Import trips: upload a trip sheet, clear the to-do list, add the trips, undo an import

Upload or Paste the Sheet

Add a trip pay rule first (Payroll settings, Trip pay card). This pay week, at the top of the tab, shows the steps of the week: Import sheet, Fix rows, Extras and Approve, each with what is left.

1. Open Time clock & payroll, click the Trips tab and pick the Pay period. Import trips has three steps: Sheet, Columns and Review.
2. Click Choose the sheet or drop it here (Excel .xlsx or .csv, up to 5 MB), or open Or paste cells from Excel and paste. Pasted cells lose their colours. Click Read the sheet.

Columns: List or Day Grid

1. List: one row per trip with column names on top. Pick the Row with the column names, then under Which column holds what? at least Date and Driver, plus Trip #, Unit #, Distance, Outbound, Inbound, Company or Notes.
2. Date order: Find out from the dates works for most sheets, else pick Month first (10/03 = Oct 3) or Day first (10/03 = 10 Mar). To reuse the columns, name them under Save these columns as a template and click Save template.
3. Day grid: a weekly schedule with a title per day (MONDAY - 21 SEPTEMBER) over DRIVER, TRAILER#, OUTBOUND, INBOUND. It has no distance: the route box asks for it.
4. Click Check the trips.

The To-Do List

The review opens on a to-do list. Each card shows a count and turns green when it is done. Nothing is saved until you click Add N trips at the bottom.

1. New routes need miles: the route box lists each new route once, with its trips. Type the miles once per route: every trip on it is filled and the route is saved for next time.
2. Check PC*Miler or Google Maps. The Free map estimate is only a suggestion, often 2 to 6% low. Once 3 of your routes have typed miles, About shows it adjusted to your miles. Click Use to take it. An estimate is never used by itself.
3. Names to match: a name on the sheet that is not one of your drivers (Unknown driver). Pick the driver and click Use for N trips (tick Remember to keep the nickname). It stays in the card, marked done, with Change. Click Add driver to add a new driver, or Always skip this name for someone who is not a driver.
4. Drivers share a name: the row says Pick driver: two or more drivers fit, for example two Gurwinder Singh. For each trip, shown with its date and outbound, pick the right one and click Use. This is never remembered.
5. Probably not done: the row is red or hidden in the sheet, or says cancelled or broke down. It is skipped: tick it to add it anyway. Maybe already imported rows are added unless you untick them. Already imported (same Trip #) can never be added twice.
6. Other rows need a fix (Distance needed, Goes to pay period, a date in an approved pay period): click Show these rows. Show all rows opens the full table with the Needs attention filter; Back to the to-do list returns.

Saved Routes and Free Estimates

1. A route is the yard, the outbound place, the inbound place and back. In Payroll settings, under Saved routes, set Trips start and end at and click Save address.
2. In the full table, Estimate distances looks up free estimates and Use estimate takes one: the row says Saves this route. A Saved route fills in by itself. Typed other miles? Tick Update saved route from the old to the new miles, or only this trip changes.
3. Saved routes also says how far free estimates run from your miles. Search a place, Edit a distance (with a reason) or Delete it.

Names You Always Skip

The card Names you always skip lists them. Click Stop skipping if one is a driver after all. A name that matches one of your drivers is never skipped. In the full table, Remember "name" as this driver also keeps a nickname.

Undo an Import

1. Under Past imports, click Undo this import and confirm: all its trips are removed.
2. Trips in an approved pay period cannot be removed: reopen the period first. To fix one trip, use Edit trip on the Payroll tab.