Sets and switching

A set is a tractor with its trailer, its driver and a second driver, from a given moment until the next switch. Quanty uses the sets to put every order, position, border crossing, fuel fill and cost on the right vehicle and the right person, so the sets decide what the road cards, the trips, the fuel checks and the pay proposals say. This page shows how to read the sets, switch them, correct the past and act on the proposals Quanty makes.

Before you start

• Your organization has the TMS add-on. Sets live in Fleet, Vehicles and sets (the Sets view) and on each vehicle card (Switch and History, Sets).
• Everyone can see the sets and their history. Switching, correcting, applying and undoing needs a role that may change TMS data with the Fleet module. Applying a proposal from the order card needs the Dispatch module (see TMS modules).
• Only people marked "This person is a driver" can go into a set (see The person card).

What a set is made of

A set without a trailer and a driver is the tractor standing alone. The history keeps where each set came from: By hand, From an order, From telematics or Imported.

The Sets view

Fleet, Vehicles and sets, Sets shows the whole fleet at once:

• The chips Sets, Free trailers and Free drivers count what is on the road and what is free right now.
• Sets on the road: "Each tractor with its trailer and drivers right now. A switch closes the current set and opens a new one, so the history stays." Each row has the Tractor, Trailer, Drivers, Since (with how long, for example "for 35 d 6 h"), the Position from telematics and Switch.
• Tractors without a set: "Active vehicles with no trailer and no driver assigned right now", each with New set.

With no set at all yet: "Pick a tractor below and make its first set: trailer, driver and the time it starts."

Switching a set

1. Click Switch on the vehicle card, in the side panel of the list, or on a row of Sets. For a tractor with no set, click New set ("Make a set for PO 9C301").
2. Current set shows what runs now.
3. Pick the Trailer, the Driver and, for a crew, the Second driver (Optional). "Free trailers and drivers are listed first." A busy one says "in a set, with PO 4P118". No trailer and No driver are choices too.
4. Keep the Switch time at now, or set an earlier time: "Now by default. To change something before the last switch, correct that set in its history."
5. Write a Note if it helps, for example "trailer swap in Poznań".
6. Read the preview: "The current set ends at 14:00." "A new set starts." When you take everything away: "The tractor stays without a trailer and driver."
7. Click Switch (or End the set). "Saved. Positions, fuel and border crossings from now on count for the new set."

A trailer or driver taken from another tractor leaves that set at the same moment, and the rest of that set goes on. If nothing changed: "This is already the current set. Change the trailer or a driver to switch."

What a switch refuses

A driver whose papers have expired is not refused: the switch goes through and shows the expired document as a warning, so you can sort it out.

The set history

The vehicle card's History tab has three panes: Timeline, Sets and Changes. Sets is the set history: "Every set this vehicle was in, from the newest. A correction never edits the past: it crosses out the old entry and adds a new one with a reason." A driver's card has the same history from the driver's side (see The person card).

Above the history, a tractor shows the proposals waiting for it and Applied set changes, the switches made from proposals, each with Undo (below).

Correcting a set

1. Click Correct on the entry that is wrong.
2. Correct a set: "Change what was wrong. The old entry stays in the history, crossed out, with your reason and your name."
3. Change the trailer, the drivers, From, To ("Empty: the set is still on.") or the note.
4. Write the reason. "Required. It stays with the correction for good." For example "the driver changed in Poznań at 14:00, not in the morning".
5. Click Save correction. The old entry reads Corrected, with "Reason: …" and "by …".

Problems in the history

Quanty checks this month's sets and lists two kinds of problems under Sets to check on the vehicle and in To check on the Fleet page:

• Overlap: "The same driver or trailer in two sets at once". It also raises an issue.
• No set: a tractor that moved faster than 5 km/h, according to telematics, while no set was recorded ("was driving with no set recorded").

Open the set history of this vehicle takes you to the entry to correct.

Sets to check

Quanty also notices when someone else knows better than the fleet register who drove what. It never switches silently: each finding waits as a set proposal until a person decides.

The proposals are rules, not AI: they compare the order, the card or the other system with the set at that moment. Orders from 45 days back to 14 days ahead are checked.

Acting on a proposal

On the Fleet page (To check), on the vehicle (History, Sets) or on the order card (see The order card):

• Switch ("Switch from 06.11 07:00") applies it: the set changes from that moment, with the order as its source. "Set of PO 5KM21 switched from 06.11 07:00."
• Create set does the same for a tractor that had no set at that time.
• Switch all from orders (8) applies every proposal from orders, oldest first, up to 200 at a time: "Switched 6, not switched 2 (2 would change later history: open them one by one and put the set into the past only)."
• Only into the past is offered when the tractor already has a later set: the change is written back only until the next known change, and the later set stays.
• Only this order keeps the fleet set and marks the order as the exception. Write in a few words why (for example "a one-off trailer swap for this loading only"); the reason lands in the order history and "this proposal does not come back". A changed order can make a new one.
• Correct the order opens the order when it is the order that is wrong.

A proposal that no longer fits is refused with a plain reason: "The order and the set agree now; there is nothing to switch." or "The order changed since this was proposed. Open it again to see the new proposal."

Undoing an applied switch

Applied set changes lists the switches made from proposals ("switched", "corrected in the past", "undone"). Undo opens Undo the set change: "The sets go back to how they were before this change (with the correction rules: nothing is deleted). Write why." A switch whose set was changed again afterwards cannot be undone this way: "The set changed after this was applied; correct it on the vehicle card instead."

Switching together with a handover

A Handover protocol on a vehicle can switch the set in the same step: the odometer, the checklist and the signature are written down, and the set switches when the protocol is saved. The switch shows in the set history and can be undone from the protocol (see Equipment and handover).

Good to know

• Positions, fuel fills and border crossings after the switch time count for the new set, those before it for the old one.
• A trailer has no set of its own: switch it on its tractor. Its card shows "Not behind any tractor right now." when it is free.
• An erased driver (see Personal data) cannot be put into a set any more.
• Removing a vehicle keeps its set history for reports and audits.
• The reports Driver month, Vehicle month, Border crossings and Set profitability read the sets (see TMS overview). A crossing that no set explains is listed there so you can fix the history.

Related pages

• TMS fleet and workshop: the Fleet page and the vehicle register.
• The vehicle card: where Switch and History live.
• The order card: the banner when an order and a set disagree.
• Planner: orders by tractor.
• Road cards and the VAT mileage log: one card per set or per month.