PortaPottyBossPro Blog — Event Rentals & Booking

The Driver's Event Delivery Day: Venue Drops From the Driver App

The office books the event, writes the placement note and plans the route. But on Friday morning, the event depends on one person: the driver. Everything the office did only matters if it reaches the driver's hands in a form they can use while standing in a field with a truck full of units.

The Driver Is the Last Link

The contacts and access notes in Event Site Contacts: Who the Driver Calls When the Venue Gate Is Locked are only useful if the driver can see them. In PortaPottyBossPro, the driver app puts the job, the units, the placement, the access notes and the contacts on the driver's phone. It works in the browser on iPhone and Android and can be installed like an app.

Logging In

Each driver logs in with the company login and their own personal PIN. That way the office knows who did what, and a fill-in driver for a busy weekend can be set up quickly. The time clock records when they start and finish.

The Day in Route Order

The driver sees the day's jobs in the route order set by dispatch. On a busy Friday, that might be a festival bank, two weddings, a graduation party and a race start line, mixed in with regular weekly service stops. The order follows the board, so if dispatch moves a job, the driver's list follows.

Each job card shows the address with the unit type, quantity and unit numbers underneath, plus the placement notes. Before loading at the yard, the driver can scroll through the day and check that the right units are on the truck: the ADA unit for the church picnic, the hand wash stations for the festival, the trailer for the wedding.

Getting There

The Map button opens navigation to the site. Event venues are often unfamiliar: farms, parks, fairgrounds, private estates. The access notes tell the driver which entrance to use and any gate code, and the site contacts tell them who to call if something is wrong.

Start, and the Customer Knows

When the driver taps Start on a job, the customer automatically gets an "on the way" text. That gives the host or day-of contact time to open the gate, move cars or meet the truck. When the driver arrives, the customer gets an "arrived" text. The driver does not have to call or text anyone themselves.

Customers who use the customer app can also see the day's route and how many stops away the truck is. Crew GPS shows on the office map, so the office knows where each truck is too.

Setting the Units

The placement note tells the driver exactly where the units go. For a wedding, that might be "behind the barn on the gravel, doors facing the barn, not on the lawn." For a festival, it might be several banks around the grounds. The driver follows the note and sets the units.

If something does not match, like the tent being where the units are supposed to go, the driver can call the site contact or the office. Better to ask than to guess.

Photos

Once the units are set, the driver takes photos in the app. The photos stay with the job. If the host calls later asking why the units are on the wrong side of the barn, the office can look at the photos. Photos also help the pickup driver, who may not be the same person, find every unit.

Notes, Skip and Complete

If a stop cannot be done, such as a locked gate with no answer, the driver can skip it and add a note so the office knows why. When a stop is done, the driver taps Complete. For pickups, completing the job can create the invoice and charge the card on file.

The office sees which stops are done and which are still waiting, without calling the driver.

Event Day Tips for Drivers

• Read every placement note before leaving the yard, not at the site
• Check unit types and quantities against what is on the truck
• Take photos from far enough away to show the setting
• Do not drive on lawns, fields or soft ground unless the note says you can
• If anything is unclear, call before setting the units, not after

These habits save more time than any shortcut.

A Calm Friday

When the office and the driver are working from the same information, event day feels calm. The driver knows where to go, what to set and who to call. The customer knows the truck is coming. For more on event rentals, visit the event porta potty rental software page.