Customer Onboarding - All

Customer Onboarding - All

Customer Onboarding

Welcome to SolBox!

Thank you for choosing SolBox! This onboarding document is designed to guide you through setting up your account step by step. With this self-serve approach, you’ll have everything you need to get started without requiring direct assistance from our team.

How to Use These Articles

The articles are organised into sections, each containing:
  1. A brief description of the section’s purpose.
  2. Use-case examples to clarify if a section is relevant to your needs.
  3. Specific instructions to help you complete the setup.
Not every section may apply to your specific setup unless specifically stated. To save time, we recommend reviewing the section descriptions first to identify the parts most relevant to your business. If a section is not applicable, you can skip it without impacting the rest of the process.

Need Help?

While this guide empowers you to set up your account independently, we’re here if you need additional support. Feel free to contact our customer support team or consult our online knowledge base for further assistance.

We’re excited to have you on board and look forward to supporting your success!

Login

Logging in to the SolBox platform can be done via the web or any mobile device. The system is designed to work best on a desktop PC. Any PC with internet connectivity can view and utilise the SolBox platform.

1. Go to Login to your account:


2. Fill out the login details:
  1. Company Name 
  2. Username 
  3. Password (case-sensive)
Take care when entering your username and password. If you are resupplied details it is best to copy/paste these so nothing is incorrect - for example: use of caps/lowercase - the password is case sensitive.

Warning
If you accidentally add a space infront or behind the credential in any field (including when you copy/paste), the system will read that space as a character - hence your credentials will be incorrect.
Alert
If the error still consists please see the Login Assistance article for help. 

3. After you filled out all the fields and tick "I am not a robot", the "Login" button will turn blue > click "Login".


4. You are now logged in to SolBox SmartMove.



Login Assistance

Trouble Logging In? Here's How to Resolve the Issue

If you're having trouble logging in to your Solbox SmartMove account, don’t worry – there are a few steps you can try to resolve the issue. Please follow the instructions below:

1. Check Your Credentials
Before proceeding, double-check the following:
Account Name: Ensure you're using the correct account name.
Username and Password: Verify that your username and password are entered correctly. Watch for any typos, and ensure there are no extra spaces at the beginning or end of the text fields.

2. Use Google Chrome
For the best compatibility with Solbox SmartMove, we recommend using Google Chrome. Other browsers may not support certain features properly, leading to login issues.

3. Clear Your Cache
Sometimes, old data in your browser's cache can cause issues when logging in. To clear your cache in Chrome, follow these steps:
  1. Open Google Chrome and click the three dots (menu) in the top-right corner of the browser.
  2. Select More Tools > Clear Browsing Data.
  3. In the pop-up window, choose a time range (e.g., Last 7 days) and make sure the checkbox for Cached images and files is checked.
  4. Click Clear Data.




4. Use Incognito Mode
If clearing the cache doesn’t resolve the issue, try using Incognito Mode. This helps bypass saved data or cookies that might be interfering with your login. Here's how:
  1. Open Google Chrome and click the three dots (menu) in the top-right corner.
  2. Select New Incognito Window.
  3. Try logging in again from the incognito window.


Need Further Assistance?
If none of these steps resolve the issue or you need more help, don't hesitate to reach out to our support team. We're here to assist you!


Adding Vehicles

Vehicles are essential for operating the SolBox platform, as they are tasked with fulfilling delivery manifest assignments. Each vehicle must be linked to a manifest for effective tracking and delivery management. In addition to being assigned to a manifest, vehicles can also be associated with driver(s) for operational purposes.

The SolBox system tracks vehicle locations using GPS data collected through the mobile devices installed in the vehicles. This real-time tracking is displayed on the dashboard map and within each vehicle's profile. The location data is continuously updated while the vehicle is online, based on the connectivity of the vehicle’s mobile device.

If a vehicle goes offline, it means the system is no longer receiving real-time GPS data. In such cases, the dashboard will only display the last known location and timestamp when the vehicle was last online.

Add New Vehicle

1. In the menu, click on Vehicles:


2. Click "New Vehicle"


3. Fill out "Vehicle Name" > Click "Save"
Notes
Vehicles must have a unique name but can be named anything of your preference eg. 123ABC (rego number) or Big Blue Van (identifying details).


3.1 Go back to "Vehicles"  to look for the new vehicle that was added and search for the vehicle name in the search bar or in the list


4. Fill out relevant vehicle's details in the "General" tab > click "Save Changes"
Notes
Only asterisk (*) fields are required
  1. "Rate per km" is the rate at which your vehicles costs you to run per km. If this section is completed, the system will calculate the estimated cost of each manifest based on the kms of the run and the cost of the driver per hour. The driver costs can be filled in when creating/editing a driver. We will go over driver costs in the Adding Drivers section.
  2. "Max capacity" is the maximum capacity that vehicle can handle to be loaded with. Vehicle's capacity will be use to calculate load optimisation when creating a manifest. This can be any unit of measure (UOM) which must be consistent with the Order capacity (when entering a new order) UOM e.g. weight/volume/people/cartons etc.
  3. "Max Load Length" is the maximum length (m) that can be loaded onto the vehicle. The Max Load Length will be used when calculating load optimisation when creating a manifest.
  4. "Out of service" to be ticked if you want to exclude this vehicle in optimisation or allocation.


This completes adding a vehicle to SmartMove. If you have further questions or issues, feel free to contact our customer support team or consult our online knowledge base for further assistance.


Adding Timetables


Timetables define when a driver is available to start their shift and when they are expected to finish (end shift), essentially acting as a roster for your drivers. You can create multiple timetables to accommodate different shift patterns. Each driver can be individually assigned a specific timetable, enabling the system to accurately track their availability. Assigning a timetable to every driver is essential to fully utilise the optimiser’s capabilities.

Info
To use the  "Auto Optimize" functionality within SmartMove, Timetables are required.

Add New Timetable

1. From the menu, click Timetables:


2. Click "New timetable"


3. Create name for your Timetable and click "Save"


4. Click "Add Day"


5. Select the day and the time range which the drivers are available > click "Save"
    Continue this step for all available days that are required for this Timetable.`


6. Your Timetable is now complete and ready to assign to the driver. We will go over assigning the timetable to the driver in the Adding Drivers section.


Adding Drivers


Driver profiles are essential for operating the SolBox platform. They are linked to Manifests and Vehicles to facilitate order completion (pickups and deliveries) via the driver app. Each driver must have a unique name, a login for the driver app, and an assigned Timetable that reflects their working hours. Additionally, each driver profile must include a start and finish location, typically set as the depot but adjustable within the profile. Drivers can be added at any time, with passwords created to grant mobile app access. To complete an order on the driver app, each Manifest must have an assigned driver and vehicle.

Add New Driver

1. From the menu, click "Drivers"
 https://live.solbox.it/dashboard/drivers


2. Then click "New Driver"


3. Fill out the required new Driver details.
Alert
Required fields: Name, Login Name, Password, Timetable & Create New User.
Info
Driver Name and Login must be unique 
  1. "Rate per hour $" is the rate at which your driver costs you to per hour. If this section is completed, the system will calculate the estimated cost of each manifest based on the kms of the run and the cost of the driver per hour. The vehicle costs can be filled in when creating/editing a vehicle.
  2. "Preferred Vehicle" can be used if Drivers tend to use the same vehicle daily. This will automatically match the driver with the vehicle before optimisation as default so you won't need to choose the vehicle, however the vehicle can be changed at the time of optimisation if the driver is driving an alternate vehicle.
  3. The "Start at Depot" & "Finish at Depot" checkboxes need to be ticked if the driver usually starts and finished from your depot. If the driver starts or finished from/at an alternate location, leave the appropriate box unticked and enter the address the normally start/finish at. This will ensure the optimiser takes into account the travel time and distance from this location to their first job.
  4. "SmartMove Access" needs to be ticked to allow drivers to view the orders (pickups/deliveries).
  5. "Prestart Access" is a premium feature to allow access to Prestart Checklists you may want your driver to complete prior to starting their Manifest (run) for the day. These include, but not limited to, Vehicle Inspections and Driver Declarations. you can learn more about this feature in the Prestart Checklists section. For pricing on this premium feature please contact sales.
  6. "Phone Number", although not currently available, this field in the future will allow the driver to reset their password via a text message sent to this number. Stay tuned for updates.
  7. "PIN #" is used if you would like to keep track of what password you’ve entered in for the driver, so that an operations person can provide the password back to the driver if require.






4. Click "Save" after you fill out all fields. This completes the basics for creating a new Driver.

Optional

If a driver has a set break time and duration daily, you can add this break in the breaks tab after saving the above new Driver information. The optimiser will take this break time into consideration when planning the drivers Manifest.

1. After saving the new Driver information, click the Breaks tab > then fill out the driver's break time in "Breaks" and how many minutes the break if for in "Duration" > then click "Save".
  1.       If you wish to create an Allowance time, meaning the driver can start the break so many minutes either side of the set break time you can do this by adding the total allowable minutes in the "Allowance" field. 
  2. Click the "Force to use" checkbox if you would like this break manditory.
Info
You can also set break durations for the purpose of optimisation via a default setting for all driver. You can learn more about this in the Frequently Used Settings section.



Add Timetables/Assign to driver

To use SmartMove’s Auto Optimize feature effectively, each driver must have a Timetable assigned. The timetable defines when drivers are available to receive jobs, ensuring optimal route planning and job distribution.

Follow the steps below to create and assign a timetable to your drivers.

⚠️ Note: Drivers will only be assigned jobs during the days and times set in their timetable.
Info
You have to assign Timetable to drivers to use  "Auto Optimize" functionality.

1. Go to Timetables:


2. Click "New timetable"


3. Create name and click "Save"


4. Click "Add Day"


5. Select day and time > click "Save"


6. Your timetable is ready to assign to the driver.


7. Assign timetable to driver 
Go to Drivers 

8. Click into Driver you want to assign Timetable


9. Click Timetable to select the one you want



10. Click "Save Changes"


Alert
Your drivers will only get assigned jobs during the timetable you have set for them.

Add zones

Zones can be created within the SolBox platform control panel, which will allow for imported orders via a spreadsheet or API import to group orders automatically and create a manifest within the zone. New manifests that are created will be ready to assign a vehicle and driver in the manifest or dashboard view. New manifest created will also be ready to sequence optimize in just a few clicks.


Create Zones

1. Go to Zones menu: 


2. Click "New zone"


2. Fill Zone "Name" > hit "Save"



Notes
Note: after saving zone's name, there is a blue point on map to start drawing zone area.


3. Click on the point, there is a menu label for you to choose between "Add point" and "Remove point"


4.  Move the first point to the area you want to create zone then add more points to create the shape you want > click "save changes"


Allocate Imported Orders to Zones

If you want to use zones for your imported orders, you have to create them before importing orders from Excel file. Orders will then be automatically grouped in created zones. 

1. Go to "Settings" > "ORDERS" and tick "Allocate Imported Orders to Zones". Don't forget to scroll down the page and hit "Save Changes".



2. Import orders from Excel file. See How to import Excel file.
Notes
Note: You will see that orders are imported by zones. Manifest names will be created as the name of the zones. Orders that are not in zone range will be unallocated/unassigned.



Zones                                                                                        Allocated orders base on zones
       

Enable Auto Allocation to Zones

When you enable the auto allocation to zones, a manual order will be automatically put on a zone manifest if the address fits in a zone area.

1. Go to "Setting" > "ORDERS" and tick "Enable Auto Allocation to Zones". Scroll down the page then hit Save Changes


2. Manually add an order. You can do it through Dashboard or Orders menu.
For more information, please see "Manually add each order" on this page: Getting Start with SolBox

3. The order will be automatically allocated to a zone manifest.



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