Beginners Guide to Haulage Exchange for Companies by Exchange

A Beginners Guide to Haulage Exchange for Companies

Version 3.5

Contents

Welcome Notification Area Tool 1. Directory 2. Drivers & Vehicles

3. Live Availability Map 4. Pro-Alerts 5. Return Journeys 6. Loads

7. Diary 8. Status Updates 9. Proof of Delivery 10. Accounting

Introduction to Haulage Exchange Overview of the “Draw your Notification Area” tool Directory of all members of the Exchange Add a Sub-Contractor Add a Driver Add a Vehicle Real time availability of Exchange users Real time alerting Search for a Return Journey Add a Return Journey Search Loads Post a Load Confirming / Allocating a Load Book Direct Review all your booked and sub-contracted jobs Status Updates from the Mobile App How to Complete a POD (Proof of Delivery) Getting Started Raising an Invoice for a Diary Booking Raising an Invoice for a non Diary Booking Invoice Actions Credit Notes How to block a member Helpful advice Helpful advice Glossary of Industry related jargon

11. Blocking Members Do’s and Don’ts Top Tips Jargon Buster Appendices A: iPhone App Guide B: Android App Guide C: How to Setup your Email on an Android Phone or Tablet D: How to Setup your Email on an iPhone or iPad

2 3 4 6 7 8 9 11 12 14 15 16 17 18 19 20 21 22 23 24 26 27 28 29 30 34 35 41 49 51

Welcome to Haulage Exchange Haulage Exchange is a tried and tested ‘trade-only’ platform for same-day courier and express freight delivery operators. We help our member businesses to improve their efficiency, gain new clients and forge long-lasting business relationships. After landing on the Haulage Exchange site (www.haulageexchange.co.uk), click on the button and enter your Username and Password. If this is the first time you have logged in onto your account, a “Get Started” wizard will pop up and show you the status of your account setup. Some of your information has already been pre-populated. To ensure your account is set up correctly you will need to go through the various steps of this wizard.

When you log in you will see a screen like the one on the left. This Home Page gives you quick access to the most important features of your Exchange.

To ensure you are getting relevant notifications, you can specify your home notification area accurately using our “Draw Your Home Notification Area” tool.

Notification Area Tool

You can check the latest posted loads on your computer or set up your account and receive notifications through email or text message. To activate, click on “Settings” on the top menu bar and select “Notifications” on the left hand side.

2 Follow the on-screen instructions.

Click on the ‘Select Region’ option and create your unique home notification catchment area, than press Save. If you wish to change the area selected, click the ‘Reset Region’ button and start again. You will not receive notifications from outside the circular radius if you select a region outside of it.

The Directory allows an easy, but powerful search of all Exchange members. You can sort the listed owner operators / companies by their name, location, registration date and ratings.

1 2

Directory Click on the Directory tab.

The Search panel on the left hand side offers a number of filters to refine your search. You can use one filter or you can combine different filters to help you find exactly who you are looking for. Once you have entered your search criteria, click the â&#x20AC;&#x153;Searchâ&#x20AC;? button.

List of Companies that meet your search options.

List of Owner Operators that meet your search options.

Click on the company or driver name for more details.

Clicking on a member’s name or the “Info” icon, opens their “Accreditation Overlay”. This contains the member’s business details, feedback scores, specialist services, etc... You may notice a Charter symbol next to some company names. This represents that this company has signed the Exchange Member Charter which can be viewed by clicking the icon.

Beside each member on the Directory is a series of 3 LED icons denoted by the letters L, J and T. A LED with the letter ‘L’ is visible on the directory to indicate if that member has any Loads registered. Grey if none. Blue if yes. A LED with the letter ‘J’ is visible on the directory to indicate if that member has any Return Journeys registered. Grey if none. Dark Orange if yes. A LED with the letter ‘T’ is visible on the directory to indicate if that member is being tracked. Grey if not being tracked, Light Orange if they are.

Handy Tip Use the “Directory” for networking purposes. Owner Operators can find companies they would like to work for and companies can find drivers they would like to use as subbies. Members can also contact each other to share the latest news from the transport industry.

Add a regular Sub-Contractor that you use onto your Exchange account to help you get extra work for them.

Drivers & Vehicles Add a Sub-Contractor

Click “Drivers & Vehicles”.

3 4

Click on the “Sub-Contractors” tab.

Click “Add Regular Subbie”.

First enter the sub-contractor’s Email Address or Phone Number. Then click “Submit”.

IMPORTANT NOTE If the phone number/email address is associated with an existing member, you will not be able to add them as a sub-contractor.

Complete the profile of the sub-contractor you wish to add. When you have finished click “Save”.

IMPORTANT NOTE When you fill in the profile the sections marked with a red star are COMPULSORY!

Add a Driver onto the Exchange for your company.

Drivers & Vehicles Add a Driver

Click “Drivers & Vehicles”.

Click on the “Company Drivers” tab.

Click “Add Company Driver”.

IMPORTANT NOTE Company Drivers CANNOT access the Exchange, but they need to be setup in order to use the Mobile App.

Enter the details of the Company Driver that you wish to add.

Select the Mobile Option from the Drop Down Menu. Click “Save” to add this driver to your exchange account.

IMPORTANT NOTE When you fill in the form for a Company Driver, the sections marked with a red star are COMPULSORY!

Here you can register each vehicle you wish to submit Return Journeys for.

Add a Vehicle

Click “Drivers & Vehicles”.

Drivers & Vehicles

Click on the “Company Vehicles” tab.

Click “Add Vehicle”.

Enter the details of the vehicle that you wish to add. You can also upload Vehicle Documents which can be viewed only by members of your account. Click “Save” to add the vehicle.

IMPORTANT NOTE When you fill in the form for a Company Vehicle, the sections marked with a red star are COMPULSORY!

The Live Availability Map displays the real time location and availability of any Exchange drivers that are logged in to the Courier Exchange Mobile App and have “Tracking” turned on.

Live Availability Map

1 2

Click the “Live Availability” tab.

Set your search preferences using the Search panel on the left hand side. Combine filters to specify your search.

Add groups of members who you work with regularly for quick search. Check the “Save as Default” option to save the search parameters. These options will be applied automatically the next time you visit the LAM.

Handy Tip Companies use the Live Availability Map as it is quicker and easier to find an available driver in a particular area.

Available Drivers Unavailable Drivers Unknown Status Drivers Blue markers show that there are multiple vehicles within 5 miles of each other.

Click on a pin and a balloon will appear containing information about the driver, the vehicle and their contact details.

The results table is a direct reflection of the pins visible on the Live Availability Map, displaying the drivers details.

Handy Tip Click on the Magnifying Glass icon to see on the map where the driver is and the route of his journey.

Pro-Alerts are a pro-active way of alerting everyone involved in a booking (including the end customer if required) with how the booking is progressing.

Pro-Alerts

When you confirm a job to another member, Owner Operator / vehicle or sub-contractor, you can choose to inform up to 3 separate people (plus yourself) with the following status updates: • • • • •

On site (pickup) Loaded En-route updates at the frequency of your choice On site (delivery) Delivered/POD

Pro-Alerts work in conjunction with the Exchange Mobile App or Navman Wireless integrated vehicles.

In this section you can search all posted Return Journeys, and post journeys for your vehicles.

Return Journeys

Searching for a Return Journey

Click on the “Return Journeys” tab.

Click “List View” to see all current Return Journeys.

Click “Map View” to see the start location of all posted Return Journeys showing on the map.

Handy Tip In the Search Panel you can choose to use a drop-down menu or a slider to set the size of the vehicle you are searching for.

Enter your search criteria to match your requirements using the filter options.

If you have a more specific requirement, use the “Advanced Search” which has more filter options.

The Map View will show all the Return Journeys that match your search criteria. Click on a pin to view all details of a particular Return Journey. The List View shows the same search result, displaying the details of the Return Journeys instantly.

Handy Tip If you see the orange “Track” button under a Return Journey, it means that the driver is using the Courier Exchange Mobile App or is linked with an Exchange tracking partner, and you can check their exact location on the map.

Post a Return Journey to match your journey with appropriate loads along the route.

Return Journeys Add a Return Journey

Click the “Add Journey” button.

Enter the details of your journey route, times and capacity. These details are all visible by other drivers/companies. Click the “Go Anywhere” option, if you want to receive notifications about loads that start on the route you have entered, but deliver to anywhere (even back to where you just came from). If you have any specific comments to make, use the “Notes” section and these will be visible to others. Once you are finished, click “Save” to publish the Return Journey on the Exchange.

IMPORTANT NOTES When you fill in the form to post a Return Journey, the sections marked with a red star are COMPULSORY! Please note that you CANNOT register a journey for a vehicle you haven’t registered on your account. ONLY one journey can be registered for any given vehicle at any given time.

Handy Tip Selecting the “Go Anywhere” option will match loads that start on your route but end anywhere.

Search all the Loads posted on the Exchange.

Loads

Search Loads The Loads’ section displays all live loads that have been posted on the Exchange.

Click on the “Loads” tab.

You can view loads in a list view or in map view on our Interactive Map. Click “List View” to see all live loads posted on the Exchange.

Click Beta Interactive Map” to see all posted loads on the map. Refine your Loads search using the filters of the “Search Loads” panel.

Click on an arrow marker to see the details and requirements of a particular load. The direction of the arrow marker denotes the travel direction required.

Pink Arrow = Loads posted more than 10 minutes ago Pink Star = Represents multiple loads starting from this point. Click to view a list of individual loads. Turquoise Arrow = Loads posted within the last 10 minutes. Turquoise Star = Multiple loads posted within the last 10 minutes starting from this point.

This section explains how to post a load on the Exchange.

Loads

Post a Load

Click on the “Post Load” button.

2 Select a Load option: On Demand - If you have a Same Day / Next Day Load Regular Load - If you have a regular load that re-occurs frequently Daily Hire - If you are looking to hire for a specific time period rather than a specific load

Fill in the form and Click “Post Load” to register your Load on the Exchange. If the main detail of the load (Locations, Vehicle Size, etc..) are likely to be used on a repeat basis, you can save time by clicking the “Post Load and Save for Repeat Use” button.

Handy Tip Set a smaller radius in the Mobile Notifications Settings section if the collection is urgent to only inform drivers that are in the area.

IMPORTANT NOTE When you fill in the form to Post a Load, the sections marked with a red star are COMPULSORY!

Follow these steps to confirm and allocate a load posted on the Exchange to a chosen member, driver, regular sub-contractor or vehicle.

Confirming / Allocating a Load

1 Click on the “Diary” tab.

When you have accepted a price from a driver/company, click the ‘Book/Allocate This Job’ button to confirm the job to your chosen member or allocate to one of your drivers, regular sub-contractors or vehicles.

The detail from the posted load will already be pre-populated in the form. Select whether you want to allocate this load to an Exchange member, company driver/sub-contractor or vehicle. Search for the member or select from the dropdowns (depending on previous selection) to allocate this load. Manually enter the pickup/delivery details or select from a previously saved contact.

IMPORTANT NOTE When you fill in the form to allocate / confirm a job, the sections marked with a red star are COMPULSORY!

Click ‘Save as Draft’ if you would like to come back later to finish the confirmation or click ‘Send Confirmation’ to send it now.

Book a Load directly to another member or one of your drivers / regular sub-contractors.

Loads

Book Direct

Click on the “Book Direct” button.

Fill in the form and click “Send Confirmation” to book a load directly to your chosen driver / sub-contractor.

IMPORTANT NOTE When you fill in the form to Book Direct, the sections marked with a red star are COMPULSORY!

The Diary shows all of the jobs which you have booked or sub-contracted on the Exchange.

1 2

Diary Click on the “Diary” tab.

You will see a list of all bookings which you have made and also any jobs which you have sub-contracted.

The Diary also contains a contacts section. Click on the “Contacts” button on the left hand side. Add your contacts for easy insertion into bookings.

Clicking the “Leave Feedback” button allows you to leave positive or negative feedback for a member, on how they performed, or whether they paid on time. This can only be done if the POD is entered. Selecting a negative rating will give you the option to post a complaint if you deem it serious enough and want our account managers to mediate.

To duplicate the details of an existing booking into a new booking click on the orange ‘Re-book’ button. This opens up a direct booking form, with all the details from the original booking pre-populated so it can be amended and re-booked.

Duplicate all the details of the load into a new load posting.

Job Statuses are automatically updated when a driver is using the â&#x20AC;&#x153;My Bookingâ&#x20AC;? feature of the Exchange Mobile App.

Status Updates from the Mobile App

When a driver updates the status of the job using the Mobile App, the system will change the status of the job on the Diary automatically.

The booking entry will appear amber throughout the duration of the job until the delivery is completed.

When the load has been delivered and the POD has been entered the booking will turn green to indicate it has been completed.

This section shows you how to complete a POD (Proof of Delivery) on the Exchange.

Proof of Delivery How to Complete a POD

Click on the “Diary” tab.

2 Click “Enter POD” under the job.

Fill in the form and click “Save”.

Click the Browse button to upload a scanned copy of the actual POD. If you complete your POD using the Mobile App, you can upload the scanned copy from your PC later on.

IMPORTANT NOTE When you fill in your POD, fields marked with a red star are COMPULSORY! POD details are sent back up the chain so the member that has sub-contracted the job to you can see when the job has been completed.

Introduction and Getting Started on the Accounting section.

Accounting Getting Started

The Accounting module allows you to create invoices, mark invoices paid, raise statements, various reports and is also capable of being used in a ‘stand-alone’ capacity for all your customers, not just your trades with other Exchange members. You’ll probably want to enter your VAT number, company registration number (CRN), and upload your business logo. The invoice footer field is where you can add text which will appear at the foot of your invoices, your bank details should be entered here. *This information will appear on all your invoices *

1 2

Click on the “Accounting” tab.

Click on “Add footer / bank details. This information must be added BEFORE an invoice is created.

Add your VAT and Company Registration numbers (if applicable), upload your company logo if you have one, add any text you want to appear at the foot of your invoices.

Raising an invoice for a booking you’ve received to your Diary.

Accounting

Raising an Invoice for a Diary Booking.

Click on the “Diary” tab.

Find the booking which you have received from another member. The POD must be entered before you can raise an invoice. Click on the “£” symbol (this will be coloured green to indicate that its a new invoice which you are raising).

When you click the green “£” symbol, you will be taken to this page in the Accounting module, check your invoice details and click “Save”. You will then have your completed invoice - you can now export it to Excel, PDF, Word and also email it straight from here. Invoices can be emailed but hard copies should be sent by post with the POD.

You will now see in your diary that the job has the “£” greyed out. This shows that an invoice has been raised for this job. Click on the icon to view your invoice if required. IMPORTANT NOTE If the £ symbol has NOT changed from green to grey, click “Refresh”.

Raising Invoices for private customers or work not received via the Diary.

1 2

Accounting

Raising an Invoice for a non-diary Booking.

Click on the “Accounting” tab.

To add a customer click “Accounts Receivable” and choose the “Customers” option. Then click the “Add New Customer” button.

Add the details of the customer, even if the customer is an Exchange member. Once created, these contacts will remain in your customer list.

Click the Home tab and then click “Add New Invoice” to raise an invoice.

You will be taken to this page in the Accounting module, enter your invoice details and click “Save”.

Add extra costs to your new invoice by clicking “Add Additional Items” and chose from the drop-down menu.

To add a new addtional cost click the “Accounts Receivable” tab and choose the “Products” option. Click “Add New Product”, fill in the form and click “Save”. You will then have your completed invoice - you can now export it to Excel, PDF, Word and also email it straight from here.

Accounting

How to perform actions such as Marking Invoices as Paid, Emailing, Printing and Filtering Invoices.

Click on the “Accounting” tab.

Invoice Actions

Click the “View My Invoices” tab.

In the Invoice List you can also use these quick click icons.

Edit Invoice View / Preview of Invoice Exporting to PDF Process Payment Email

Click the

Process Payment icon to mark a job as paid.

IMPORTANT NOTE Do not mark an invoice as paid unless you have received the money!

If you need to credit an invoice.

Accounting Credit Notes

Click on the “Accounting” tab.

Click the “View My Invoices” tab.

Select from the list, the invoice that you wish to credit. Click to edit icon (1st one) and scroll to the bottom of the page.

Click the “Credit this Invoice” button.

IMPORTANT NOTE It is not possible to delete invoices from the system. For further information please contact Support.

This section shows you how to block and unblock a member on the Exchange.

Blocking Members

Blocking a member will stop them from being able to see your loads, stop visibility of your compliance documents and stop them seeing your driver’s / sub-contractors locations.

1 2

Click on the “Settings” option on the top right.

Click on “Blocked Members” at the bottom of the list.

Enter the ID number of the member who you wish to block and click “Block Member”. The member is now blocked.

To unblock a member, click on the red X next to their name on the Blocked Members List.

Do’s and Don’ts DO • • • • • • • • • • • • • • • • • • • • •

DO introduce yourself to other members. DO be courteous to other members at all times. DO communicate as often as necessary when on a job (this includes calling the contractor to advise goods are on board, when you have delivered and if there are any issues). DO confirm all jobs through the system. DO mark all jobs as sold if the job if it is no longer available. DO leave feedback for every job confirmed through the system. DO get a signed Proof Of Delivery for every job (without your details). DO send your invoice and POD together in the post unless otherwise agreed. DO register Return Journeys for every job. DO make use of the various features on the Exchange, like the Mobile App. DO look at the Knowledge Base to find answers to your queries. DO submit a support ticket or call in if you have any queries and cannot find the answer in the Knowledge Base. DO pay sub-contractors on or before the agreed payment terms. DO everything you can to run your own credit control. DO renew your subscription before expiry. DO keep your personal details and insurances up-to-date. DO make yourself aware of the forum rules. DO submit your comments and suggestions via the support section. DO ensure bank details are submitted on the site and they are on every invoice. DO update your status and current location using the Mobile App. DO invoice for a job immediately after completion to prevent any payment delays.

DO NOT • DO NOT be rude, abusive or aggressive to any member, customer or staff. • • • • • • • • • • • •

DO NOT ask what to charge on the forums. DO NOT try and poach customers. DO NOT leave your details in any format at the collection or delivery points. DO NOT do anything not agreed with the contractor first. DO NOT ‘name and shame’ on the forums. DO NOT sub-contract a job through the Exchange or any other network if you obtained it through the Exchange. DO NOT post jobs as hotshots if not prepared to pay hotshot rates. DO NOT put in late payment complaints without doing everything you can first. DO NOT take advantage of new members. DO NOT break the forum rules. DO NOT leave support queries on the forums. DO NOT use a confirmation as your POD or present this at the collection or delivery points.

Top Tips Route planning Planning your route is important – there are a number of websites which will help you with this. Remember that the company who you are working for may only pay you for the shortest route, which may not necessarily be the quickest! If you’re planning a journey to the Continent, remember to allow for tolls on the autoroutes and motorways in countries like France & Italy. Notifications include Google Maps mileage based on their suggested route. Communication during the job Most people can drive a van – what makes a successful courier is the ability to communicate at all stages of a job, and be flexible to adapt to changes in circumstances. If you are sub-contracting for another courier company, you must remember that you are ‘carrying’ their reputation. They will expect regular updates, especially when the consignment is collected and delivered. Most importantly, if there is a problem such as a breakdown or traffic jams let them know ASAP. Proof of Delivery (POD) A vital piece of evidence that you must collect to show that you have successfully delivered the consignment. It should be time & date stamped, with the recipient’s name clearly printed and signed. Some companies will not pay you without hard copy of this document! You should also phone through the POD info immediately to the company that you are working for, or use the Courier Exchange Mobile App to send this data back. Important: DO NOT leave your details in any format at the collection or delivery points. Use a blank POD without your info. This can be purchased from better stationery shops.

Invoicing You should try and raise your invoice as soon as possible after completion of the job, and send your POD with it. Don’t expect that you will be paid immediately for a job which has taken you three weeks to invoice! There is a simple invoicing facility on CX, which you can use for either your own customers or other members of Courier Exchange. Terms of Payment Agree this before you accept a job and before you collect the consignment – it’s no good arguing about it afterwards. Typically, you should expect to be paid on a 30 days net monthly basis – this generally means that you will be paid at the end of the month following your invoice date ie., an invoice dated 14 September would be due for payment on 30 October. Some companies will pay on a 7 day basis or by credit card – check first to manage your cash flow. VAT registration We advise you to check whether you need to register for VAT once you’re up & running. Speak to your accountant or financial advisor or alternatively there are numerous websites dedicated to this subject and other small business matters. You may also consider joining the ‘flat rate’ scheme which is especially suitable for smaller businesses. See http://www.hmrc.gov.uk/startingup/ for more information. Terms & Conditions You will need a set of “T & C’s” to trade with – there are a model set of these available for Courier Exchange subscribers. You must send your customers these conditions prior to starting to trade and always refer to them on your documentation and quotes. Your Terms & Conditions should cover what happens in the eventuality of damage or loss to a consignment and late delivery, besides the usual trading conditions. Disputes We are not a governing body but we can mediate to find a suitable solution agreeable for both parties.

Jargon Buster Waiting Time POD Backload Return Journey ETA Wait & Return ADR Deadline GIT Ambient Freight Forwarder Consignment SLA COD

CX On demand Regular Load Go Anywhere

LAM Sub-contractor Company Driver App / Mobile App Mobile Web

Generally, the first 15 minutes are included Proof of Delivery, should be a clear time & date stamped signature.The POD is also known as a delivery note A less urgent job posted on Courier Exchange The run back to base posted on Courier Exchange Estimate Time of Arrival 2-way job includes waiting at drop-off point Hazardous Freight (needs a license), several categories Be there or else! Goods in Transit insurance Regular, non-temp controlled delivery Use other companies to deliver their loads Industry term for a load Service Level Agreement “Cash on Delivery” - you could be collecting the delivery charge for your customer, or collection cash for the goods that you are delivering for the end-customer (this would probably be a “Wait & Return” job) Courier Exchange! Loads that require pickup same / next day A load that occurs frequently Ticking this option allows you to receive notifications about loads that start on the route you have entered but deliver to anywhere (even back to where you have just been) Live Availability Map A company / driver who is hired to do a job but is not an employed PAYE driver Company Drivers, that are employed PAYE drivers The Courier Exchange Mobile App (see Appendix A and B for more information) The mobile friendly version of the Exchange website.

Appendix A

iPhone App Guide

How to use the Courier Exchange Mobile App on your iPhone

Courier Exchange Mobile App

How To Use Our Mobile App (iPhone)

The Courier Exchange Mobile App …. the smart way to be keep up-to-date.

The new Courier Exchange Mobile App is designed specifically for couriers, owner drivers and freight forwarders to make load and driver matches quicker and more reliable. By using our Mobile App on a smartphone, Exchange member drivers can advertise their real-time location and availability, giving easy and immediate visibility to suppliers. The system automatically matches drivers with available loads based on their current location. A few of the Mobile App’s main features: •

2-Click Return Journey entry

•

Status availability update function

•

Booking Status update.

The Mobile App is a great tool that helps you get the most out of your Exchange membership, making your job quicker, easier and more efficient.

Why use the Mobile App? Maximise your visability...Get more work...Increase you profits 1. Reduce empty return journeys. 2. Post return journeys from your phone directly to the Exchange. 3. Manage your return journeys from your smartphone. 4. Use GPS/cell tower tracking to put yourself on the Live Availability Map for other members to find you. 5. Update your availability status. 6. Update your supplier on the go. 7. Receive load notifications based on your current location.

Introduction This guide explains how to use each button in the Courier Exchange Mobile App and gives you a brief description of what each button does. If you would like to know what happens after you perform these actions click on the below link to watch the ‘Courier Exchange Mobile App Explained’ video. http://youtu.be/QZDP39SSPcE This video contains vital information to get the most out the mobile app and understand how it works.

Getting started To get started follow the steps below to download the Mobile App from the Apple App Store: Click on the blue ‘App Store’ icon on the home screen of your iPhone. Now you will see the following buttons at the bottom of the screen: ‘Featured’, ‘Top Charts’, ‘Genius’, ‘Search’ and ‘Updates’. Click on the ‘Search’ button. Type ‘Courier Exchange’ into the ‘Search’ box, located on the top your screen. Now click on ‘Search’ button located at the bottom of the screen. Click on the ‘FREE’ button next to the Courier Exchange Mobile App icon. Next click ‘INSTALL APP’. Enter your Apple ID Password & click ‘OK’.

The Courier Exchange App will take a few seconds to download.

Using the App 1. When you have installed the App on your mobile phone - Log in. 2. Owner Drivers - please use your Exchange log in details. 3. Companies - Setup drivers and/or Sub-contractors first and use the login credentials you have entered in the profile. If you require help, call: 020 8896 6767. 4. When you have logged in successfully you will be asked to allow the App to use GPS.

Important– Please ensure your 3G connection is turned ON (if not at your home or office) as your WIFI signal will typically only reach a few metres.

5. Now you can start……. The app has been designed to work in the background even if you open another app-say to make a call. [This ensures you have uninterrupted service (as long as you have a connection)]. 6. Once logged in, your location will be tracked automatically. [To turn this off, simply click on the ‘Stop Tracking’ button]. Using your current location, you will be tracked on the Live Availability Map and your location will be used for load matches.

The ‘Update your Status’ option allows you to change the status of your availability i.e. ‘It is NOT a return journey’.

A quick overview of the 'home screen’ The App allows 4 main functions: 1

Tracking Your location displays on LAM and turns on location load matching.

Live Availability Advertise your current status of availability.

Turn Tracking ON/OFF. This allows you to change your availability status. Register your return journey in 3 ways: 1

Going Home

Return Journeys

3 Easy ways to register your return journeys.

Going To

Add Future Journey

My Booking Update job status directly to your suppliers.

To edit or delete a journey.

Update your status - if available

NB: Allows you to update the status of your availability but does NOT register a return journey, unless you select a journey option.

Update your status - if NOT available

NB: Once you have selected this option you will NOT receive notifications.

Return Journeys Return Journeys can be registered in 3 ways:

1.Going Home - uses your current location and your home location automatically.

2.Going To - uses your current location requires you to enter your destination manually.

3.Future Journey - manual entry.

When entering a town name, it will take a moment for the App to search. When it returns its suggestions simply click on the correct one. Your Return Journeys WILL appear on the Exchange.

My Booking 1. Click on ‘My Booking’ from the home menu. 2. Tap the ‘On Site (Pickup)’ button to log that you are on site. 3. Tap the ‘Loaded’ button when you have the goods on board. Fill in the details of the load if applicable. (optional)

1. Tap the ‘On Site (Delivery)’ button when you have arrived at the delivery location.

2. Finally tap the ‘Delivered/POD’ button to confirm you have delviered the load. Fill in the POD details.

Each status is date and time stamped and instantly visible via the diary/event log. You will need to send a hard copy of the POD to your customer. Only the most current booking will appear in ‘My Booking’ (the booking with the earliest pick up time). *Coming soon: You will be able to upload your documents (original signed POD) in your diary after the POD details have been entered.

Editing / Deleting a Journey 1. Click on ‘My Journeys’ from the home menu. 2. To delete the journey, tap on the journey and click on the ‘Delete’ button at the bottom of the screen.

3. To edit the journey click on the blue arrow. The entry form will be displayed with all the details you entered, simply change and click the ‘Save’ button.

Notifications Once you update your status you will start to receive ‘Live Notifications’. Live Notifications are matched based on your current location ONLY. Direction of travel and Pickup times are NOT considered when the system matches jobs for you. To gain maximum visibility and maximum load matching opportunities you should also enter a Return Journey. Registering your journey will activate ‘Predictive Matching’ and you will be sent relevant notifications along your route. The Exchange will send job notifications if your location is within the radius specified by the company who posts a new load and your vehicle is the right size. Notifications based on a company driver’s/sub-contractor’s loction will be sent to the parent company NOT the driver.

Support and Suggestions We are here to help, please report any issues you may experience with the App as below:

If are experiencing any issues with the App, click on the ‘Report a Bug’ button on the Home Page. *Please include as much information as you can

Alternatively if you have any queries: Call Laura on: 020 8896 6760

Email: laura@courierexchange.co.uk

We hope the guide has been useful and you are now ready to enjoy the benefits of the new Courier Exchange Mobile App. Please do send us your questions or suggestions - we really value your feedback!

Appendix B

Android App Guide

How to use the Courier Exchange Mobile App on your Android Phone

Courier Exchange Mobile App

How To Use Our Mobile App (Android)

The Courier Exchange mobile app ….the smart way to keep up-to-date.

The new Courier Exchange Mobile App is designed specifically for couriers, owner drivers and freight forwarders to make load and driver matches quicker and more reliable. By using our Mobile App on a smartphone, Exchange member drivers can advertise their real-time location and availability, giving easy and immediate visibility to suppliers. The system also automatically matches drivers with available loads based on their current location. A few of the Mobile App’s main features: •

2-Click Return Journey entry

•

Status availability update function

•

Booking Status update

The Mobile App is a great tool that helps you get the most out of your Exchange membership, making your job quicker, easier and more efficient.

Why use the Mobile App? Maximise your visability... Get More Work... Increase you profits 1. Reduce empty return journeys. 2. Post return journeys from your phone directly to the Exchange. 3. Manage your return journeys from your smartphone. 4. Use GPS/cell tower tracking to put yourself on the Live Availability Map for other members to find you. 5. Update your availability status. 6. Update your supplier on the go. 7. Receive load notifications based on your current location.

Getting started To get started follow the steps below to download the Mobile App from the Android Play Store:

On your phone, click the white ‘Play Store’ icon. Click on the magnifying glass icon in the top right corner and type ‘Courier Exchange’ into the search button. Click the magnifying glass icon to search. Click on the Courier Exchange App icon. Click on the green ‘INSTALL’ button and press ‘ACCEPT’ when the App permission box pops up. The Courier Exchange App will take a few seconds to download.

Using the App 1. When you have installed the app on your mobile phone - Log in. 2. Owner Drivers - please use your Exchange log in details. 3. Companies - Setup drivers and/or Sub-contractors first and use the login credentials you have entered in the profile. If you require help, call: 020 8896 6767. 4. You will be asked to allow the app to use GPS.

Important– Please ensure your 3G connection is turned ON (if not at your home or office) as your WIFI signal will typically only reach a few metres.

in your task bar will turn from grey to yellow when tracking is turned on.

The ‘Update your Status’ option allows you to change the status of your availability i.e. ‘It is not a return journey’.

A quick overview of the 'home screen’ The App allows 4 main functions: 1 Tracking

Your location displays on LAM and turns on location load matching.

Live Availability

Advertise your current status of availability. 3

Return Journeys 3 Easy ways to register your return journeys.

My Booking Update job status directly to your supplier.

Turn Tracking ON/OFF. This allows you to change your availability status. Register your return journey in 3 ways: 1

Going Home

Going To

Add Future Journey

To edit or delete a journey.

Update your status - if available

NB: Allows you to update the status of your availability but does NOT register a return journey, unless you select a journey option.

Update your status - if NOT available

NB: Once you have selected this option you will NOT receive notifications.

Return Journeys Return Journeys can be registered in 3 ways:

1.Going Home - uses your current location and your home location automatically.

2.Going To - uses your current location requires you to enter your destination manually. 3.Future Journey - manual entry.

When entering a town name, it will take a moment for the app to search. When it returns its suggestions simply click on the correct one. Your Return Journeys WILL appear on the Exchange.

My Booking 1. Click on ‘My Booking’ from the home menu. 2. Tap on the ‘On Site (Pickup)’ button to log that you are on site. 3. Tap the ‘Loaded’ button when you have the goods on board. Fill in the details of the load, if applicable. (optional).

1. Tap the ‘On Site (Delivery)’ button when you have arrived at the delivery location. 2. Finally tap the ‘Delivered/POD’ button to confirm you have delviered the load. Fill in the POD details.

Editing / Deleting a Journey 1. Click on ‘My Journeys’ from the home menu. 2. To delete the journey, tap on the journey and click on the ‘Delete’ button at the bottom of the screen. 3. To edit the journey, simply check the box next to the journey you wish to delete and tap the delete button.

Support and Suggestions If you have any issues with the App please follow the steps below: • Click the ‘menu’ button on your phone. • Click the ‘Report a Bug’. • Please include as much information as you can!

Alternatively if you have any queries: Call Laura on: 020 8896 6760 Email Laura at: laura@courierexchange.co.uk

We hope the guide has been useful and you are now ready to enjoy the benefits of the new Courier Exchange Mobile App. Please do send us your questions or suggestions - we really value your feedback!

Appendix C

How to setup your email on an Android phone or tablet Click on the “Display all apps” icon and find the Mail App - it will be preinstalled on your phone or tablet.

Select your email mail provider – i.e. Gmail, Yahoo etc. (If you are setting up work email then you may need to connect your IT department to see if there are additional instructions you need to follows, as email settings and security will vary from company to company).

Once you have selected your email provider, you will then be asked to enter your email account details.

Next you will be asked to assign a name for your email account. Android Mail lets you set up more than one email account in its Mail app, so choosing a name such as ‘Work’ or ‘Personal’ would be sensible choices here if you are planning to use the Mail app for managing more than one email account.

Some Android devices and mail providers will let you sync your contacts, and other information with the rest of your phone or tablet. If this is the case simply select the information you want to be synced with your Android phone or tablet. Another good feature with Android Mail, is that it lets you check how often the Mail app checks for new email messages. Tip: If you wish to save battery select longer update intervals. Similarly if you want your emails to reach your phone instantly select the ‘Push’ option.

Send and receive emails from your Android phone or tablet.

Appendix D

How to setup your email on an iPhone or an iPad

Tap “Settings” and move down to “Mail, Contacts, Calendars”.

Tap “Add Account”.

Tap “Other”.

Select “Add Mail Account”.

Enter your Name, Email Address, Password and your email address in the Description field. Then click “Next”.

Highlight the “IMAP” tab.

For Incoming Mail Server enter imap.one.com as the Host Name. Enter your full email address as User Name Enter your Password that you selected for the email account in the Control Panel.

For Outgoing Mail Server enter send.one.com as the Host Name. Enter your full Email Address as User Name Enter your Password that you created in the Control Panel and tap “Next”. Please note that even though the field says Optional, you need to fill it out.

Tap “Save” again.

Tap the “Account” field.

Tap the Mail account you just created.

Tap “SMTP”in the Outgoing Mail Server field.

Tap “send.one.com” in the Primary Server Field.

Move down to “Use SSL” for Incoming Settings, and slide to ON.

For Host Name enter send.one.com Enter your full email address as User Name e.g. name@example.com Enter your Password Use SSL should be set to ON Authentication should be set to Password In Server Port you should use port 465. To verify the information, tap “Done” and then “Account”.

Use SSL is now set to ON.

The Next Step is to synchronise Mailbox Behaviors with the server to make sure that your mails are saved both on the device and on the server.

Tap “Drafts Mailbox”.

Tap Drafts in “On the Server” field. Go back by clicking on Advanced, and do the same for the other mailboxes. Sent Mailbox should be set to Sent in the “On the Server” field, and the Deleted Mailbox should be set to Trash in “On the Server” field. To complete the setup, tap Account and Done.