Planner

Operations, Planner shows your own fleet on a time line: "Orders, workshop and absences by tractor". Each tractor is a row, each day a column, and every order, workshop visit and driver absence is a bar in its row, so you see at a glance which tractor is busy, which one is free and which order still has no tractor.

This page explains what the planner shows, how to move in time, how to assign an order by dragging it onto a tractor, what happens when the tractor is busy, and how the map finds the nearest free tractor. Orders driven by carriers are not planned here: you give them a carrier in the order (see Sending orders to drivers and carriers).

Before you start

• Your organization has the TMS add-on. Open Operations, Planner in the TMS rail.
• The rows are your tractors and solo trucks in Vehicles and sets that are active or in the workshop, sorted by plate. A new organization sees "No tractors yet. Add them in Fleet and they appear here." (see TMS fleet and workshop).
• Everyone in the organization can look at the planner. Assigning orders needs a role that may change TMS data: a member with the Dispatch module, or an admin (see TMS modules). Viewers see the planner without the hint to drag.
• Positions on the map need telematics (see Telematics (GPS)). Without it the planner works, only the map has no pins.

The planner at a glance

Hover a bar to read its label, route and dates. Click an order bar (or a card in the tray) to open the order in the side panel with its route, money, execution, documents and issues; Open order opens the full order card (see The order card).

The Legend under the tray explains the marks: Order, Workshop, Driver absent, Set change and Now.

Moving in time

The address of the page keeps the zoom, the day, the search, the branch and Free now, so a link you copy opens the same view for a colleague.

Finding a tractor

• Plate or driver: the search keeps the tractors whose plate or driver matches. With no match: "No tractor matches the search."
• Branch: when your organization has more than one branch, pick one (or All branches). The rows become that branch's tractors, and the tray shows that branch's unassigned orders and the ones with no branch.
• Free now: "Highlights tractors with no order and no workshop right now". The free rows are tinted (the others stay), and the button shows how many, for example "3 free". A tractor is free when none of its orders (confirmed up to documents) covers this moment and it does not stand in the workshop.

Assigning an order

The tray Not assigned lists the confirmed and planned orders for your own fleet that have no tractor and fall into the shown days (or have no loading date yet: no loading date), the earliest loading first. Each card shows the number, the route, the loading time and the client's reference.

1. Find the order in Not assigned. "Drag an order onto a tractor to assign it."
2. Drag it onto the tractor's row. The row reads "Drop to assign to PO 4TJ21".
3. Drop it. The planner shows "Assigning to PO 4TJ21", then the bar appears in the row ("Assigned to PO 4TJ21").

The order gets the tractor together with its current set: the trailer and the driver (and the second driver) the tractor has at that time. A Confirmed order moves to Planned when it gets its tractor. One assignment runs at a time; a second drop while one is saving is ignored.

When the tray is empty it says "Every confirmed own-fleet order in this range has a tractor." Show unassigned and Hide unassigned open and close the tray; the planner remembers your choice in this browser.

When the tractor is busy

If the tractor or its set already has something in that window, the planner stops and asks.

The dialog The tractor or the driver is busy says "PO 4TJ21 or its set already has something in this window. Assign anyway?" and lists what is in the way:

The dialog can also name the driver's papers (driving licence, driver card, medical, code 95) or the vehicle's papers (insurance, inspection, tachograph) that run out before the order ends, and a missing ADR certificate or ADR equipment for dangerous goods. Assign anyway assigns it as you asked; Cancel leaves the order in the tray. The same check runs when you assign a vehicle in the order itself, where the form also warns about the driver's papers or ADR qualification that run out (see Creating an order).

The map

Map ("Show the map with tractor positions") opens a map under the planner: Tractors on the map, with "6 of 12 with a position". The planner remembers in this browser whether the map is open.

• Each tractor with a position is a pin, marked Free now or Busy. Hover or click a tractor's cell in the planner and its pin lights up; click a pin and its row scrolls into view (Show PO 4TJ21 on the map).
• Click an order in Not assigned ("Click an order to see the nearest free tractors."). Its first loading appears on the map as the Loading point ("Loading of 2026/11/014: Gądki"), and "Free tractors are on top, the nearest first": the free tractors move to the top of the planner, each with its distance from the loading, for example "82 km from the loading". The map names the closest one: "nearest free: PO 4TJ21, 82 km".
• The distance is a straight line from the tractor's last position to the loading place, a quick guide and not the road distance.
• When the loading has no place on the map yet, the map says "The loading of … has no place on the map yet"; pick a saved place with a map position in the order.
• With no position at all: "No tractor reports a position. Link the vehicles with telematics in Fleet."

Good to know

• The planner refreshes by itself every 2 minutes while it is open; the map positions every minute while the map is open.
• The zooms show 1, 7 or 14 days.
• An order already planned stays in the tray until it has a tractor, so you can still assign it here. An invoiced, settled or cancelled order can no longer be reassigned.
• Bars follow the order's dates: change the loading or unloading times in the order and the bar moves.
• Orders driven by a carrier never appear in the planner, and neither do drafts in the tray: only confirmed own-fleet orders need a tractor.
• The tray narrows on smaller screens; on a phone it sits under the planner and the legend is hidden.
• Overlapping orders of one tractor are drawn one above the other in its row.

Related pages

• TMS operations: the operations overview.
• Creating an order: the order's execution, vehicle and conflicts.
• Sending orders to drivers and carriers: what happens after planning.
• Tracking and the vehicle board: the same fleet live, with positions and ETAs.
• TMS fleet and workshop: tractors, sets and workshop visits.
• The workshop: service orders and the statuses that keep a tractor in the workshop.
• Absences: absence codes and whether a code shows on the planner.