have proper time windows defined, or flow data will be used instead 

2. Multi-Hub Shift Conflicts

   • Cause: Different hubs may need different shift configurations, but shifts are platform-level
   • Solution: Evaluate if multiple hubs are necessary 

3. Optimization Not Respecting Shifts

   • Cause: Virtual fleet configuration or incorrect shift setup
   • Solution: Verify fleet type and ensure driver fleet is used 

Troubleshooting Steps

1. Verify Shift Configuration:

   • Check that shift times don't overlap
   • Ensure all mandatory fields are completed

2. Check Task Assignment:

   • Verify tasks have proper time windows
   • Confirm time window start falls within the intended shift period
   • Monitor for orphaned tasks

3. Review Driver Schedules:

   • Ensure driver availability aligns with shift periods
   • Check vacation/holiday configurations

4. Monitor Optimization Results:

   • Check for tasks not being optimized
   • Verify shift separation is working as expected

8. Limitations

• Platform-Level Configuration: Shifts are configured at the platform level and cannot vary between hubs 
• No Overlap Allowed: Shifts cannot overlap, which may limit flexibility for highly complex operations 
• Dependency on Time Windows: Effective shift usage requires proper time window configuration on tasks 
• Fleet Type Impact: Shifts only affect the driver fleet, not the virtual fleet

By following these guidelines and understanding the optimization process with shifts, you can effectively implement and manage shifts in your Urbantz platform. For any questions on the information shared above please contact your Customer Success Manager, respectively the Support team.