Introduction
The daily overview is the screen you land on when you sign in. It is headed Operational manager, with Your daily overview underneath, and it answers one question: what has to happen today, and what is already late.
The top is a row of counters — cars going out, cars coming back, what is late, what is waiting to be invoiced. Underneath are working lists: today's pickups and returns, servicing coming up, inspections falling due.
You will use it when:
- you open the shop and want the shape of the day
- a manager asks how many cars are out late
- you are catching bookings returned but never invoiced
- you are chasing paperwork that failed to send
You land on it when you sign in, and it also has its own entry in the main menu, so you can come back to it from anywhere in the app.
Words this screen uses
| The screen says | It means |
|---|---|
| Operational manager | This screen — your home page |
| Aggregations | The counter tiles along the top |
| ASI due within 30 days | Annual Safety Inspection — the periodic roadworthiness test |
| Peppol | The system for sending invoices electronically between businesses |
Steps
Before you start: the counters are only as good as the bookings behind them, and several of them count only the locations you are down for, so your numbers can legitimately differ from a colleague's. Which tiles you see is your own choice and affects nobody else. Two things here need administrator rights: the Peppol action required banner, and the failed direct debits, which are not on this screen at all — see the tips.
- Open the daily overview from the main menu — or just sign in, which puts you on it.
- Read the counter tiles across the top. Each is one kind of work.
- Click a tile to open the full list behind that number.
- Work through the Pickup list and Dropoff list below the counters — today's actual jobs, with booking number, licence plate, customer and times.
- Deal with any coloured alert banner first; those are things that failed, not things that are due.
- To change which tiles you see, open the settings panel — headed Choose what you want to see on your Operational Manager — switch tiles on or off, and click Save. Cancel keeps what you had. Six tiles start off: see Change which tiles your dashboard shows.
What each counter actually counts. All of these tiles start switched on for you except three — Available assets, Inspection control and ASI due within 30 days — which stay hidden until you turn them on yourself in Change which tiles your dashboard shows. Here is what each number means, with a right-hand column explaining why your screen and a colleague's disagree:
| Tile | What it counts | Only your locations |
|---|---|---|
| To be scheduled | Live bookings with no vehicle assigned yet | Yes |
| Pickups | Bookings due out today that have not gone out yet | Yes |
| Dropoffs | Bookings due back by the end of today, including ones already late | Yes |
| Overdue | Cars out past their return time, plus bookings never collected | No — whole company |
| Transports | Vehicle moves running today | No — whole company |
| Maintenance | Garage jobs running today | No — whole company |
| Quotes overdue | Sent quotes that have passed their expiry date | Yes |
| Available assets | Active vehicles with nothing booked on them today | No — whole company |
| To be invoiced | Returned or cancelled bookings where the invoiced amount does not match the total | Yes |
| Pending lease invoices | Lease bookings queued for automatic invoicing | No — whole company |
| Inspection control | Cars the customer has reported back but nobody has checked in | Yes |
| Contact requests | Contact requests still waiting | No — whole company |
| Request for proposals | Proposal requests still waiting | No — whole company |
| Overdue Payment Requests | Payment requests past their due date | Yes |
To be invoiced ignores rounding, but only by one cent. A booking totalling 181.50 euro that has been invoiced 181.49 euro is one cent out, and one cent is not enough to put it on the tile. Invoice the same booking 181.48 euro and the two-cent gap does show. So a tile reading zero means every returned booking is invoiced to within a cent, not that every figure matches exactly.
The lists have fixed windows. Pickup list and Dropoff list follow the Pickups and Dropoffs counters above them. Upcoming maintenance runs from the start of today to one week ahead. ASI due within 30 days shows active vehicles whose inspection falls due in the next 30 days or is already past, soonest first, with the days remaining in brackets — a negative number means it is already overdue. A vehicle already booked in for its inspection drops off this list, which is how you tell the two apart.
Alert banners sit above the counters. Peppol action required reads Invoices failed to sync to Peppol with a count and a Peppol Overview button; it appears only where electronic invoicing is switched on for your company. Exact errors reads Action required. Unsynchronised exact items with an Exact integrations button, and Keycafe Actions shows Action required with an Access overview button.
Turning a tile off hides the number, not the work. The settings are yours alone, and switching one back on shows a current count straight away. Be warned that four of the switches are worded differently from the tile they control, so look carefully before deciding a switch is missing — Change which tiles your dashboard shows lists which is which.
What to do next: work the Pickup list first — those customers are coming in. Overdue needs a phone call rather than a screen. Come back to To be invoiced at the end of the day.
Tips and common issues
- Your Pickups number differs from a colleague's on the same day, but Overdue is identical. That is the split in the table above: booking counters are cut to the locations on your profile, while Overdue, Transports, Maintenance and Available assets count the whole company. Neither number is wrong.
- A one-way booking is missing from a booking tile even though you handle that branch. Those tiles require both the pickup and the return location to be ones you are down for. A rental going out from your location and back to one you are not down for will not appear for you at all — ask your administrator to add the other location.
- Dropoffs looks too high for the number of cars you expect back. It has no start date: it counts everything due back by the end of today, so yesterday's and last week's late returns are in there too. It overlaps Overdue rather than sitting beside it — do not add the two together.
- Overdue is really two different problems in one number. It counts cars that are out past their return time and bookings whose pickup time has passed but were never collected. Open the tile before assuming which you are looking at; the second kind needs cancelling or rebooking, not chasing.
- Failed direct debits are not on this screen. They live on the Financials menu, where a banner reads We have identified errors in the Twikey syncs with a count and a Twikey errors button. That count is every error ever logged for your company, so it does not fall as you fix things — treat it as a log to work through, not a to-do counter, and go there rather than waiting for it to appear here.